CRM - research getting a CRM system

[rufuspollock]

Questions to Ask CRM Providers

From Current Notes

• Can I BCC or CC emails into the CRM to log correspondence without importing everything?
• Is there integration with spreadsheets — can I export data easily or auto-update a Google Sheet?
• Can I create landing pages directly in the CRM, or easily connect forms/landing pages I’ve made elsewhere?
• Can I connect Google Forms to the CRM so responses are automatically added to contact records?
• How does the CRM handle event bookings or registrations — is it built-in or does it rely on third-party tools?
• If event booking is external, how does integration work (e.g. Zapier, native integrations)?
• Do you offer a pricing plan or discount for non-profit organizations?
• Can the CRM segment contacts by tags, events attended, or form responses?
• How does email outreach work — can I send personalized bulk emails and track opens/clicks?
• Is there a visual pipeline or status tracking for workflows (e.g. application → interview → confirmation)?

Additional Questions for Small Non-Profit CRM Evaluation

• How steep is the learning curve — is training or onboarding support included?
• Can multiple team members collaborate in the CRM with different permission levels?
• What’s your data ownership policy — can we easily export all our data if we leave?
• What integrations do you support with tools we already use (e.g. Google Workspace, Slack, Mailchimp)?
• Are there automated workflows (e.g. “if this, then that” actions)?
• How well does it support tagging, custom fields, and flexible contact categorization?
• Is there built-in analytics or reporting for tracking engagement or pipeline progress?
• Does the system offer a mobile app or responsive design for use on phones/tablets?
• How scalable is the system — can we grow into it without needing to migrate again soon?
• What’s your track record of working with mission-driven or community-based organizations?

[finnmjclancy]

Transcript from notes to Rufus

Hey Rufus,

I just got off a call with the person from 20. It doesn’t sync directly with Sheets, which isn’t ideal, but apparently it’s quite easy to export data from Sheets into 20.

They don’t have landing pages, and there’s basically no way to directly book things—so as a booking system, it’s not too helpful. That said, it seemed pretty good overall.

Also, if you’re comfortable with IT stuff, it can be free if we self-host. She mentioned that’s an option if you’ve got the skills.

As a system, it looks good. It’s probably less helpful for managing individual projects, but it could be great as a database—especially for keeping track of all the people who’ve been on past residencies and VCs, and staying in touch with them. Maybe there’s another way we could handle that and save ourselves the ~$9/month.

So yeah: it looks good, but maybe missing some functionality we’d want. There might be an alternative out there that ticks all the boxes. Or maybe it’s simpler to just build a big Sheets database of all these people.

Either way, it seemed nice, intuitive, and user-friendly. Those are my thoughts.

[rufuspollock]

@finnmjclancy the key question is whether we can "cc" emails to it - is that possible i.e. i can cc "xyz@twenty.com" and that email will then be included in the system.

[laurenwigmore]

I did a little research (thanks to chatgpt), sharing here:

Here’s a copyable comparison chart of the best free or low-cost CRMs for nonprofits, followed by my top recommendations:

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📊 CRM Comparison Chart for Nonprofits

CRM Name	Cost (Free Tier)	Best For	Pros	Cons	Nonprofit Discount
HubSpot CRM	Free forever	Easy donor & contact management	Clean UI, email templates, tasks, unlimited contacts	Advanced features can be pricey	✅ 40% off paid tiers
Zoho CRM	Free (up to 3 users)	Small teams needing customization	Customizable, automation, contact segmentation	Slight learning curve	✅ 15–20% off
Airtable	Free (5 creators)	DIY spreadsheet-style CRM	Super flexible, visual, many templates	Not a CRM out of the box; needs setup	❌ No specific discount
Bloomerang	Free (up to 250 contacts)	Donor management	Built for nonprofits, easy to use, donor lifecycle tools	Expensive once past free tier (~$100+/mo)	✅ Yes
CiviCRM	Free (open source)	Tech-savvy orgs	Full nonprofit suite (donors, memberships, events)	Complex setup, outdated UI	❌ No, but it's free
Bitrix24	Free (basic tier)	Small nonprofits needing all-in-one	Project mgmt + CRM, lots of tools	Overwhelming interface	❌ Not targeted
Kindful	No free tier; from $100/mo	Robust donor CRM	Donor-focused, integrates with fundraising tools	Pricey, no free version	✅ Yes
Notion / Sheets (DIY)	Free	Ultra-simple, DIY use	Totally flexible, no cost, easy to use with templates	No automation, no integrations	❌ Not needed

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✅ My Recommendations (Copyable)

For small nonprofits just getting started:

• Use: HubSpot CRM (free)
  → Easy, scalable, and polished. Good for contact/donor outreach and tracking.
  → Upgrade later only if you need automation or deeper email marketing.

If you want flexibility and enjoy DIY tools:

• Use: Airtable
  → Grab a nonprofit CRM template and customize. You can later add integrations with Softr or Glide.

If you're ready for more structure and nonprofit-specific features:

• Use: Zoho CRM (free or discounted)
  → Strong balance of cost, features, and customizability.

If your focus is primarily on donor relationships (and you grow later):

• Use: Bloomerang (free tier)
  → Tailored for nonprofit fundraising. Upgrade if donor base exceeds 250 contacts.