Nonprofits juggle a complex mix of responsibilities: tracking services, managing client data, proving impact to funders, and staying compliant with regulations. Case management software has become an essential tool for streamlining these processes. The right platform doesn’t just store information, it helps organizations save time, improve outcomes, and focus on their mission.
In this guide, we compare 10 leading nonprofit case management software platforms. You’ll find information on pricing, features, pros, and cons. Each has its strengths, but as you’ll see, LiveImpact offers a rare combination of affordability, customization, AI innovation, and ease of use that makes it stand out in 2025.
What Is Case Management Software for Nonprofits?
Case management software allows nonprofits to manage:
- Client intake and assessments – Collect structured data during program entry.
- Case notes and service tracking – Keep all documentation in one secure place.
- Referrals and scheduling – Ensure clients get the right services at the right time.
- Reporting and outcomes – Generate funder-ready reports in minutes instead of weeks.
- Compliance and audits – Meet HIPAA or grant reporting requirements with confidence.
It’s not just a database, it’s a way to run your entire operation more efficiently.
What to Look for in Nonprofit Case Management Software
When choosing a solution, consider:
- Customizable workflows – Can it adapt to your unique programs?
- Mobile readiness – Will field staff and volunteers find it easy to use on the go?
- Automated reporting – Does it save time preparing for funders and audits?
- Integration – Does it connect with donor, volunteer, or grant management?
- AI-powered insights – Can staff ask natural language questions and get instant answers?
- Data security & compliance – Is it HIPAA-ready, encrypted, and audit-proof?
Learn more in 10 Key Features to Look for in Case Management Software.
The 11 Best Nonprofit Case Management Software Platforms in 2025
1. LiveImpact
Summary: LiveImpact is an all-in-one, affordable solution built specifically for nonprofits, combining case management, CRM, fundraising, volunteer, and grant tools in one platform. It stands out as a future-ready option for organizations that want both innovation and ease of use.
Key Features:
- Fully customized intake forms, client profiles and workflows
- AI automation and reporting
- Integrated donor, volunteer, grant, event, and fundraising tools
- Outcome dashboards for real-time reporting and data management
- HIPAA-ready compliance with encryption and audit trails
| Pros | Cons |
| Full customization included by default at an affordable cost | Slightly higher than entry-level cost, but offsets the need for multiple systems |
| Best in class AI features to streamline programs | |
| All-in-one: case management + volunteers + fundraising + more in one platform |
Best For: Nonprofits of any size that want a modern, AI-enabled, future-ready solution without the complexity or cost of enterprise systems.
2. Bonterra Apricot (formerly Social Solutions)
Summary: Apricot is a well-established case management choice with strong reporting and a robust form library. It’s best for nonprofits that want an out-of-the-box setup, though costs and customization can be higher compared to other options.
Key Features:
- Form library and workflow automation
- Dashboards and compliance templates
- Audit-ready reports
| Pros | Cons |
| Trusted brand with built in case management workflows | Per-user pricing can add up quickly. Users note unpredictable price increases |
| Strong compliance tools for grants and contracts | Lacks comprehensive features, need for other tools to do many things |
| Customization can be expensive and time consuming |
3. CaseWorthy
Key Features:
- Customizable forms and rules engine
- GIS mapping and document management
- Real-time dashboards
| Pros | Cons |
| Flexible for human services | Long implementation cycle |
| Strong integrations and analytics | Requires IT support for configuration |
4. CharityTracker
Key Features:
- Mobile intake and kiosks
- Outcomes tracking and scheduling
- SMS broadcasts
| Pros | Cons |
| Very affordable and transparent pricing | Limited integrations |
| Easy adoption for small nonprofits | Not designed for larger agencies |
Best For: Grassroots nonprofits that need simple, affordable software.
5. PlanStreet
Key Features:
- Program-specific workflow automation
- Scheduling and case tracking
| Pros | Cons |
| Highly customizable for niche programs | Limited fundraising or donor features |
| Automation reduces manual tasks |
Best For: Mid-sized nonprofits with program-specific workflows.
6. NewOrg Management System
Key Features:
- Volunteer management
- Event scheduling
- Public-facing client portals
| Pros | Cons |
| Great for volunteer-heavy operations | Setup costs may deter smaller groups |
| Strong community engagement tools |
Best For: Nonprofits focused on volunteer coordination and community programs.
7. Casebook (Casebook PBC)
Key Features:
- Tailored for child welfare and human services
- Strong visualization tools
| Pros | Cons |
| Built specifically for social service agencies | High cost |
| Well-suited for government contracts | Overbuilt for smaller nonprofits |
Best For: Large agencies in child welfare or social services.
8. Salesforce Nonprofit Cloud
Pricing: Mid-to-enterprise tier; varies widely.
Key Features:
- Highly customizable CRM
- Access to Salesforce AppExchange
- Fundraising and program modules
| Pros | Cons |
| Extremely scalable | Requires technical expertise and expensive consultants |
| Broad ecosystem of integrations | Cost can escalate quickly |
Best For: Large nonprofits with IT staff and complex CRM needs.
9. CiviCRM (Open Source)
Key Features:
- Case, grant, and membership modules
- Open-source flexibility
| Pros | Cons |
| Budget-friendly | DIY setup requires significant technical capacity |
Best For: Tech-savvy nonprofits or coalitions on a budget.
10. Blackbaud Suite (Raiser’s Edge NXT, etc.)
Key Features:
- Fundraising CRM, donor communication, analytics
- Strong accounting and reporting
| Pros | Cons |
| Leading solution for fundraising operations | Not case management-focused |
| Extensive support network | High cost and steep learning curve |
Best For: Large nonprofits prioritizing fundraising and donor management over case management..
11. Case Management Hub
Pricing: Lower-to-mid tier.
Key Features:
- HIPAA-compliant workflows
- Affordable reporting tools
| Pros | Cons |
| Budget-friendly | Lacks advanced scalability |
| Secure and compliant | Fewer integrations than competitors |
FAQs About Nonprofit Case Management Software
Q: How much does nonprofit case management software cost?
A: Ranges from low (CharityTracker) to high (Blackbaud). LiveImpact sits in the sweet spot at ~$500/month, replacing multiple systems in one.
Q: What’s the difference between CRM and case management software?
A: A CRM manages donors, while case management manages clients and services. LiveImpact uniquely combines both.
Q: Why does AI matter in case management?
A: AI saves staff time by generating reports and insights instantly. LiveImpact’s AI Chat leads the way here.
Q: Is HIPAA compliance included?
A: For many platforms this is not an option. LiveImpact provides HIPAA-ready compliance features by request.
Final Thoughts
Every nonprofit has unique needs. If you’re small and budget-sensitive, tools like CharityTracker or CiviCRM may work. If you’re a large enterprise with dedicated IT, Salesforce or CaseWorthy may be right.
But for most nonprofits those who want an affordable, AI-powered, all-in-one platform built specifically for nonprofits LiveImpact consistently rises to the top.
Request a Demo of LiveImpact today and see how it can help your nonprofit save time, reduce costs, and amplify your impact.