Free and discounted tech for charities

This guide is for small charities paying for software out of their own pockets, or getting by with personal accounts and free trials. Many large tech companies offer free or discounted products to registered charities. After reading, you will understand how these programs work in general, how to prove you are eligible, and what three widely used programs say they offer today. Programs change often, so always check the official page before you apply.

How nonprofit tech programs work

Most programs follow the same pattern:

1. You check eligibility. Usually you must be a registered charity. In the United States, that normally means recognition as tax-exempt under section 501(c)(3). Many programs exclude government bodies, schools, universities and hospitals, though they often accept those organizations' separate charitable foundations.
2. You get validated. Companies don't check every charity themselves. Many use a validation partner, an outside organization that confirms you are a real, registered charity and that you work there. Google, for example, uses Goodstack. You will also see the name TechSoup, which Microsoft names as the route for its Windows license grants. Once you are validated with one partner, other programs that use the same partner may be quicker.
3. You activate products one by one. Approval for the program doesn't switch everything on. You choose which products to turn on.
4. You keep your account current. Many programs ask you to confirm your eligibility again from time to time, and some can remove access if you don't.

What you will usually need

• Your charity's legal name, exactly as registered with the IRS
• Your Employer Identification Number (EIN), the nine-digit tax number the IRS gave your organization
• Your IRS determination letter (the letter confirming your 501(c)(3) status)
• A website, and an email address at your charity's domain if you have one
• Proof you work or volunteer there, sometimes

Google for Nonprofits

Official page: google.com/nonprofits (opens another site)

What Google's pages say today:

• Eligibility: you must be registered as a charitable organization in a country where the program is available, and be verified by Goodstack, Google's validation partner. You must also agree to Google's additional terms.
• Not eligible: government entities, hospitals or healthcare organizations, and schools, academic institutions or universities. Charitable arms or foundations linked to hospitals and schools are eligible.
• Timing: Google says most requests are reviewed in 2 to 14 working days. Goodstack may contact you for more documents.
• Products at no charge include Google Workspace for Nonprofits (Gmail at your own domain, Drive, Docs, Calendar, Meet and more). Google also offers nonprofit discounts on higher Workspace editions. Google says Workspace for Nonprofits has a limit of 2,000 users.
• Google Ad Grants: Google says each qualifying nonprofit can access up to $10,000 per month in search ads shown on Google.com.
• Google also lists the YouTube Nonprofit Program and Google Maps Platform credits. Each product is activated separately.

Microsoft nonprofit offers

Official pages: Microsoft offers for nonprofits (opens another site) and eligibility (opens another site)

What Microsoft's pages say today:

• Eligibility: a nonprofit with recognized legal status in its country, described as equal to 501(c)(3) status in the United States, operating on a not-for-profit basis with a mission to benefit the community. Some public libraries, public museums and certain U.S. healthcare organizations are also listed. Schools, government bodies and several other types are excluded.
• Who registers: an employee or "strategic volunteer" of the nonprofit. Microsoft says an outside IT provider may not register on your behalf.
• Grants versus discounts: Microsoft says granted (free) licenses are only for paid employees and unpaid executive staff. Discounted licenses can be used by all staff, including volunteers.
• Microsoft 365 Business Basic: described as free for up to 300 users, with web and mobile versions of Outlook, Teams, Word, Excel and PowerPoint, and 1TB of cloud storage per user.
• Microsoft 365 Business Premium: listed at $5.50 (USD) per user per month, paid yearly.
• Azure: Microsoft lists $2,000 (USD) in Azure service credits per year.
• Windows: Microsoft says grants of up to 50 Windows licenses are available through TechSoup.

Canva for Nonprofits

Official page: canva.com/canva-for-nonprofits (opens another site)

Canva is an online design tool many charities use for social media graphics, flyers and presentations. Canva runs a nonprofit program for eligible organizations. We could not confirm the current details of what it includes on our review date, so read the official page for today's offer, eligibility rules and how to apply. Expect to provide proof of your charity's registration.

Other places to look

Many other software companies offer nonprofit pricing, often listed on a "nonprofit" or "for good" page on their website. Before you sign up:

• Read what you are agreeing to. Check how long the discount lasts and what happens to the price after any free period.
• Check where your data lives and who can see it, especially for donor or client information.
• Avoid tool sprawl. Five free tools that don't talk to each other can cost more in volunteer time than one paid tool that does the job.
• Plan for exit. Can you export your data if the program ends or you switch?

Getting set up without chaos

• Keep a simple list of every program you join: product, account owner, login email, renewal or re-verification date.
• Store logins in a password manager and turn on two-step login (see our cybersecurity basics guide).
• Put re-verification dates in a shared calendar.
• When someone leaves, remove their licenses and access the same week.

Your tech programs checklist

• Gather your EIN, IRS determination letter and exact legal name
• Set up a shared role email for tech accounts
• Check each program's official eligibility page
• Complete validation with the partner each program uses
• Activate only the products you will use
• Record every program, owner and renewal date in one list
• Remove licenses when people leave

Free software is a real gift, but it still takes time to set up well. A tidy start saves hours of untangling later.

If you want help choosing or setting up tools, ask a member charity for help through the Exchange.