Nonprofit Software Savings Calculator

You can calculate your nonprofit software savings with a pen, your last 12 months of card statements and four numbers per tool: what you pay now, the verified nonprofit price, any one-time fee and the hours it takes to switch. This guide walks through the formula and four worked examples, and gives you a template table to copy. All prices are as of October 2026 and come from the vendor pages linked in each example.

If you'd rather not do it by hand, the free audit runs the same math for every tool at once.

The formula

For each tool:

1. Current annual cost = price per seat per month × seats × 12 (or the annual charge on your invoice).
2. Nonprofit annual cost = verified nonprofit price per seat per month × seats × 12 (or the flat annual fee).
3. Gross saving = current annual cost − nonprofit annual cost.
4. First-year net saving = gross saving − one-time fees − (switching hours × your hourly cost).

Step 4 is where most estimates go wrong. A discount that needs a new account, a data migration or a different plan has a cost, and you should count it.

Worked example 1: Google Workspace

A 7-person organization on Business Standard at the list price of $14/user/month:

• Current: 7 × $14 × 12 = $1,176 a year
• Nonprofit Business Standard at $3.50/user/month with a 1-year commitment: 7 × $3.50 × 12 = $294 a year
• Gross saving: $1,176 − $294 = $882

If the free Google Workspace for Nonprofits edition meets your needs, your cost drops to $0 and the saving is $1,176. Check the trade-offs first: the free edition pools 100 TB of storage across the whole organization, caps Meet at 150 participants and doesn't list meeting recording. Switching editions inside an existing account is quick. Our records estimate about 2 hours, which is an estimate, not a vendor figure. Details: Google Workspace for nonprofits.

Worked example 2: QuickBooks Online

An organization paying Intuit's current list price for Plus, $140/month:

• Current: $140 × 12 = $1,680 a year
• Nonprofit: QuickBooks Online Plus through TechSoup costs an $80 annual admin fee
• Gross saving: $1,680 − $80 = $1,600

The catch: the TechSoup subscription can't be applied to an existing QuickBooks account. You start a new company file and copy your data across, and payroll history doesn't transfer. We estimate 8 hours of work (an estimate, not verified). At an example cost of $40/hour for staff time (use your own figure), that's 8 × $40 = $320, so the first-year net saving is $1,600 − $320 = $1,280. From year two on you save the full $1,600, assuming list prices hold. Note that payroll is a separate commercial add-on and the TechSoup fee doesn't cover it. See QuickBooks Online for nonprofits and the migration guide.

Worked example 3: Zoom

Three hosts on Zoom Workplace Pro, billed annually at $14.16/user/month:

• Current: 3 × $14.16 × 12 = $509.76 a year
• Nonprofit: Zoom Cares gives 50% off annual plans, so $509.76 × 0.5 = $254.88
• Gross saving: $254.88

Eligibility matters more than the math here. Zoom Cares needs 501(c)(3) status and an operating budget of $10 million or less, and it excludes customers who bought through a direct sales quote. Also ask whether you need Zoom at all: Google Workspace and Microsoft 365 nonprofit plans include Meet and Teams. Dropping Zoom saves the full $509.76. Details: Zoom nonprofit discount.

Worked example 4: when the percentage misleads

Airtable's nonprofit Team price is $12/user/month, which is 50% off the $24 monthly rate. If you already pay the annual rate of $20/user/month, the comparison changes:

• Current (annual billing, 5 users): 5 × $20 × 12 = $1,200
• Nonprofit: 5 × $12 × 12 = $720
• Gross saving: $480, which is 40%, not 50%

Airtable also excludes religious organizations, so a church would save nothing. Always compare against what you actually pay, not against the vendor's headline. Details: Airtable for nonprofits.

Template table

Copy this into a spreadsheet. Use one row per subscription, and pull "Current monthly" from your statements, not the vendor's pricing page.

Tool	Plan	Seats	Current monthly	Current annual	Nonprofit annual	One-time fee	Switch hours	Hours × rate	First-year net
Google Workspace	Business Standard	7	$98.00	$1,176.00	$294.00	$0	2	$80	$802.00
QuickBooks Online	Plus	1 company	$140.00	$1,680.00	$80.00	$0	8	$320	$1,280.00
Zoom	Workplace Pro (annual)	3	$42.48	$509.76	$254.88	$0	1	$40	$214.88
Total				$3,365.76	$628.88			$440	$2,296.88

The example rows use the $40/hour illustrative rate. Check the arithmetic: Google $1,176 − $294 − $80 = $802; QuickBooks $1,680 − $80 − $320 = $1,280; Zoom $509.76 − $254.88 − $40 = $214.88.

Where to find the nonprofit price

Look up each tool in the nonprofit discounts directory or the hub guide. Each record links to the vendor's own page and shows when we last checked it. Watch for four patterns that change the answer:

• Free up to a cap. Canva is free for one team of up to 50 members. Slack Pro is free for 250 or fewer members. Atlassian is free for up to 25 seats. Above the cap you pay.
• New customers only. QuickBooks via TechSoup, HubSpot, Wix and Adobe Creative Cloud apply to new subscriptions or memberships. Count the migration.
• First year only. BILL's 40% lasts 12 months, and Squarespace's 10% applies to your first payment only. Don't multiply these across future years.
• Excluded organization types. Slack and Airtable exclude religious organizations. Zoom excludes budgets above $10 million.

Don't forget payment processing

For many small nonprofits, card fees on donations cost more than any single software subscription. A nonprofit rate from PayPal or Stripe, or a zero-fee platform, can be worth more than all of the above. The math works differently because it depends on gift size, so it has its own guide: nonprofit payment processing fees.

The automated version

The NonProfitSaver audit is this calculator with the lookup done for you. Enter the tools you pay for and what they cost, and it matches each one to its verified offer, applies the seat caps and conditions above, flags eligibility problems, and totals the annual saving. It's free. If you want help with the migrations, a paid implementation roadmap is available afterward, but you don't need it to see the numbers. Our methodology explains how the estimates are built.