Smaller nonprofits are expected to keep up with growing demands, often without the staff or systems that larger organizations rely on. Reporting requirements, donor communication, and day-to-day coordination can stretch teams to their limits.

Business apps can offer support. These nonprofit-focused tools help make the workload more manageable. The right technology can help teams stay organized, reduce mistakes, and save time. This leads to stronger focus on the mission and better outcomes for the people served.

Why Nonprofits Are Turning to Tech

Staffing shortages remain one of the biggest hurdles nonprofits face. In a recent survey from the National Council of Nonprofits, nearly 75% of organizations reported open positions. Many also pointed to burnout as a growing concern. When teams are short-staffed, it becomes harder to keep up. That can lead to longer waitlists, fewer available services, and less capacity to meet the needs of the community.

Some of that pressure can be reduced by improving how work gets done behind the scenes. For example, tools for scheduling, donor communication, and data tracking can help streamline tasks and reduce repetitive tasks. Automating reminders, centralizing records, or making it easier to pull reports can free up staff for mission-driven work.

For many nonprofits, especially those without in-house IT, the idea of adding new software may sound daunting. But today’s tools are more flexible than ever. Many are built specifically for nonprofits, with features that reflect how teams actually work. And for those just getting started, even small steps can go a long way.

Selecting the Right Business Applications

Before committing to a new tool, it’s important to conduct an honest assessment of the organization’s needs. It helps to step back and look at what’s slowing the team down. Is donor information hard to track? Are staff spending too much time coordinating schedules or pulling reports? Are important financial tasks falling through the cracks?

The goal isn’t to adopt technology for its own sake. It’s to solve specific problems in a way that saves time and supports the team. The right business app should feel like a helpful addition, not another system to manage.

When evaluating options, many nonprofits look for tools that are easy to use, have strong customer support, and offer free or nonprofit pricing. Some platforms integrate with existing software, which can make the transition smoother. For organizations just starting out with business applications, starting with one tool can help build momentum and show value early on.

Potential Tech Solutions

The next step is finding the tools that can help. Many nonprofits are seeking improvements in three key areas: stronger relationships, greater efficiency, and clearer impact.

Donor and Community Engagement — It takes time and effort to keep donor and volunteer relationships organized. While most nonprofits have some level of CRM to help track donation history and communication, newer systems offer automation, analytics, and high-level insights for better decision-making. Some platforms also include donor portals, giving supporters an easy way to make a new gift. Options like Bloomerang, Kindful and Salesforce NPSP are designed for nonprofit workflows and used widely across the sector.

Volunteer scheduling has also made huge strides. Tools like VolunteerHub allow volunteers to pick a time that works for them. Then, the application sends notifications, reminders, updates, and even allows the volunteer to check-in to the event. The payoff is that these systems reduce the administrative load while improving the overall user experience. When giving time or money is simple and well-organized, supporters are more likely to return.

Financial Management and Compliance — Nonprofit accounting can be complex. There are restricted grants, donor advised funds (DAFs), and reporting requirements that vary depending on the source of the donation. It’s easy to get behind or miss an entry on a spreadsheet.

Some financial applications are built specifically for nonprofits. They can help track types of funding and generate reports for audits, board meetings, and compliance. Tools like QuickBooks for Nonprofits include features for donation tracking, which makes year-end reporting easier. These systems help support strong financial oversight and clear communication, both important to potential donors.

Internal Operations and Performance Tracking — Oftentimes, nonprofits are operating with lean teams. Project management tools like Asana or Trello can help staff members see what needs to be done, who’s handling it, and when it’s due. This can apply to marketing campaigns, fundraising events, grant applications, or any other multi-step task.

Scheduling tools like Calendly and Microsoft Bookings help avoid confusion by letting staff, volunteers, or donors choose a meeting time without back-and-forth emails.

Some nonprofits also use existing business applications to track outcomes and impact. These tools already collect data on program activities and whether goals are being met, making it easier to assess progress without adding another system. This gives staff a clear picture of what’s working and what may need to be adjusted. It also helps communicate data points to board members, donors, etc.

Technology Trends to Watch

Some nonprofits are starting to explore tools that use AI or data analytics to help with fundraising and operations. These apps can automate follow-ups, suggest ask amounts, or flag patterns in donor activity. Some also generate dashboards or visual reports that make it easier to share progress with boards or funders.

Not every organization needs these tools right away. But many are becoming easier to use and more affordable. For teams working with limited resources, they may offer another way to lighten the load and increase impact.

Other Considerations

Getting the most out of business apps isn’t just about choosing the right platform. It also depends on how the tool is introduced and used. Even the best system won’t help if it’s not part of the team’s routine.

Many organizations begin with one tool in one area, such as donor tracking or scheduling, and expand from there once the team is comfortable. Make sure everyone using the system has time to get familiar with it. A short walkthrough or training session can go a long way.

It also helps to set clear expectations. Decide who will keep the data updated and how often it will be reviewed. Keeping information current is what makes these systems useful day to day. When people trust the data, they’re more likely to rely on it.

Looking Ahead

Technology can play a meaningful role in how nonprofits carry out their mission. The key is choosing tools that fit the organization’s size, structure, and goals, not forcing a one-size-fits-all solution. With the right approach, even small changes can make daily work easier and help teams focus on what matters most. For guidance on building a tech strategy that supports your nonprofit, contact PBMares Not-for-Profit Partner Bo Garner.