An efficient and well managed IT infrastructure is no longer a luxury or a nice-to-have for charities. It is central to how services are delivered, how teams collaborate, and how organisations build trust with supporters and funders. But with so many platforms, tools, and services available, it can be difficult to know where to begin.
This guide outlines the key categories of IT solutions for charities, from the essentials every organisation needs, to tools that can help you scale, stay compliant, and work more effectively. Whether you're starting from scratch or reviewing your current setup, it’s designed to help you make confident, informed decisions about your tech stack.
Why It Matters
Strong digital infrastructure makes everything else easier. It helps you protect sensitive data, work efficiently from anywhere, and communicate clearly with stakeholders. But beyond these day-to-day benefits, the right IT solutions also support longer-term goals across six core areas:
- Core infrastructure and device management: ensuring your team has secure, reliable access to the tools they need.
- Cyber security and data protection: keeping information safe and compliant.
- Communication and collaboration: enabling your people to work together effectively.
- Fundraising and donor management: helping you engage supporters and grow income.
- Service delivery and case management: supporting the systems behind your programmes and beneficiaries.
- Strategic IT planning: aligning your technology with your broader mission and growth plans.
Charities that invest in the right IT solutions not only reduce risk and overheads: they also build capacity to adapt, grow, and serve their communities more effectively. Each of the six areas outlined above will be explored in more detail in the sections below, with examples of how the right tools can support your mission.
1. Core Infrastructure and Device Management
Every charity needs a reliable baseline for managing devices, users, and basic access. This includes:
Cloud platforms
Tools like Microsoft 365 and Google Workspace offer email, file storage, calendars, and productivity apps in a secure, cloud-based environment. Many providers offer heavily discounted licences for eligible charities.
Device setup and monitoring
Whether staff use laptops, tablets, or phones, a centralised approach helps ensure devices are updated, backed up, and secured. This becomes especially important in hybrid or remote teams.
User account management
Having clear controls over who can access what reduces risk. Managed IT providers can help set up user accounts, permissions, and multi-factor authentication across systems.
2. Cyber Security and Data Protection
Charities hold a wide range of sensitive data such as donor information and client details as well as financial assets. Ensuring it is protected is both a legal responsibility and a matter of trust. In addition, due to the use of changing volunteer staff, reluctance to spend money on cyber-security and process rather than front line charitable work, the likelihood of reliance on personal devices, and limited resources, charities are now seen as a “soft target” for cyber criminals.
Cyber security tools
Firewall protection, anti-virus software, email filtering, and secure VPNs can protect against common threats. Regular patching and updates help close vulnerabilities.
Data backup and recovery
Cloud-based or off-site backups are essential in case of hardware failure, cyber attacks, or human error. A robust recovery plan ensures you can restore information quickly.
GDPR compliance
Good systems make it easier to stay compliant. This includes access controls, audit trails, data minimisation, and easy-to-use tools for handling subject access requests.
Read our guides to cybersecurity and GDPR compliance for charities and non-profits.
3. Communication and Collaboration
With teams often working across multiple sites or from home, effective communication is critical.
Video and voice tools
Zoom, Microsoft Teams, or Google Meet allow for seamless communication with staff, volunteers, and service users.
Project and task management platforms
Tools like Asana, Trello, or Monday.com help coordinate tasks, set deadlines, and improve team visibility on what needs doing.
Shared document editing
Real-time collaboration in tools like Word, Google Docs, or shared spreadsheets can significantly reduce duplication and streamline workflows.
4. Fundraising and Donor Management
Digital tools can improve both how you manage supporter relationships and how you raise money.
CRM systems
Donor CRMs like Beacon, Salesforce Non-profit Cloud, or Donorfy help manage donations, track engagement, and send targeted communications.
Online donation platforms
Integrations with tools like JustGiving or PayPal Giving Fund enable easy online donations and automated receipts.
Email marketing tools
Platforms like Mailchimp or Campaign Monitor help you stay in touch with supporters, share impact, and drive fundraising campaigns.
5. Service Delivery and Case Management
For charities delivering services directly to individuals, specialist systems can help track outcomes, manage caseloads, and ensure consistent support.
Case management software
Tools such as Charitylog, Lamplight, or Apricot are designed with the voluntary sector in mind. They help keep records secure and support outcome-based reporting.
Scheduling and appointment systems
Automated booking tools such as Calendly can reduce admin, avoid double-bookings, and improve accessibility for service users.
Accessibility and inclusion tools
From screen readers to translation plugins, the right tech ensures your services are inclusive and reach those who need them most.
6. Strategic IT Support and Planning
Choosing tools is only part of the picture. The systems you use should be part of a bigger plan: one that supports your mission, operations, and growth.
IT audits and reviews
A regular audit of your IT security and digital gaps can help prioritise investment and reduce risk.
IT roadmaps and strategy
Larger or growing charities benefit from a clear technology roadmap. This might include milestones for system upgrades, staff training, or infrastructure consolidation.
Working with a trusted provider
A managed IT partner can help identify where technology is helping and where it’s holding you back. They can recommend systems that align with your goals, budget, and compliance needs.
Read our guide comparing in-house and external IT support for charities and non-profits.
Tailoring Solutions to Your Size and Budget
There’s no universal template. What works for a national charity may be overkill for a small local group. But the principles remain the same: choose tools that are simple, secure, and scalable.
Start by listing the problems you’re trying to solve, rather than the features you think you need. For example:
- “We lose track of donation history”
- “Staff keep working on the wrong versions of documents”
- “It’s hard to onboard new volunteers quickly”
- “We need to demonstrate outcomes more clearly to funders”
From there, work backwards to the tools that address those issues, and avoid paying for complexity you’ll never use.
Final Thoughts
IT should support your mission, not distract from it. The right mix of solutions helps your team focus on what really matters: delivering services, engaging supporters, and making an impact.
Whether you’re looking to tighten up your security, improve collaboration, or take a more strategic view of your tech stack, now is a great time to reassess. Book a free consultation today to find out how we can help your organisation to build a digital foundation that’s fit for the future.
