Fundraising Software Product Evaluation Checklist

Fulfilling the mission of your organization requires two elements: energetic and committed people and the financial resources to grow and fund your programs and services.

This is why choosing the right fundraising software is so important. This comparison checklist was created to help your nonprofit organization evaluate the many different systems available to help manage your fundraising efforts. The right fundraising system will enable you to maximize the efficiency of your fundraising and grow your organization to better serve your constituents and your cause.

Please click here for a printable version.

Donor Management

Biographic/demographic data

Unlimited number of donor records

Unlimited number of fields per record

User-defined fields

Joint and separate giving records for spouses

Track relationships between records

Prospect tracking

Donor segmentation

Fields & screen flexibility

Add fields

Remove fields

Change fields

Reposition fields

Secured access to sensitive data

Duplicate record checking tools

Smart search so users don’t have to type full record name

Setup of data entry defaults/pick lists

Global change of data

Multiple donor addresses & salutations

Track updates to records

Archive records

Student/Alumni features

Contact Management (CRM DRM)

Unlimited history and notes

Assign due dates to tasks

Automatic To-Do/Tickler List

Tracks donor for each contact item

Automatic logging of e-mails, solicitations and thank-yous

Moves Management

Membership Management

Track membership levels, dues, and renewal

Membership cards

Print/e-mail renewal notices



Membership Analysis

Membership Lists

Gift Management

Unlimited gift history

Unlimited gift coding



Fund Designation

Automatic summary of gifts by



Split gifts

Honorariums and memorials

In-kind gifts

Matching gifts

Anonymous gifts

Other ________

User specified criteria

Allows assignment of appropriate acknowledgements at entry


Gift batching and audit trails

Deposit slips

Soft credits

In-kind gifts

Matching gifts

Anonymous gifts

Giving Analysis Reports




Most Recent


Pledge Processing

Track pledges

Track unpaid pledge balances

Unlimited payment schedules

Automated pledge reminders

Pledge reminder letters


Delinquent pledges

Pledge listings

Cash flow projections

Credit card payments

ACH payments

Queries and Reports

User-friendly query interface

One or two-click access to data

Create custom queries on any field

Save and/or sort queries

Standard, pre-designed development reports

User-determined ranges, summaries, counts and totals

Graphical analysis (internal or exported to other software, e.g., Excel™)

Modify pre-designed standard reports

Save modified reports for future use

Large selection of standard development reports

Statistical analysis

Solicitation analysis

Income analysis

Donor Profiles

Campaign analysis

Custom Report Writer

Built-in or external report writer

Create reports on any field, including user-defined fields

Sort, select and sub-total on any field

Use any formats, fonts, spacing, colors, images, and placement

Print preview

User-friendliness (step by step guide, graphical interface)

Mailings and Communication

Create solicitations, thank-you letters, other correspondence

Mail merge (personalize correspondence with donor data)

Maintain history of mailings per donor

Track solicitations, acknowledgments/thank-you letters

Track success of solicitations

Mass mailings

Ability to select full or subset of donors

Overwrite auto-created addressee/mailing names

Multiple-mailing addresses

Mailing restrictions option (No mail, no solicitations, etc.)

Batch processing

Automated thank-you notes

Address labels

Bulk Mail Reports

Exports to mail houses


E-mail personalization

Broadcast or specific email letters, campaigns

HTML formatted


Volunteer Management

Maintain contact data

Track skills and interests

Track availability

Create/maintain schedules

Track actual work time

Grants Management

Calendar for grants deadlines

Track proposal tasks

Research (interface with grants research capabilities)

Track grant disbursements

Distinguish between requested & actual funding

Track grant funding status

Special Events Management

Banquets, dinner dances and shows

Walk-a-thons, bike-a-thons, telethons


Golf tournaments

Sponsored events

Track registration and actual attendance

Track volunteers assignments




Issue/create tickets

Accounting Interface

General ledger summaries

Interface to any accounting application

Automated interface

Transaction data

Chart of account allocations

Internet Functionality

Web Content Management

Online Giving


Event Registration

Product Sales

Donor / Supporter Pages

Opt-in Prospect/e-mail collection

Browser-based version


Links to third party resources (maps, telephone directories, etc.)

ASP or Installed

Hosted service (ASP)

Subscription payment

Full outsourcing of IT/software maintenance

Data backup

Automatic software enhancement

Data Services

Data conversion

Data enhancement

National Change of Address (NCOA)

Phone Number Appending

Decease Record Identification

CASS Certification

Prospect Research

Product Support

Support hours:___________

Includes product updates

Update frequency

Phone support

Online support tools

Size of support department

Longevity of support staff


Online User Forums

User Meetings


Recommended training package


Training methods

Classes (Offered where?)



Webinars / Online Seminars

References and Endorsements

Multiple references

References for nonprofits similar to yours

Recent references


Well-known associations or organizations


Value-added products and/or services

Development consultants

Information Technology (IT) consultants

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