Best Project Management Software for Nonprofits: 10 Tools

Nonprofits juggle more than most businesses: programmes, fundraising, volunteers, trustees and funder reports, often with a tiny staff. Good project software keeps everyone on the same page and stops important deadlines slipping through the cracks.

The ten tools below are listed alphabetically and in no particular order. Each description comes from the tool's own site, read this week. If you're also choosing a donor or supporter database, my comparison of the best CRM for nonprofits covers that side.

Project management software for nonprofits at a glance

In the free plan column, Yes means the tool's own site describes free use or a free plan, Trial only means a time-limited trial and No means neither is stated on the pages we read. Some providers run nonprofit schemes, so ask about eligibility before you sign up.

Tool	Type	Good for	Free plan
Asana	Work management	Programmes with many moving parts	Yes
Basecamp	Project hub	Keeping volunteers and staff in one place	Yes
ClickUp	All-in-one workspace	Tasks, docs and calendars together	Yes
Freedcamp	Free project tool	Volunteer-run projects	Yes
Hive	Project management	A free start for small teams	Yes
Instrumentl	Grant management	Finding and tracking grants	Trial only
Kanbanize	Kanban portfolio tool	Larger charities with many programmes	Trial only
monday.com	Work management	Eligible nonprofits wanting free seats	Yes
Paymo	Projects and time	Tracking time against grants	Trial only
Teamwork.com	Client and project work	Charities delivering services under contract	Trial only

Ten project management tools for nonprofits

Asana

Best for: Nonprofits running several programmes at once who want goals, timelines and workloads visible to staff and trustees.

Basecamp

Best for: Small charities that want messages, to-dos, files and schedules in one calm place instead of endless email threads.

ClickUp

Best for: Nonprofit teams who want tasks, docs and calendars in one workspace and have someone to set it up.

Freedcamp

Best for: Volunteer-run groups that need unlimited projects and users without asking a board to approve a new subscription.

Hive

Best for: Small nonprofit teams who want simple project management they can start for free with no credit card needed.

Instrumentl

Best for: Development teams that want grant prospecting, deadlines and reporting tasks tracked in one place built for fundraising.

Kanbanize

Best for: Larger charities that want kanban boards across programmes and departments, with capacity and portfolio views.

monday.com

Best for: Eligible nonprofits that want flexible boards for events, campaigns and volunteers with seats offered under its nonprofit scheme.

Paymo

Best for: Nonprofits that need to track staff time against grants and projects for funder reporting.

Teamwork.com

Best for: Charities delivering contracted services who want projects, time and resourcing tracked in the same place.

Why good records matter at year end

Here's a point US nonprofits will recognise. The IRS says the form an exempt organisation must file generally depends on its financial activity, and that organisations eligible for the e-Postcard can choose to file a full return instead.

Whatever you use to run projects, keep programme records tidy through the year, because your annual return and funder reports both draw on them. A project tool that tracks outcomes, dates and owners makes year-end reporting far less stressful.

Programmes, volunteers and grants

Most nonprofits run three kinds of work at once. Programme delivery needs plans, timelines and owners. Volunteer coordination needs shifts, tasks and simple communication. Grant work needs deadlines, reporting dates and evidence of outcomes gathered along the way.

One tool rarely does all three perfectly. Many charities use a general project tool for programmes and volunteers, and a grant-focused tool for fundraising deadlines and reports.

Getting a small team using it

1. Pick one programme or event to pilot the tool.
2. Set up a simple board with clear owners and due dates.
3. Invite volunteers only to the projects they work on.
4. Add grant deadlines and reporting dates as recurring tasks.
5. Share a weekly view with trustees or senior staff.
6. Review after a month and roll out to other programmes.

Features nonprofits use most

• Recurring tasks. For reports, newsletters and board meetings.
• Guest access. For volunteers and partners without full accounts.
• Simple timelines. For events and campaigns with fixed dates.
• Time tracking. For grants that need staff time recorded.

Events need their own template

Fundraising events follow a similar pattern every time: venue, suppliers, promotion, volunteers and follow-up. Build an event template once with all the usual tasks and timings, and each new event starts with a ready-made plan. It's one of the quickest wins a project tool can give a small charity.

Protecting supporter and beneficiary data

Project boards can end up holding personal details about supporters or the people you help. Keep sensitive information in your main database, not in task comments, and review who has access to each project regularly. It's a small habit, but you'll thank yourself at reporting time, and volunteers won't need to hunt for anything. That's the kind of system that lasts.

Do you make a project management tool? Tool makers can ask to be considered for a featured place on this list.

My plain advice on project management software for nonprofits

Keep it simple enough for volunteers. Your team includes people who give a few hours a week, and they won't learn a complicated system. Choose a tool that works well on a phone and lets people see only the tasks that matter to them.

Then use the tool to tell your impact story. Tracking what you delivered through the year makes funder reports and trustee updates much easier to write. My guide on AI for charities and nonprofits shows other ways to save admin time.

Frequently asked questions

What is the best project management software for nonprofits?

It depends on your size and work. Small charities often need simple boards, while larger ones need portfolio views and grant tracking.

Is there free project management software for nonprofits?

Yes. Several tools on this list describe free plans, and some run nonprofit schemes. Check the table and each tool's site.

How do nonprofits track grant deadlines?

Add deadlines and reporting dates as recurring tasks, or use a grant management tool built for fundraising teams.

Can volunteers use project management software?

Yes. Invite them only to the projects they work on and choose a tool with a simple phone app.

Which IRS form does a nonprofit file?

The IRS says it generally depends on the organisation's financial activity, so check the IRS guidance or ask your accountant.

Do trustees need access?

A read-only dashboard or weekly summary is usually enough for trustees.