If you are looking at fundraising databases/software and trying to compare one supplier’s quote with another’s, a side by side comparison is often hard to achieve.
We produced the following list of start-up and annual charges to help a charity make sure it was getting the full picture when it requested quotes:
Start-up costs (just 1st year)
= = = = = = = =
Cost of database software (all modules)
Cost to convert legacy data
Cost of new server to run database
Cost to purchase all required licenses
Cost of implementation consultancy
Cost of initial training
Cost of donor/supporter web portal (if applicable)
Annual cost (1st and all subsequent years)
= = = = = = = =
Annual cost of support
Annual cost of licenses
Annual “maintenance” cost
Annual cost of updates/enhancements
Annual cost of data back-up/security
Annual cost of help from your in-house IT staff
Annual staff re-training charge
Annual portal hosting charge (if applicable)
If people feel I have missed any costs then please feel free to add them to the list.
We do in fact have this available as a blank PDF template on our website: http://www.abattia.com/iso_album/pro_forma_fundraising_supplier_comparison_form1.pdf
Hope you find it useful.
Business Development Manager
Abattia Group Limited
I am currently in the process of registering my charity and after that, databases were one of the next things to look at on my list. I’ve spoken to all of the suppliers at conferences before and some of these costs weren’t mentioned.
Rather than take the word of one supplier over another, could anyone tell me whether this is accurate or is this guy missing off other costs? I’ve been told what the initial cost of Raiser’s Edge is, what are the additional costs that I’ve yet to find out about?
When comparing packages you should also count the cost of lost functionality. If one application has a module that the other one does not how much is it going to cost you to either buy a standalone program and integrate it with your main program or how much is it going to cost you in lost donations because you are not able to perform a specific task as well.
I recently helped three charities in their search for appropriate fundraising software.
We found that, unless you break out all the costs (as suggested here), you can’t build a clear picture of what each supplier’s offering is really going to cost you.
If you do make the correct cost break down (and add in ALL the elements!), the lowest cost options were the hosted fundraising software solutions (eTapestry http://www.etapestry.com and WA-Fundraising http://www.wa-fundraising.com).
Hope this helps!
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