How much does a charity CRM cost?

Charity CRM cost can vary widely. That’s because pricing isn’t just about the software itself, but how your organisation plans to use it. Different suppliers price in different ways, so understanding the factors behind the cost helps you compare options properly and ask smarter questions.

Below are the main things that typically influence charity CRM cost, backed up by independent sector insight.

Database size

The size of your supporter database is one of the most common pricing factors. Larger databases usually require more effort to migrate, clean, host and configure, which can increase both implementation and ongoing costs.

• Data migration: Moving large volumes of data can be time-intensive and may need specialist support
• Data clean-up: Removing duplicates or fixing incomplete records takes time
• System setup: Larger datasets often mean more configuration, automation and reporting
• Training: Bigger databases usually require more in-depth training
• Ongoing costs: Storage, backups and maintenance can increase as data grows

Independent charity sector guidance highlights this clearly. For example, a Charity Digital report recognises that most CRMs price based on the number of constituent records you have, with costs gradually rising as databases grow.

This is why it’s important to think beyond where your data is today, and consider how quickly it’s likely to grow. 

Number of users

Another common factor in charity CRM cost is how many people need access to the system. Many CRM platforms price per user, per month, meaning costs increase as more staff log in. Others, like Beacon for example, have limitations on users in their packages (3 users on Starter, 10 on Standard, for example)

Donorfy is a little different here - pricing is based on the number of constituents you have only, and users are unlimited at every package level.

Being clear about who genuinely needs access now (and who might need it in future) helps you forecast charity CRM cost more accurately.

Integrations

CRMs rarely sit in isolation. Common integrations include:

• Charity websites
• Email marketing and marketing automation
• Accounting and finance systems
• Analytics tools
• Business apps

Independent guides on charity CRM systems emphasise that integration and ongoing maintenance are part of the total cost of ownership, not just a “nice-to-have” extra. The more integrations you need, and the more complex they are, the more they can influence charity CRM cost.

"Integrations have enabled us to save dozens of hours per month. We can spend more time building the things we need to."

- Operation Smile UK

Most providers include popular integrations as standard, while others may charge extra or rely on custom development.

Customisation

Customising a CRM to work the way you do can be one of the most impactful investments. But it can also influence cost if extensive configuration, reporting or workflow automation is required. Common examples include:

• Custom fields and data points
• Reports and dashboards
• Automated workflows
• User permissions
• Branding and interface tweaks

It's important to note that not all charities need customisation, an out-of-the-box solution is more than enough for many. For others though, advanced customisation is an important part of the consideration process. 

It’s important to prioritise what matters most and understand how each change affects pricing, rather than over-customising from day one.

Support and training

Support and training levels can make a huge difference to your experience of a CRM , and this is often reflected in the cost.

Hands-on training or bespoke training usually costs extra with most suppliers, though most have generous self-serve resources and online courses, like the Donorfy Academy.

Typical support includes:

• Technical help
• Staff training
• Helpdesk access
• Updates and upgrades
• Post-implementation support

Because time equals cost, more intensive support can influence charity CRM cost. The key is knowing exactly what’s included in your plan, and what might cost extra.

Scalability

A CRM that can scale with you - handling more data, more processes, and more users - often comes with a higher cost initially, but many sector experts argue it’s a smarter long-term investment. That’s because the cost of replacing a system later can outweigh paying a bit more upfront. Independent charity tech insight supports this view as part of broader digital maturity planning. 

For example, a UK digital sector article highlights that 30% of charities still manage donors in spreadsheets, not CRM - and that lack of infrastructure is costing time and money that could be avoided with a fit-for-purpose system.

A scalable CRM is built to grow with you, and being clear about your future plans makes it much easier to choose a pricing structure that won’t hold you back.

Before speaking to potential CRM providers, it helps to go in prepared. Having a clear budget in mind makes it easier to prioritise the features that matter most to your organisation and have open, confident conversations about cost.

Budgeting for a charity CRM starts with understanding your needs. The clearer you are upfront, the easier it is to assess pricing and avoid paying for things you don’t need. These areas are a good place to start.

Prioritise your charity CRM requirements

Before comparing systems, be clear on what you want a charity CRM to improve.

Start by gathering feedback from the teams who’ll use it day to day. What’s working now? What isn’t? Where are processes slow, manual or fragmented?

This helps you identify priority areas. For example, you might want better visibility of donor data so you can personalise fundraising campaigns and manage supporter relationships more effectively.

Once you know what matters most, you can discuss these priorities with providers and understand how they affect your charity CRM cost and pricing plan.

To help, this guide to choosing the right CRM walks through how to assess your needs, including a helpful checklist.

Download it here

Outline your long-term plans

It’s important to choose a charity CRM that supports where your organisation is heading, not just where it is today. If you’re planning to grow, build this into your thinking early on.

Consider things like:

• Additional staff who’ll need access
• How much your database is likely to grow
• Training needs for new team members
• New features or functionality to support future activity

Being clear on these points helps you understand whether a CRM can scale with you, and how that might affect your charity CRM cost over time.

"Donorfy is fit for purpose for us now, and will be fit for purpose for our needs in 10 years, which was important.”

- Central & North West London NHS Charity

Sharing your long-term plans with a provider from the outset also makes it easier to plan ahead and avoid unexpected changes to your pricing as your organisation evolves.

Affordable doesn’t have to mean cheap.

A low-cost, generic CRM might look appealing at first, but if it doesn’t meet your needs, the true cost quickly shows up in workarounds, lost time, and missed opportunities.

An affordable charity CRM is one that fits your organisation’s requirements and your budget, without forcing you to compromise on the things that matter most.

To find the right balance, it helps to:

• Be clear on what your organisation needs from a charity CRM
• Research different providers and understand how their pricing works
• Prepare key questions to ask during conversations with CRM experts
• Make the most of free trials and demos (You can start a free trial of Donorfy here)
• Ask about charity or non-profit discounts, where applicable

The more prepared you are, the easier it is to spot a CRM that offers genuine value rather than just a low headline price.

If you’d like to explore this further, this article explores why the cheapest option isn’t always the most affordable in the long run: Deal or no deal? Why low-cost CRMs for nonprofits aren’t always the answer.

Understanding charity CRM cost helps you choose with confidence. Once you’re clear on your requirements, it’s easier to see what a CRM should improve and how to measure its impact.

If you’d like to talk things through, our experts are happy to answer your questions and help you find a solution that fits your needs and budget.