The Nonprofit Guide to Free and Discounted Software

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Arts Midwest by Frenz Cabagnot – April 22, 2025: The Nonprofit Guide to Free and Discounted Software

Nonprofits can access powerful software for free or at a deep discount. Learn more about free tools, hidden perks, and how to get started with minimal hassle.

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As an IT Manager in the nonprofit sector for the past three years, I’m 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 “free tiers,” nonprofits can access full-featured versions of major platforms if they know where to look.

Of course, as the saying goes, “free like a puppy.” 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.

But many nonprofits don’t have an IT manager—or even a dedicated tech specialist. They’re relying on power users, consultants, or sometimes just the closest millennial to keep systems running. 

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.

Verifying Your Eligibility

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.

Some vendors might also ask for details like your annual operating budget to help determine eligibility. Others use third-party platforms like TechSoup or GoodStack to handle verification. If you haven’t already, it’s worth registering with those services early—they’ll save you time down the line.

Preparing To Purchase Technology

With limited time and budgets, it’s essential to do your homework before committing to any new software or tech tools.

Here are a few tips to help guide your decision-making process:

• Try before you buyMany products offer 14–30 day free trials so you can test features in real time.
• Explore freemium optionsSome tools offer free plans with limited functionality. These can be great for smaller organizations if the features meet your needs.
• Review the fine printBefore 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.
• Ask about setup supportFor more complex systems like CRMs, some vendors offer free or discounted setup services. You can also check out volunteer platforms like Catchafire or look for IT consultants who work with nonprofits at reduced rates.
• Prioritize security and backupsEspecially when using cloud-based platforms, make sure your data is protected and backed up properly.
• Train your teamMany platforms offer free training portals or self-paced online courses—don’t skip them!
• Don’t forget about hardwareIf you’re buying computers, servers, or networking gear (like switches and firewalls), ask vendors about nonprofit discounts. You might be surprised by what’s available—especially if you remind them you’re tax-exempt.

Free and Discounted Software

Below, you’ll find a list of free and discounted software programs commonly used by nonprofits.

While we aim to keep this information current, offerings do occasionally change. Arts Midwest plans to update this section annually.

Have something we should add to this list? Email us with your suggestion.

Last updated April 22, 2025.

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Photo Credit: Pexels via Mizuno Kozuki

Business Email and Workspace 

Microsoft

Through its Tech for Social Impact program, Microsoft offers nonprofits 10 free Microsoft 365 Business Premium licenses. Additional licenses (for users 11–300) are discounted to $5.50 per user/month (normally $22). Related tools like Power BI and Azure are also deeply discounted.

Microsoft 365 Business Premium includes:

• Productivity apps: Word, Excel, PowerPoint, Outlook (desktop/web/mobile)
• Collaboration: Teams, SharePoint, Exchange
• Cloud storage: OneDrive (1TB per user)
• Additional Apps: Planner, Bookings, Clipchamp, Loop, Forms
• Security & management: Defender, Intune, Purview, Entra ID

This program offers these additional benefits:

• Up to 50 free Windows 11 Pro licenses via TechSoup
• Access to Microsoft Copilot Chat
• $2,000 per year in Azure credits