Simple, predictable pricing for Australian NFPs
CRM for NFP uses a compliance platform pricing model—not per-seat SaaS pricing that penalises growth. Your cost is based on organisational complexity, not staff headcount.
Pricing philosophy
CRM for NFP uses a simple, predictable pricing model designed for governance and compliance—not per-seat SaaS pricing that penalises growth.
Your quote is based on:
- Organisational complexity: Single-site or multi-site operations
- Number of programs and funding streams: How many grants, contracts, and programs you manage
- Compliance and reporting requirements: Audit frequency, funder reporting obligations, risk management needs
- Portal / AI / integration needs: Self-service portals, AI-assisted features, third-party integrations
NOT based on raw staff headcount. Adding team members doesn't increase your platform costs.
Three pricing components
1. Compliance Platform Fee
What it covers:
- System access and hosting (Microsoft AU datacentres)
- Enterprise security and compliance infrastructure
- Platform updates and maintenance
- Backup and disaster recovery
Structure: Fixed annual fee based on organisational complexity and modules implemented—not user count.
2. Microsoft Licensing (Optimised)
What you need:
- Microsoft Dynamics 365 licences for CRM access
- Power Platform licences for automation and portals (if required)
- Microsoft 365 integration (if not already licensed)
Our approach: We optimize your Microsoft licensing strategy to minimize costs. Mix Team Member and Enterprise licences based on actual usage patterns, not one-size-fits-all.
3. Implementation (One-Time)
What's included:
- Discovery workshop and requirements analysis
- Module configuration and security setup
- Data migration from existing systems
- Role-based training for your team
- Go-live support and post-launch review
Scoped quote: Based on selected modules, data complexity, and timeline. Phased implementations available to spread investment.
What influences your quote
Your Compliance Platform Fee and implementation scope are determined by these factors:
Organisational complexity
Single site: One location, one team, straightforward access control
Multi-site: Multiple locations, regional teams, complex record-level permissions
Programs & funding streams
Few programs: 1-3 core service types, simple funder reporting
Many programs: 10+ programs, multiple funders, complex acquittal requirements
Compliance requirements
Standard: Basic audit trails, annual compliance reporting
Heavy: Frequent audits, detailed risk registers, evidence chains for all activities
Portal / AI / integrations
Core system only: Staff-facing CRM, no portal or advanced automation
Extended: Client portal, AI triage, accounting integration, payment gateways
Data migration
Clean data: Well-structured existing data, minimal cleansing needed
Complex data: Multiple legacy systems, duplicates, extensive cleansing required
Modules selected
Core modules: Intake, Case Management, basic Reporting
Comprehensive: All modules including Programs, Funding, Communications, Memberships
What's included in the platform fee
Australian hosting
Data hosted in Microsoft AU datacentres (Sydney or Melbourne). Data sovereignty and compliance included.
Enterprise security
Field-level security, audit trails, MFA enforcement, encryption at rest and in transit.
Platform updates
Regular updates, security patches, new features—no extra cost or disruption.
Backup & recovery
Automated daily backups with point-in-time recovery if needed.
Compliance infrastructure
Audit-ready architecture, evidence chains, risk registers—built into the platform.
Typical investment ranges
To give you a sense of scale, here's what organisations similar to yours typically invest:
Small NFP (5-15 staff, single-site, 1-3 programs)
Typical profile: Community health service, single-location youth services, small advocacy group
Modules: Intake & Enquiries, Client & Case Management, basic Reporting
Indicative range: Implementation $15K-$25K (one-time) | Annual platform fee + Microsoft licensing typically $20K-$35K
Medium NFP (15-50 staff, multi-site or many programs)
Typical profile: Family services with 3 locations, homelessness service with 8 programs, disability services with complex funder reporting
Modules: Core modules + Programs & Services, Funding & Grants, Compliance & Reporting
Indicative range: Implementation $25K-$45K (one-time) | Annual platform fee + Microsoft licensing typically $40K-$70K
Large NFP (50+ staff, multi-site, comprehensive needs)
Typical profile: Peak body with membership services, large multi-program provider, state-wide service network
Modules: All modules including Memberships, Communications, Client Portal, AI Features
Indicative range: Implementation $45K-$80K+ (one-time) | Annual platform fee + Microsoft licensing typically $70K-$120K+
These are indicative ranges only. Your actual quote will be tailored to your specific requirements.
Who this is NOT for
CRM for NFP is purpose-built for specific use cases. If you're in one of these situations, it's probably not the right fit:
NFPs primarily focused on fundraising campaigns
If your main need is donor management and fundraising campaign tools, dedicated fundraising CRMs are likely a better fit.
Organisations requiring extensive offline mobile functionality
CRM for NFP is primarily web-based. If you need full offline mobile data capture (e.g., remote field work with no connectivity), you'll need additional tooling.
Teams wanting a free or ultra-low-cost solution
Enterprise-grade compliance platforms have real costs. If budget is extremely limited, explore free tiers of simpler CRMs first.
Frequently asked questions
Why not per-user pricing?
Per-user pricing penalises growth and makes budgeting unpredictable. If you hire 5 new case workers, your CRM costs increase—even though the platform complexity hasn't changed. Compliance platform pricing means your cost is based on what the system needs to do (programs, funding streams, compliance requirements), not how many people use it.
How is the Compliance Platform Fee calculated?
It's based on organisational complexity: single-site vs multi-site, number of programs and funding streams, compliance requirements (audit frequency, funder reporting), and advanced features (portal, AI, integrations). We assess your needs during discovery and provide a fixed annual fee.
What if we add staff during the year?
Your Compliance Platform Fee doesn't change. You'll need additional Microsoft licences for new users, but the platform fee remains fixed. This makes budgeting predictable and removes the penalty for team growth.
How do you optimize Microsoft licensing costs?
We analyze actual usage patterns: power users get Dynamics 365 Enterprise licences, basic data entry users get Team Member licences (lower cost), and read-only users may not need Dynamics licences at all. This can save 40-60% compared to giving everyone the same licence type.
Can we start with fewer modules and add more later?
Yes—recommended approach. Start with core modules (Intake, Client Management), get those working, then add Programs, Funding, Communications as you're ready. Your platform fee will adjust to reflect the expanded scope.
Is implementation included in the platform fee?
No. Implementation is a one-time project quoted separately. The annual platform fee covers ongoing system access, hosting, support, and maintenance after go-live.
Are there long-term contracts?
Platform fees are typically annual commitments (12 months) to provide stability for planning. After the initial term, you can continue annually or move to different arrangements. We don't lock you into multi-year contracts.
What if our organisational complexity changes?
Platform fees are reviewed annually. If you add a new site, significantly expand programs, or add complex integrations, we'll adjust the fee at renewal. Conversely, if you simplify operations, fees can decrease.
Can we get a firm quote without a discovery workshop?
We can provide indicative ranges based on your profile, but firm quotes require understanding your specific requirements. A 1-2 hour discovery conversation (no charge) lets us scope accurately.
How do we budget for this in grant applications?
We provide itemized quotes showing implementation (one-time capital), platform fee (annual operating), and Microsoft licensing (annual operating). This breakdown supports funding applications and budget planning.
Ready for a tailored quote?
Book a conversation to discuss your organisation's complexity, modules needed, and implementation scope.
No hard sell. Just transparent pricing and practical advice.