The #1 Best Database Software for Small Nonprofits


As a nonprofit, you need nonprofit database software to help you in your day-to-day activities. However, finding an affordable and easy-to-use database software solution can be challenging. 

There are many great small business database products on the market that are ideal for nonprofits. But there are none that are better value for money than Springly (that's us!). With incredible featurability and more customization than anything else on the market, Springly should be your go-to choice for nonprofit database management software.

Let’s dig into how! In this article, we will cover:

Let’s go!

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What is Database Software?

Database software is an alternative to spreadsheets and all non-digital means of tracking contact information. It is also a great tool for managing your customer relationships, which is why it is often called a CRM (or customer relationship management) database.

best-database-software-for-small-nonprofits-what-isEva is excited to dive into learning about database software!

A CRM database can help you keep track of all the information you need to keep your business running smoothly: from customer service history to donation records, volunteer hours, membership dues payments, and more. A database will ensure that this information is not only consolidated, but that it is stored safely within the software.

The types of information that are often tracked in a CRM database include:

  • Names, addresses, phone numbers, email addresses, and other details about individuals who have given money to or volunteered with your organization.

  • Names of people who have attended certain events or signed up for certain programs. This can help you remember what they were interested in so that you can reach out to them again when something similar comes along!

  • Information about how much each person has donated (or how much time they have volunteered); when they last donated, volunteered, or attended an event; and much more.

Pro Tip: A good database software can link everything together. If you can, for example, link your memberships and donations into a general revenue database automatically, that is a good feature to have.


Different Types of Databases

Databases are powerful tools that can be used by nonprofits of any size, who accommodate and derive donations from all different types of people and groups. These types of databases fall into these categories…:

  • Member: If your charity functions primarily with the help of memberships, this is your starting point. It is important to have a database that allows you to keep track of any relevant information regarding each of your members, and add new members to the system easily.

  • Contact: Your contacts are everything; they are one of the most powerful forces behind your next marketing campaign. It is important that they are organized in an easy-to-read format so that they are accessible whenever you need them.

  • Donor: You will likely want to accommodate multiple types of donations, whether that be cash or check, debit or credit. You will also want to accommodate different avenues through which your donors may give - through email or phone call, in-person or online. Whatever their preferred method may be, make sure your donor database has plenty of options for integration with payment platforms. To help setting this up, you should check out an online charitable contribution database template.

  • Event Registration Database: If you host events regularly (which most organizations do), keeping track of attendees can be crucial for determining future event attendance.

  • Alumni Database Software: If you are a school or institution, your alumni can be a huge source of donations. Keep a record of every graduate in a database to automate your donation emails to them!

  • Profile Database Software: If your members sign into a portal to get benefits, sign up for events, and log volunteer hours, they will probably have profiles. A profile management database can keep them all recorded so you can pull them to learn more about your amazing members whenever you need to!

When it comes to integrating your CRM with other software, there are two main types:

  1. Exports

An export is when a database sends information out to another program. For example, if you are using an accounting program like QuickBooks, a good CRM might send data about your sales and expenses to your nonprofit's account on QB. This is useful for nonprofits that need to do their own bookkeeping or have multiple employees working on different aspects of finance and accounting.

  1. Imports

An import is when a database takes information from another program and uses it within itself. For example, if you are using an accounting program like QuickBooks, it might import data about donations made through PayPal or Stripe into your nonprofit's CRM so that you can track them more easily and know how much money has been donated overall throughout the year.


FAQs About Nonprofit Database Software

Database software is a powerful tool that can help you manage your small nonprofit's data. It can automate a lot of your organization's processes, and it can interlink data so you can see how it all fits together.

Is it automated?

Database software is designed to help you create and manage databases, and that means automating many of the tasks associated with managing the organization's data. This automation can save you time and money, ensuring that your organization runs smoothly.

best-database-software-for-small-nonprofits-faqsMarie is taking mental notes of her questions on database softwares.

Does it interlink data?

Database software makes it easy to link information from one source to another, so you can get a full picture of what is happening in your organization at any given time. This helps keep everyone on board with your mission and goals, because they are aware of what their peers are doing or not doing in relation to their roles within the organization.

It also ensures that everyone has access to all the information they need for their jobs, so no one gets left behind when there are changes happening within an organization.

Can it show reports?

One of the best parts about database software is that it allows you to easily create reports based on your data—and these reports can help you make better decisions about how your organization runs!

This comes in handy when it is time for budgets and taxes. Instead of scrounging up data from 10 different sources, your database software can automatically spit out things like your revenue, expenses, and by-project breakdowns of donations. Just be sure you are double-checking the data every so often for accuracy so you do not miss anything.


Database Needs for Small Nonprofits

When it comes to a CRM database, small nonprofits need something that is flexible and easy to use. Here are some of the main needs for small nonprofits:

  • Payment Tracking: If you are running a small nonprofit, you probably have a lot more than just one payment method, and that can make it hard to track all your transactions. If you want to stop spending so much time on billing and invoicing and start focusing on the good work you do, you need a system that will help you automate payment tracking.

  • Automated with Donations, Memberships and Event Ticket Purchases: If you want to be able to accept online donations or memberships online or at events, or if you want to be able to sell tickets through your website, then having an automated system will save time by not requiring manual entry of data into Excel spreadsheets. 

  • Search Functionality: If you are looking for the best database software for small nonprofits, search functions should be a top priority. The reason is simple: if you are to find something quickly, like the name of a volunteer who did an amazing job last week, you do not want to have to click through dozens or even hundreds of entries just because your database does not have good search functionality! This can make it difficult for everyone involved (especially if there are many people working on the project).


The Best Database Software for Small Nonprofits

If you are a small nonprofit and you need a database to manage all your contacts and donations, Springly is the best tool for the job. Here is why:

Springly's CRM database is easy to use, even if you are not a tech expert. You can create a contact list that includes information about donors or volunteers, and then save it in Springly's cloud-based system so that you can access it anywhere.

Springly will keep track of how many times someone has donated or volunteered, and what they have donated or volunteered for, so that you can see at a glance who your most valuable supporters are.

And when someone donates or volunteers, Springly can automatically send them an email thanking them! That way, they will know how much you appreciate their support, which will encourage them to keep giving back.


How Springly Compares to Alternatives

Springly is the best database software for small nonprofits because it is:

  • Easy to use. It is designed for non-technical users, so you can get started without any training.

  • Affordable. Springly costs less than other database solutions, but it still offers all the functionality you need to run your organization effectively.

  • Customer-centric. We know that nonprofits have limited resources, so we have created a platform that lets you do more with less time and money!

  • World-class support. Our team is available whenever you need to make sure your database software is up and running when you need it most.

Here is a quick breakdown of some of our competitors. Note that these tools are still great, and they are definitely valid options for database software for your nonprofit, but you will see why Springly has the edge.

best-database-software-for-small-nonprofits-how-springly-comparesSadie loves all the functionality Springly offers!



  • It is easy to get started with Aplos without any technical knowledge. You can build a database in minutes!

  • Aplos offers a free trial so you can try before you buy.


  • You will not be able to export your data if you decide not to continue using Aplos after your trial period ends.



  • Easy to use. EveryAction is simple enough that anyone can learn to use it within a few hours.

  • Powerful enough for many nonprofits. It has all the features you need for managing donor information, volunteers, events, and more.


  • Not as feature-rich as some other options in this category (such as Springly). If you are looking for something with more bells and whistles than EveryAction offers, it is wise to look elsewhere.

Donor Perfect


  • Free trial available for nonprofits and organizations

  • Easy-to-use interface with a very intuitive learning curve

  • Quick setup


  • Fairly pricey compared to other solutions


Easy To Use

Automated Emailing

Seamless Integration


Great Support













Every Action













Final Thoughts

Flexibility is key to any database, and this is especially true for small nonprofits. While fundraising databases have been a staple of organizations everywhere, they can be daunting and difficult to use, especially if you are working with a small staff. That is why we recommend Springly wholeheartedly.

Springly is affordable, simple to use, versatile, and compatible with other popular databases and just about every payment platform.

The best part? Your Springly suite can be coupled with Springly’s arsenal of specialized, highly-effective nonprofit tools like email automation and event management. Give it a try today.

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💡What does a CRM do for nonprofits?

A CRM manages all of the data related to the operation of your nonprofit, include payment information and amounts, member profiles, event data, and more. Find out more. 

🔑 What are the different types of nonprofit database?

You can set up a database for just about anything you can quantify, but some of the most common for nonprofits include donation databases, donor info databases, member databases, and event management databases. Find out more. 

📝 What is the best database software for small nonprofits?

Dollar for dollar, Springly is by far the best database software for your nonprofit. With powerful functionality and unlimited flexibility, all wrapped up in a cloud-base software, it is no wonder thousands of organizations trust Springly. Find out more.  

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