Software for client/donor tracking or mail merge?

Summary:

Some advice about choosing this kind of software. (Some from the early days of the FAQ that probably needs to be updated.)

Answer:

Walter Wymer wrote on April 13, 2005, to nonprofit@rain.org (see http://www.rain.org/mailman/listinfo/nonprofit) to ask:

Is someone aware of an article which compares the various donor management software?

Robert L. Weiner, a consultant to nonprofits and education in San Francisco, California, replied:

Here's a guide from nPower that compares many packages.
http://www.npowerseattle.org/tools/npower_donor_mangement_consumer_guide.pdf
Caveats: they don't compare all packages, this is from 2001 and most software is constantly evolving, and they might not be comparing all the things that your organization needs.

Also, TechSoup's Technology for Fundraising forum, which I host, has discussions of lots of different packages:
http://www.techsoup.org/forums/index.cfm?fuseaction=list&forum=2022&cid=117
Try searching within the forum for the packages you're considering.

Finally, the Resources page of my web site has links to lots of lists of donor database vendors, as well as article about how to choose between them:
www.rlweiner.com/resources.html

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Software advances rapidly. Most of the entries in this section are several years old. Suggestions about how to bring it up to date would be welcomed. --Ed.
NPower Seattle has a resource page on this subject at http://www.npowerseattle.org/tools/donormanagement.htm

The first comments below are useful advice no matter what kind of data management software is under consideration.

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Leland Kiang of L'Arche DC wrote to CharityTalk (see http://www.charitychannel.com/) on 05/01/2001:
I have questions about donor software, but instead of asking which
software people prefer, my questions are what are the basic functions
we, as a non-profit, should expect the donor software to perform. What
are desired functions and how much more should we expect to pay for
these functions? And what are functions that people find superfluous,
but that a software salesperson may try to hawk? By the way, we are a
small non-profit. Our mailing list is about 1,800.

Michael Wyland of Charity Channel gave this advice:
Nonprofit management software ranges in price from free to a five-figure
investment or more, depending on how large the organization, how complex
the needs, and how varied the demands. Your organization can install
software on-site, or contract with application service providers (ASP's)
for third-party hosting services. "Donor software" could be as simple as
tracking contributions, or it could involve establishing a web site with
e-philanthropy capability.

Regardless of the cost, complexity, vendor, or approach you decide upon, my
personal advice is to be sure that the data you collect can be exported to
any other program you may choose to use in the future. Can you export it
to Access tables, Excel spreadsheets, or to comma-delimited ASCII
text? Can the documents be saved as Microsoft Word or plain text
files? No data should be kept in a "proprietary" format; it should all be
"open" to other applications.

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There's a useful comparison chart of donation tracking software for churches at http://www.nuverb.com/donarius/comparison.html. One that isn't listed there is described at http://www.hopehavengospelmission.org/GiftsOfLove.htm.

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Ina Frank (mailto: inafrank@ix.netcom.com) wrote August 21, 1996 to
tgc-forum@train.tgci.com on the subject of Tracking software:

While having considerable experience w/ various kinds of databases &
donor software, I opened a discussion w/ a savvy CPA (that's not always
an oxymoron) on my new Board our specific need to "manage contacts."

"So......Tell me -- why can't you use a contact management program?" he
asks.

Duh. So much for my longstanding pride in applying the simplest logic
possible to every situation.

We're now easily transferring our data to "ACT!" -- which is extremely
flexible, was designed mostly for sales forces to track client contacts
in the field; but which appears to offer absolutely everything we want
or will ever need for the # of contacts we have, and thensome. And it
even yells at you when it's time to do something; like start writing
*now* so you can make a deadline. All for about $150.

The next best is "Goldmine," but it had even more features that I'd
never use; and for a slightly higher price.

Listing of Database Manager programs (from 1995):

The following responses have been received recently on the group to
questions about software. Clearly, agencies use a variety of programs
and most recommend developing your own to meet your own needs.

*** Q & A (Symantec; versions for DOS & Windows)

Comments: Appears to be most flexible for up to about 5000 records.
Capable of doing donor tracking and even billing (precluding need for
separate software) as well as having own Write feature for mail merge.
[Some other database programs require a link from a document generated
in a word processor (e.g., WordPerfect) to the database. Generally much
less convenient.]

Windows version Comments: No trouble using it. It comes with a converter
to convert Q&A for DOS files and has a network version. A flat file
database.

Writer's 2 cents worth: Q&A was fast, easy, and just what I needed 4-5
years ago to set up databases (sophisticated mailing lists, really) for
clients. I've since used Paradox for DOS and Windows and now Access 2.0
and believe Access for Windows is the way to go. It is fast, powerful,
easy to use, and has the same MS interface you know and love."

Ina Frank comments:

In my experience, Q & A can provide much more than a mailing list. It
allows complete donor tracking, sophisticated reports and a write
feature that allows for generating of statements, thereby precluding
having to do so from an accounting program.

*** ACT! for DOS or Windows by SYMANTEC (about $200)

Comments: It's simple, It's effective, it works. You can enter custom
information, track expenses, fax, email, telephone and schedule as well
as do mass mailings and print labels.

*** Filemaker Pro and Filemaker Pro 2.0 by Claris

Comments: Can design for very detailed information, comes with terrific
ready-to-use templates and a tutorial. Very flexible, easy to learn,
non-relational database program. You can determine the number, size, and
type of fields you'd like. Shouldn't cost more than $200 through
mailorder.

*** Sidekick for Windows $29 at Egghead

Comments: This is more of a "personal organizer" type of programm.

*** Prospect "shareware" stand alone DOS program (and/or In Control)
from Paul Sax, Richardson TX 75085. Comments: User has used for six
years and does not know if Sax is still at this address.

There are lots of other shareware programs available for DOS, Windows,
and the Mac. File Express and PC-File are popular titles with a large
following. Zephyr is a relatively new entry that is getting some notice.
Prices range from $50 to $99. For a catalog of popular shareware
programs, try the one from Public Brand Software (800-426-3475) (BBS:
317-856-2087)

*** Paradox by Borland

Comments: Its OK but has some non-intuitive, poorly documented features
that someone has to show you or you have to be a real computer maven to
figure out. Watch out for the Windows version as it uses up memory and
you may have to upgrade your computer/s. However, can get from Gifts in
Kind.

*** Access and Access for Windows

*** FoxPro, Visual Basic, Clipper, Visual Objects

Comments: you'd better be a programmer if you use these.

*** Microsoft Works

Comments: a low cost "suite" that includes a basic word processor and
database manager

Again, some users recommend buying a database package and developing
your own applications and customize it to your needs.

One opinion is: If you have your own, in-house programmer, you can write
your own applications programs. Paradox is available from Gifts in Kind
of the United Way for a $35 processing fee. Your local United Way can
help or write to the national United Way. Q&A has been suggested.
FoxPro, is another, and now Dbase is out with a friendly Windows
version. These are in the $500 range.

Listing of Donor Management programs:

This is not a complete list. No recommendations are intended.

*** DonorQuest is a fundraising software that helps you manage your donors, prospects, board members, foundations, volunteers and any other entities that are involved with your organization.($1500-$2900).

Contact Information:
Brent Fattore
(800) 952-8228 or visit web site http://www.donorquest.com


*** Donor Perfect (SofterWare, 540 Pennsylvania Ave, 2nd floor, Fort
Washington, PA 19034, 800-220-8111) ($1200 - $4395)

Steve Freedkin wrote: Someone emailed asking how to get ahold of the
company that wrote Donor Perfect. I thought I'd share the info I have
with this newsgroup, though be aware it's dated 10/1/91 and could be out
of date. Anyway, this is the info I have for the developer of the
software:
Ms. Robin Stark
Starkland System
3327 Freeman St., Suite D
San
Diego, CA 92106

*** FM Light, FundMaster (Master Software Corporation, 5975 Castle Creek
Pkwy, N. Dr, Suite 300, Indianapolis, IN 46250, 800-950-2999) ($
unknown)

*** FundRaiser Basic, FundRaiser Jr, FundRaiser Professional
(Professional Support Software, 106 Garfield Ave, PO Box 901, West
Plains, MO 65775, 800-880-3454) ($48 - $3,500) (FundRaiser Basic is
shareware. Gene Weinbeck [Mailto: edgewalk@ios.com] will provide more
info.)


Professional Support Software
P.O. Box 901
West Plains, MO 65775
800-880-3454
417-256-6370 Fax
edgewalk@ios.com



"FundRaiser Basic (FRB) is the shareware, introductory version of PSS's
product line. It retails for $48 US, and even they admit that it may be
enough of a database for many non-profit groups. The company which makes
FundRaiser Basic also makes a full featured Professional package at
$2500, and a medium featured version at $795." --Barry Rueger, Friends
of Hamilton Wentworth Community Radio, 107 Victoria Avenue, Hamilton,
Ont. L8N 2S9 http://netaccess.on.ca/~friends/index.html email
friends@netaccess.on.ca (905) 525-6699 7/17/95

*** "CASHRAISER is a program for small-to-medium sized charities and other nonprofits, as easy to use by professional and volunteer fundraisers alike. You can join contacts - who may be individuals and/or organisations - to up to five membership schemes, track donations, send thank-you letters and reminders, produce comprehensive and flexible reports, and more. Use your own word processor or CASHRAISER's own built-in one. A 90-day time-expired version is available from http://www.sussexsoftware.co.uk - after this period you will have to register it for £250." Email from the publisher, Sussex Software (http://www.sussexsoftware.co.uk) 8/1/01.

*** GiftMaker, Giftmaker Pro (options: event tracking) (Campagne
Associates, 491 Amherst St, Nashua, NH 03063, 800-582-3489) ($975 -
$6,290)

*** Raisers Edge (Blackbaud, Inc, 4401 Belle Oaks, Dr, Charleston, SC
29405, 800-443-9441) http://www.blackbaud.com/

(generally considered the Cadillac, feature-wise and price-wise)

In addition, some of the fund accounting packages mentioned in the
previous question contain a donor management module.

Most of the suppliers in the list above have demo disks you can review.

There were three articles in the October 1994 issue of FUND RAISING
MANAGEMENT MAGAZINE you will find helpful. "Selecting Computer Software
for Fund Raising," "1994 Non-Profit Software Directory" (a listing of 63
applications software developers, their programs, and prices), and
"Development Software Requirement Checklist" Since the material is
copywrited, it is not included here. Write or call.


Fund Raising Management Magazine
224 Seventh St.
Garden City, NY 11530
516-746-6700 800-229-6700 FAX 516-294-8141

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Minor revision 7/22/01, 8/1/01, 11/17/03; added the Nuverb site 2/17/05; Weiner advice 4/14/05 -- PB