Best Nonprofit Case Management Software, Priced by Team Size

Nonprofit case management software records the people you serve and the help they get: intake, assessments, case notes, referrals, services delivered and outcomes, with reports for funders. The right one depends on what you do and who funds you. Casebook and CharityTracker publish their prices and suit small teams. Apricot and CaseWorthy suit larger multi-program agencies. Bitfocus Clarity and CaseWorthy are built for homeless services that report to HUD. Salesforce gives ten licences free if you can configure it. Below are ten options, what each costs at 3 to 25 users, and the compliance rules that decide which you can use.

The best case management software for nonprofits

Every price and claim was read on the vendor’s own site on 24 October 2026. Where a vendor publishes no price, the table says quote only rather than estimating. We were not paid by any vendor and do not use affiliate links.

What it costs at your team size

Case management is almost always priced per user, so the bill is set by how many staff need to log in, not by how many clients you serve. The five vendors that publish prices, worked out for a year:

Our calculation from published list prices, for a year of licences on annual billing: CharityTracker’s yearly prices of $216 for Basic and $648 for Pro per user, Casebook’s per-user monthly prices billed annually, and Salesforce’s $70 per user a month for Nonprofit Cloud Core beyond the ten licences given free to eligible nonprofits. Setup, training, data migration and add-ons are extra, and for configurable systems they can exceed the first year’s licences. Sumac starts at $179 a month with four users included for a limited time, with setup quoted separately; it does not publish a per-user rate, so it is not in the table.

Two things stand out. The free Salesforce licences make it the cheapest at ten users on paper, but only if someone can build and maintain the case management setup, which is where the real cost sits. And at 25 users, the difference between the cheapest and most expensive published option is more than $24,000 a year, which is why it pays to count exactly who needs a login. Volunteers and occasional staff can often be given cheaper or read-only access; ask.

The tools

Casebook

Casebook is built for human services teams, naming child welfare, youth and family, foster care, victim services, reentry, workforce and school programmes. It is one of the few that publishes a full price list: Starter at $29 per user a month billed annually, up to three users; Growth at $69, adding custom reports, an intake application and Zapier; Team at $99, with a five-user minimum, adding text messaging, webhooks, audit logs and a HIPAA business associate agreement; and Enterprise by quote, including 25 users and API access. A client portal is an add-on from Growth upwards. Its pricing FAQ says it has passed a SOC 2 audit. Watch: the HIPAA agreement is only on Team and Enterprise, so a health-adjacent programme on Growth is not covered.

CharityTracker

CharityTracker, from Simon Solutions, is built around one shared record across a community: churches, food pantries and agencies in the same town see who has been helped and refer to each other, cutting duplicate aid. It names The Salvation Army, Boys and Girls Clubs and Community Action Partnership among users. Basic is $20 per user a month or $216 a year, Plus $40 or $432, and Pro $60 or $648. Plus adds referrals, outcomes tracking, digital signatures and file uploads; Pro adds remote intake, text broadcasts, scheduling, custom assessments and an API. The trial is 14 days with no card, and onboarding has no fee. Its security page calls it HIPAA-compliant. Watch: outcomes and referrals need Plus, so the $20 tier is a client log rather than full case management.

Apricot (Bonterra)

Apricot is Bonterra’s case management product for nonprofits and public agencies, in three tiers, Essentials, Pro and Enterprise, all priced by quote. Every tier includes intake, a template library of common assessments, enrolments and exits, caseloads, network referrals, compliance reporting and mobile access; Pro adds internal referrals, scheduling, form logic and participant portals; Enterprise adds aggregate and results reporting. Bonterra also owns Social Solutions’ older ETO and Penelope products, whose pages now say they are “now a part of Bonterra” and point to its current case management; if you are on either, ask what the migration path and timetable are. Bonterra’s ETO page says its case management is HIPAA, SOC 2 Type II and ISO 27001:2022 certified. Watch: nothing is priced publicly, so get the setup and per-user figures in writing.

CaseWorthy

CaseWorthy covers a wide range of programmes: aging, behavioral health, intellectual and developmental disabilities, employment, family services, homelessness, veterans and survivor services. It absorbed Eccovia, maker of ClientTrack, in February 2025, and ClientTrack is now sold as ClientTrack by CaseWorthy. Its HMIS page describes a HUD-compliant HMIS with bed management and coordinated entry, producing the main HUD reports, and its security page lists HIPAA, HITECH, NIST 800-53 and SOC 2 Type 2. Pricing is by quote after a discovery consultation. Watch: it is built for agencies with several programmes and funders; a single-programme charity may pay for configuration it does not need.

Bitfocus Clarity Human Services

Clarity is homeless services software from Bitfocus, a company founded in 2003 as HMIS system administrators. It is used as the HMIS by Continuums of Care including Santa Clara County, Los Angeles County, King County, San Diego and Boston, with coordinated entry, case management, a client portal, bed and unit inventory and more than 175 pre-built reports. It lists HUD compliance, VAWA confidentiality, HIPAA and HITECH compliance “via configuration” and SOC 2. Quote only. Watch: for most providers the choice is not yours: if your CoC uses Clarity, you use Clarity.

Salesforce Nonprofit Cloud

Nonprofit Cloud includes program and case management: case plans from templates, guided intake, inbound and outbound referrals, case teams, assessments and outcomes against indicators, and a client portal through Experience Cloud. Through the Power of Us programme, Salesforce says “any eligible nonprofit receives 10 Salesforce Nonprofit Cloud Core licenses, at no cost”; beyond those, Core is $70 per user a month billed annually, with higher editions at $125 and $285. Watch: free licences are not a free system. Someone has to configure intake, assessments and reports, either a skilled staff member or a paid partner. Our Salesforce Nonprofit Cloud review covers what that involves, and NPSP vs Agentforce Nonprofit covers the move from the older package.

Exponent Case Management

Exponent Case Management is a Salesforce application from Exponent Partners, a social enterprise, for child, youth and family services, homelessness, violence survivors and workforce programmes. It adds ready-built intake, assessments, service plans, referrals and outcomes dashboards on top of Salesforce, so less has to be built from scratch. Licences are by quote. Watch: you still need Salesforce itself, and its site makes no HIPAA or SOC 2 claim we could find.

Sumac (Societ)

Sumac, now sold under the Societ name, combines case management with optional donor, volunteer and grant modules. It starts at $179 a month, with the price depending on users and add-ons, setup quoted separately, and four users included free for a limited time. Every plan includes intake and case plans, case notes, a mobile case portal with dictation, one online intake form and outcome reports, with 1,000 contact records. Data is hosted on Amazon Web Services in Canada. Watch: we found no explicit HIPAA claim on its product page, and Canadian hosting matters if a US contract requires US data residency.

CiviCRM CiviCase

CiviCase is the case management component of CiviCRM, the open-source CRM: “a tool for tracking and managing sequences of interactions between people in your organisation,” with scheduled follow-up activities and case roles. CiviCRM is free to download and use under the GNU AGPL licence. Watch: free software is not free to run. You pay for hosting, setup and support, and you are responsible for securing client data yourself.

Oasis Insight

Oasis Insight, also from Simon Solutions, is not general case management. It is client intake and reporting for food banks and their partner agencies, from $20 per user a month with a 14-day trial. If you run a pantry inside a food bank network, check whether your food bank already provides it.

Compliance decides more than features do

Before comparing features, work out which rules apply to your data. They narrow the field faster than any demo.

HIPAA applies to fewer nonprofits than vendors imply

HIPAA covers health plans, clearinghouses and “a health care provider who transmits any health information in electronic form in connection with a transaction” covered by the rules, such as electronic billing. A shelter, food pantry or youth programme that does not bill for health care is usually not a covered entity, however sensitive its records. “HIPAA-compliant” on a vendor page means the vendor can support a covered entity, not that you need one. If you are covered, insist on a signed business associate agreement before any client data goes in.

42 CFR Part 2 catches tax-exempt programmes

The federal confidentiality rules for substance use disorder records apply to a federally assisted “program”, which 42 CFR 2.11 defines as a person, other than a general medical facility, that holds itself out as providing, and provides, substance use disorder diagnosis, treatment or referral for treatment. The detail most nonprofits miss is in 42 CFR 2.12(b)(4): a programme counts as federally assisted if it is supported by the IRS “through the granting of tax exempt status to the program.” 501(c)(3) status alone is enough. The 2024 revision of the rules, published in the Federal Register, set a compliance date of 16 February 2026. None of the vendors above mentions Part 2 on the pages we read, so if you run recovery or treatment services, ask each one directly how it handles consent and redisclosure.

HMIS: often decided for you

An HMIS, in HUD’s words, is “a local information technology system used to collect client-level data” on housing and services for people experiencing or at risk of homelessness. Under 24 CFR 578.7, each Continuum of Care must designate a single HMIS for its area, so a provider funded through the CoC usually uses whatever system the CoC chose. HUD says it “does not certify or endorse any specific HMIS” product, so a vendor’s “HUD-compliant” claim is the vendor’s own. Victim service providers use a comparable database instead of the HMIS. The current FY 2026 HMIS Data Standards took effect on 1 October 2025.

How to choose

1. Check what your funders and network already require. A CoC, a food bank network or a state contract may have chosen for you.
2. List the rules that apply from the table above. If HIPAA or Part 2 applies, drop any vendor that will not sign the agreements or explain consent handling.
3. Write down your intake and outcome measures before any demo. A theory of change gives you the outcomes; the software should report on those, not the vendor’s defaults. Nonprofit data and reporting covers what funders ask for.
4. Count users honestly, separating full staff, part-time staff and volunteers, then price at that number.
5. Ask about setup, migration and exit. Get the one-time costs in writing, and confirm you can export all client records in a usable format if you leave.
6. Run a real case through a trial or sandbox, from intake to a funder report, with the staff who will use it.

Case management, CRM or both?

Case management software tracks clients and services. A donor CRM tracks supporters and gifts. Small organizations sometimes run both in one system, such as Sumac with its donor module, Salesforce, or CiviCRM; most mid-size agencies keep them separate and connect them, because the access rules for client records are stricter than for donor records. If you need donor software too, see nonprofit CRM and donor management software; for volunteers, volunteer management software; and for the wider back office, nonprofit management software.

Whatever you choose, write down who can see which records, how long you keep them and how staff may use client data with AI tools, in your nonprofit policies and an AI use policy; nonprofit AI data security covers the risks. Budget the licences and setup as a programme cost in your nonprofit budget.

Prices and features were read on each vendor’s own site on 24 October 2026. Rules are from HUD Exchange, 24 CFR 578.7, 45 CFR 160.103, 42 CFR 2.11 and 2.12, and the Federal Register of 16 February 2024. Vendors change prices and products often; check the vendor’s page before you buy. This page compares software; it is not legal advice on HIPAA, Part 2 or HUD requirements.