Mastering Salesforce for Nonprofits: Tools and Tactics

Nonprofits strive to devote as much of their budget and staff time to their missions as possible. As a result, investing in a new software system can feel, at best, overwhelming, and, at worst, wasteful.

However, the right software system can make your data work for you, not against you. And one of the most powerful solutions available is already trusted by hundreds of thousands of organizations worldwide: Salesforce.

In this guide, we’ll explore how to turn your data management woes into wins using Salesforce for nonprofits.

An Overview of Salesforce for Nonprofits

Salesforce is a software solution that helps organizations manage client relationships and nonprofits manage donors, constituents, volunteers, and other stakeholders.

Salesforce used to offer solutions to nonprofits through a program called “Salesforce for Nonprofits”. However, Salesforce now offers its entire suite of products to nonprofits, including the purpose-built Nonprofit Cloud and the popular solution set Nonprofit Success Pack (NPSP).

It’s important to understand these two Salesforce offerings for nonprofits because they are not the same. So, let’s take a look at the differences between NPSP and the new Nonprofit Cloud.

Basic Definitions

NPSP is a managed package built on the Salesforce platform that nonprofits install into their environment to add nonprofit-specific features and functionality.

Until recently, the standard approach for nonprofits adopting Salesforce involved using Sales or Service Cloud for core CRM capabilities, then layering NPSP on top to support fundraising. Other managed packages, like the Program Management Module and Volunteers for Salesforce, were often used alongside it.

Nonprofit Cloud, however, is not a managed package. It comes natively embedded within the Salesforce platform, with nonprofit-specific functionality available out of the box—eliminating the need for separate installation.

Along with nonprofit-specific features (which we’ll cover later), Nonprofit Cloud also unlocks broader Salesforce capabilities that benefit all types of organizations, such as the Business Rules Engine, Data Processing Engine, and OmniStudio. Collectively known as “The Toolkit,” these tools expand the platform’s core capabilities through built-in features and advanced customization options.

Salesforce Nonprofit Cloud vs NPSP

Shared Features of NPSP and Nonprofit Cloud:

Built on Salesforce. Both systems require a Salesforce license and operate on Salesforce’s core platform.
Customizable to nonprofit workflows. Both solutions offer customizable workflows for nonprofit needs.
Offers access to the Salesforce ecosystem. Salesforce has a wide variety of add-ons, integrations, and partners that nonprofits can use to make their instances useful for their distinct circumstances.

Unique Features of NPSP:

Managed package built on Salesforce. NPSP is a pre-built set of custom tools that nonprofits can implement into their existing Salesforce instances. It has custom objects for nonprofit activities, like managing donations or volunteers.
Requires additional installation. As an add-on set of tools, NPSP doesn’t come preloaded into your Salesforce instance and requires custom installation.
Free and open source. Though you’ll need to have an existing Salesforce license, NPSP itself is free for an unlimited number of users (Nonprofit Cloud can only get up to 10 free seats—more on that later). Plus, with an open-source design, you can customize and extend the features to accommodate your organization’s needs.
Geared towards nonprofits with more straightforward needs. NPSP provides nonprofits with a set of customizable tools that fit their needs, but lacks connections to the greater Salesforce Cloud ecosystem. This means it’s a serviceable option for nonprofits with less complex needs.

Unique Features of Nonprofit Cloud:

Salesforce Cloud product with advanced features. Unlike NPSP, Nonprofit Cloud is more than an add-on managed package—it’s part of the Salesforce system and connects nonprofits to the rest of the Salesforce ecosystem.
Specific features and use cases for nonprofits. Nonprofit Cloud has modules built for facets of nonprofit management, such as Fundraising, Program Management, and Outcome Management (more on these later).
Includes industry-specific data models. Nonprofits have unique data management needs, and Nonprofit Cloud accommodates them with custom data models.
Geared towards nonprofits with complex needs. Since Nonprofit Cloud is a more comprehensive and customizable solution, it’s usually best for nonprofits with a larger tech budget and more complicated needs.

Benefits of Using Salesforce CRM for Nonprofits

Regardless of whether your nonprofit uses Nonprofit Cloud or NPSP, you can access these features and benefits:

Centralized donor and constituent profiles make organizing supporter information a breeze.
Marketing and fundraising segmentation streamlines stakeholder communications.
Purpose-built campaign management tools help your nonprofit visualize project progress.
Integration with other systems (both Salesforce-native and external) facilitates finance, email, P2P fundraising, and events management.
Support for long-term digital advancement means your Salesforce instance can grow with your nonprofit, both as you size up or gain greater capacity for new tech implementations.

Nonprofit Cloud’s Core Features

Nonprofit Cloud is a highly configurable solution, but it comes preloaded with a few features that are broadly applicable to nonprofit needs. Their AI-powered core modules are:

Fundraising, which allows users to:
- Manage giving cycles
- Track fundraising marketing success
- Process gifts efficiently with Gift Entry, a tool that allows users to easily input single donations or batches of gifts
Program Management, which allows users to:
- Centralize program and service information
- Track program enrollment and attendance
- Understand and improve participant experience
Outcome Management, which allows users to:
- Define your desired case and program outcomes
- Create success indicators to measure progress and outputs
- Use data-driven assessments to analyze outcomes

These are just the core features your nonprofit can access from Nonprofit Cloud. You can also purchase add-ons like Marketing Cloud, Data Cloud, Nonprofit IT Operations, Grantmaking, and more.

Which Salesforce solution is right for your nonprofit?

There is not a one-size-fits-all answer to this question. However, here are a few more logistical long-term differences between NPSP and the Nonprofit Cloud that deserve their own callouts:

Nonprofit organizations can still get, or can continue using, NPSP. NPSP is no longer receiving major innovation, but it’s still receiving regular product updates. Salesforce is still supporting it and it does not have a sunset date at this time. NPSP is a proven solution and still serves thousands of nonprofit customers.
Salesforce is focusing on innovating Nonprofit Cloud. Salesforce continues to roll out new and exciting features in the Nonprofit Cloud, including artificial intelligence capabilities. It’s an option worth considering if your organization is new to Salesforce or wants to take advantage of a dynamic offering and the advanced features that are available in the core Salesforce platform.
Functionality and costs aren’t the same. While Nonprofit Cloud offers enhanced features and innovation, it does not yet offer some functionality that’s available in NPSP. For example, NPSP works with Volunteers for Salesforce to provide dedicated volunteer management functionality, while Nonprofit Cloud does not yet offer volunteer management functionality. There are also many third-party applications that have developed integrations around the NPSP data model, but have not yet developed integrations for Nonprofit Cloud.

Ultimately, the right choice depends on your organization’s goals, budget, and technical readiness. By weighing your immediate needs against long-term growth plans, you can choose the Salesforce solution that best supports your mission—whether that’s the stability of NPSP or the innovation of Nonprofit Cloud.

Common Challenges of Using Salesforce’s Nonprofit Solutions

Though Salesforce can be a game-changer for many nonprofits, it’s not without its hurdles. However, these potential roadblocks can be surmounted with savvy preparation, efficient resource allocation, and external assistance.

Here are some common challenges of using Salesforce:

Cost: Like any tech investment, Salesforce comes with a price tag ($60/user/month for the enterprise tier, $100/user/month for the unlimited tier in mid-2025), with add-ons like Data Cloud costing extra. However, you can mitigate the financial impact by applying to the Power of Us Program, which provides 10 free Salesforce licenses to eligible nonprofits and educational organizations.
Learning curve: Understanding Salesforce’s ecosystem and customizing your platform requires time and training resources. Your nonprofit can surmount implementation challenges by working with a certified Salesforce nonprofit partner, like Heller Consulting.
Ongoing maintenance: Your Salesforce instance will require regular maintenance to keep it running at peak performance, such as updating records, managing users, and adjusting workflows. Larger organizations might designate an in-house team member to manage all things Salesforce, whereas organizations with less capacity might outsource management.

Getting Started with Salesforce

Ready to take the next steps for implementing Salesforce into your tech stack? Before you do, cover all of your bases by following these steps:

Define your goals and success metrics. Understand what you hope to achieve using Salesforce so you can make a comprehensive and tailored implementation plan.
Conduct an audit to determine the best solution for your nonprofit. Involve decision makers across different departments (like marketing, IT, fundraising, and finance) to inform your decisions about the scale of your project.
Review your available options and choose the top contender. Read external, unbiased reviews of various Salesforce products and speak to sales representatives to get an idea of which solution makes the most sense to pursue.
Apply for the Power of Us program. Access free staff seats through the Power of Us program. You’ll need to fill out an application and provide information to prove your nonprofit’s eligibility, like your Tax ID number.
Start the implementation process. Set your team up for success by using official Salesforce training resources (like Trailhead) and start migrating your data.

An official Salesforce partner can expedite this process and reduce the administrative burden of planning your implementation. Search for official partners on the Salesforce AppExchange, or learn more about how Team Heller can help your nonprofit.

Additional Resources

If you’re in need of outsourced Salesforce support, you can trust the experts at Team Heller to help. Even if you decide to use a different set of solutions, like Blackbaud or Microsoft, Team Heller can still help strengthen your CRM setup with custom design, data modeling, and long-term strategic recommendations.

Want to learn more about Salesforce for nonprofits and higher education institutions? Check out our resources:

How to Scope Your Salesforce Nonprofit Cloud Pilot. Salesforce is constantly changing, and you need to be aware of the updates to streamline implementation. Understand how to scale and scope your Nonprofit Cloud pilot in this guide.

3 Ways Higher Education Institutions are Innovating with Salesforce. Educational institutions use Salesforce to engage students and alumni, fundraise, and improve efficiency. Learn how to get ahead of the curve in this guide.

Lessons Learned: Change Management in Higher Education. Effective change management goes beyond technical solutions. Learn how a higher education institution mastered change management in this post.