As an IT Manager in the nonprofit sector for the past three years, I’m still amazed by how many high-quality tools are available to nonprofits for free or at a steep discount. While for-profit companies often get stuck with short-term free trials or stripped-down “free tiers,” nonprofits can access full-featured versions of major platforms if they know where to look.
Of course, as the saying goes, “free like a puppy.” These tools may not cost money, but they do require time and know-how to use effectively. Ideally, someone on staff has experience with the platform or can carve out time for training.
But many nonprofits don’t have an IT manager—or even a dedicated tech specialist. They’re relying on power users, consultants, or sometimes just the closest millennial to keep systems running.
No matter where your organization lands on that spectrum, there are still plenty of free tools worth exploring. This article will walk you through some of them, with details up to date as of April 2025.
Verifying Your Eligibility
To access nonprofit discounts, most software providers will ask for two key documents: your IRS 501(c)(3) determination letter and a state-issued certificate of exemption. These confirm your nonprofit status and are usually required before you can unlock any discounts or tax exemptions.
Some vendors might also ask for details like your annual operating budget to help determine eligibility. Others use third-party platforms like TechSoup or GoodStack to handle verification. If you haven’t already, it’s worth registering with those services early—they’ll save you time down the line.
Preparing To Purchase Technology
With limited time and budgets, it’s essential to do your homework before committing to any new software or tech tools.
Here are a few tips to help guide your decision-making process:
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Try before you buy
Many products offer 14–30 day free trials so you can test features in real time.
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Explore freemium options
Some tools offer free plans with limited functionality. These can be great for smaller organizations if the features meet your needs.
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Review the fine print
Before moving forward, take time to read the Service Level Agreement (SLA), Privacy Policy, and other terms. Look for details on hardware requirements, security, features, integrations, seat limits, storage, and available support.
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Ask about setup support
For more complex systems like CRMs, some vendors offer free or discounted setup services. You can also check out volunteer platforms like Catchafire or look for IT consultants who work with nonprofits at reduced rates.
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Prioritize security and backups
Especially when using cloud-based platforms, make sure your data is protected and backed up properly.
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Train your team
Many platforms offer free training portals or self-paced online courses—don’t skip them!
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Don’t forget about hardware
If you’re buying computers, servers, or networking gear (like switches and firewalls), ask vendors about nonprofit discounts. You might be surprised by what’s available—especially if you remind them you’re tax-exempt.
Free and Discounted Software
Below, you’ll find a list of free and discounted software programs commonly used by nonprofits.
While we aim to keep this information current, offerings do occasionally change. Arts Midwest plans to update this section annually.
Have something we should add to this list? Email us with your suggestion.
Last updated April 22, 2025.
Business Email and Workspace
Microsoft
Through its Tech for Social Impact program, Microsoft offers nonprofits 10 free Microsoft 365 Business Premium licenses. Additional licenses (for users 11–300) are discounted to $5.50 per user/month (normally $22). Related tools like Power BI and Azure are also deeply discounted.
Microsoft 365 Business Premium includes:
- Productivity apps: Word, Excel, PowerPoint, Outlook (desktop/web/mobile)
- Collaboration: Teams, SharePoint, Exchange
- Cloud storage: OneDrive (1TB per user)
- Additional Apps: Planner, Bookings, Clipchamp, Loop, Forms
- Security & management: Defender, Intune, Purview, Entra ID
This program offers these additional benefits:
- Up to 50 free Windows 11 Pro licenses via TechSoup
- Access to Microsoft Copilot Chat
- $2,000 per year in Azure credits
Learn more and sign up 👉 https://nonprofit.microsoft.com/
Google for Nonprofits offers Google Workspace at no cost for up to 2,000 users. It includes 100TB of shared storage. The nonprofit program also offers privileged access to other Google platforms and properties.
Google Workspace includes:
- Productivity: Docs, Sheets, Slides, Gmail, Calendar
- Collaboration: Meet, Chat
- Cloud Storage: Drive (100TB shared among all users)
- Additional Apps: Keep, Sites, Forms
The program also offers nonprofits access to other Google services, which do not require the use of Google Workspace.benefits:
- Google Ad Grants provides access to $10,000 USD of in-kind advertising every month for text ads
- Youtube Nonprofit Program to engage your visitors with video
- Google Earth and Maps to develop compelling data visualizations to track and share your organization’s impact
Learn more and sign up 👉 https://www.google.com/nonprofits/
Customer Relationship Management
Salesforce
Through its Power of Us Program, Salesforce offers its Nonprofit Cloud platform to support donor management, program tracking, and impact reporting.
This program includes the following features:
- 10 free Salesforce Enterprise Edition licenses
- Significant discounts on additional licenses, services, and add-ons
- Access to training, nonprofit-focused user groups, and events
- Discounts on AppExchange apps and consulting services
Monday CRM
Monday CRM is a popular system used for donor tracking, volunteer management, and overall operations. Two nonprofit plans are available:
- Nonprofit Plan: The first 10 users seats are free. A 70% discount is available on additional seats
- Enterprise Plan: A 33% discount per user is offered.
Learn more and sign up 👉 https://monday.com/nonprofits
Graphic Design and Creative
Canva
Canva offers up to 50 free Canva Pro licenses through its Canva for Nonprofits program. Easily create social media graphics, videos, and presentations using its intuitive, drag-and-drop interface.
Learn more and sign up 👉 https://www.canva.com/canva-for-nonprofits/
Affinity Software
Now owned by Canva, Affinity offers powerful desktop-installed tools for graphic design, photo editing, and layout.
Affinity’s software suite of desktop-installed software includes user licenses for:
- Designer 2: Graphic design
- Photo 2: Photo editing
- Publisher 2: Page layout
Learn more and sign up 👉 https://affinity.serif.com/en-us/business/nonprofit/
File Sharing
Nonprofit staff often collaborate with board members, volunteers, or contractors who don’t have access to internal platforms. These tools support easy and secure file sharing with external partners.
- Google Drive (included in Google Workspace): Cloud storage and file syncing
- Microsoft SharePoint (included in Microsoft 365): Secure file sharing, resource management
- Box.org: Free starter plan for up to 10 users, 100GB of storage, file versioning, and e-signatures. Support is available during local business hours. 👉 Learn more and sign up
Collaboration & Meetings
- Google Meet and Chat (included in Google Workspace): Video conferencing, messaging, and integration with Gmail and Calendar
- Microsoft Teams (included in Microsoft 365): Group chat, video calls, screen sharing, and integration with SharePoint and Outlook
- Slack: Offers a free upgrade to the Pro Plan for nonprofits with 250 or fewer users, including more integrations, app workflows, and extended message history 👉 Learn more and sign up
Online Forms
- Google Forms(included in Google Workspace): Easy form and survey builder with built-in analytics
- Microsoft Forms(included in Microsoft 365): Create surveys, quizzes, and polls for feedback collection
- Formstack: 25% discount for nonprofits. Supports embeddable forms, automation, and electronic signatures 👉 Learn more and sign up
Conclusion
The tools listed here are just the beginning. There are countless other free and discounted options available to nonprofits. The key is finding the ones that align with your organization’s goals, capacity, and day-to-day needs.
Whether you have a dedicated IT team or you’re figuring things out as you go, the right technology can help you work more efficiently, collaborate more easily, and expand your impact. Take the time to explore, test, and ask questions, and then reap the benefits of free software!