{"id":10522,"date":"2025-04-22T16:28:28","date_gmt":"2025-04-22T16:28:28","guid":{"rendered":"https:\/\/artsmidwest.org\/?post_type=resource&p=10522"},"modified":"2026-02-18T20:33:49","modified_gmt":"2026-02-18T20:33:49","slug":"the-nonprofit-guide-to-free-and-discounted-software","status":"publish","type":"resource","link":"https:\/\/artsmidwest.org\/resources\/guides-tools\/the-nonprofit-guide-to-free-and-discounted-software\/","title":{"rendered":"The Nonprofit Guide to Free and Discounted Software"},"content":{"rendered":"\n

As an IT Manager in the nonprofit sector for the past three years, I\u2019m 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 \u201cfree tiers,\u201d nonprofits can access full-featured versions of major platforms if they know where to look.<\/p>\n\n\n\n

Of course, as the saying goes, \u201cfree like a puppy.\u201d 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.<\/p>\n\n\n\n

But many nonprofits don\u2019t have an IT manager\u2014or even a dedicated tech specialist. They\u2019re relying on power users, consultants, or sometimes just the closest millennial to keep systems running. <\/p>\n\n\n\n

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.<\/strong><\/p>\n\n\n\n

Verifying Your Eligibility<\/h2>\n\n\n\n

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.<\/p>\n\n\n\n

Some vendors might also ask for details like your annual operating budget to help determine eligibility. Others use third-party platforms like TechSoup<\/a> or GoodStack<\/a> to handle verification. If you haven\u2019t already, it\u2019s worth registering with those services early\u2014they\u2019ll save you time down the line.<\/p>\n\n\n

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Preparing To Purchase Technology<\/h2>\n\n\n\n

With limited time and budgets, it\u2019s essential to do your homework before committing to any new software or tech tools.<\/p>\n\n\n\n

Here are a few tips to help guide your decision-making process:<\/p>\n\n\n

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    \n Try before you buy\n <\/h3>\n
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    Many products offer 14\u201330 day free trials so you can test features in real time.<\/p>\n

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    \n Explore freemium options\n <\/h3>\n
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    Some tools offer free plans with limited functionality. These can be great for smaller organizations if the features meet your needs.<\/p>\n

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    \n Review the fine print\n <\/h3>\n
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    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.<\/p>\n

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    \n Ask about setup support\n <\/h3>\n
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    For more complex systems like CRMs, some vendors offer free or discounted setup services. You can also check out volunteer platforms like <\/span>Catchafire<\/span><\/a> or look for IT consultants who work with nonprofits at reduced rates.<\/span><\/p>\n

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    \n Prioritize security and backups\n <\/h3>\n
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    Especially when using cloud-based platforms, make sure your data is protected and backed up properly.<\/p>\n

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    \n Train your team\n <\/h3>\n
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    Many platforms offer free training portals or self-paced online courses\u2014don\u2019t skip them!<\/p>\n

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    \n Don\u2019t forget about hardware\n <\/h3>\n
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    If you\u2019re buying computers, servers, or networking gear (like switches and firewalls), ask vendors about nonprofit discounts. You might be surprised by what\u2019s available\u2014especially if you remind them you\u2019re tax-exempt.<\/p>\n

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    Free and Discounted Software<\/h2>\n \n

    Below, you\u2019ll find a list of free and discounted software programs commonly used by nonprofits. \r\n
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    \r\nWhile we aim to keep this information current, offerings do occasionally change. Arts Midwest plans to update this section annually.\r\n
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    \r\nHave something we should add to this list? Email us with your suggestion. \r\n\r\n
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    \r\nLast updated April 22, 2025.<\/i><\/p>\n \n

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    Business Email and Workspace <\/h3>\n\n\n\n

    Microsoft<\/h4>\n\n\n\n

    Through its Tech for Social Impact program, Microsoft offers nonprofits 10 free Microsoft 365 Business Premium licenses. Additional licenses (for users 11\u2013300) are discounted to $5.50 per user\/month (normally $22). Related tools like Power BI and Azure are also deeply discounted.<\/p>\n\n\n\n

    Microsoft 365 Business Premium includes:<\/p>\n\n\n\n