If you're working at a nonprofit, you already know how busy it can get. There's always a new event to plan, a campaign to launch, or a donor to thank. The mission never slows down, and neither should your tools.
That’s where something like HubSpot CRM comes in. It’s designed to help you keep track of supporters, send better emails, and stay on top of your fundraising goals without drowning in spreadsheets.
But here’s the thing, not every CRM is built with nonprofits in mind. HubSpot is a powerful platform, but figuring out if it fits your unique needs as a mission-driven organization can be tricky. That’s why we put together this guide, to help you understand how it works, what to watch out for, and how to use it smarter.
What is HubSpot for nonprofits?
HubSpot for nonprofits is basically the same powerful CRM that big companies use, but with a few tweaks and discounts to help mission-driven teams. It’s a place to keep all your contacts, donors, emails, and campaigns in one spot, so nothing falls through the cracks. Whether you're sending out thank-you emails, tracking event RSVPs, or checking who gave last year, HubSpot helps you stay organized and on top of it all.
What makes it appealing for nonprofits is that it offers a lot under one roof, email marketing, donor tracking, social media scheduling, even your website if you want it to. It can save time and make your communications feel more personal, which is huge when you're working with a small team.
But it’s important to know: HubSpot wasn’t originally made for nonprofits. That means while it’s flexible, you might need to do some adjusting or get help setting things up the way you need it. The good news? There are nonprofit discounts, which we’ll cover next.
HubSpot nonprofit program and eligibility
Good news, HubSpot actually has a special program just for nonprofits. If your organization qualifies, you can get a 40% discount on most of their tools. That’s a big help when every dollar counts. To get started, you’ll need to show proof of your nonprofit status and sign up for an annual term contract. It's not available month-to-month if you want the discount, so be sure you're ready to commit for a year.
Now, if you're based in Australia or New Zealand, you can still apply for this program, it’s available internationally, which is great. Once approved, you’ll have access to HubSpot’s suite of tools at a lower price, including the Marketing Hub, Sales Hub, and more.
Just remember: even with a discount, HubSpot can get pricey if you start adding a lot of features. That’s why some nonprofits start with the free tools, then upgrade as they grow. We’ll break down those tools in the next section to help you see what’s worth it and what you can skip.
Features of HubSpot for nonprofits
HubSpot offers a lot of tools, some are really helpful for nonprofits, and others might feel like more than you need. The good news is that you can pick and choose what works best for your team. Here’s a quick look at the main hubs and what they actually do:
Marketing hub
This is where your emails, landing pages, and social media live. You can send newsletters, create sign-up forms, and run campaigns, all while keeping track of who’s engaging with what. It’s great for building your community and staying in touch with donors.
Sales hub
Think of this as your donor outreach tool. You can track calls, emails, and follow-ups so no one slips through the cracks. It’s super helpful when you're managing relationships with major donors or partners.
Service hub
This one’s more about support. If your nonprofit handles a lot of questions or has volunteers reaching out, the service hub helps you stay organized and reply quickly.
CMS
If you don’t already have a website, HubSpot’s CMS can help you build one. You can create pages, publish blog posts, and even add donation buttons, all without needing to be a tech expert.
Operations hub
This is where automation comes in. It connects your different tools, keeps your data clean, and helps everything run smoothly in the background.
It’s a lot of power in one platform, but it can also be overwhelming. The key is starting simple and growing into it, rather than trying to use everything all at once.
Donation forms, automation, and impact tracking
Let’s talk donations, because at the end of the day, that’s what keeps your mission going. HubSpot helps you build custom donation forms that live right on your website or landing pages. You can make them match your brand, suggest donation amounts, and even include little notes showing the impact each gift will make.
What’s really helpful is how everything connects. Once someone donates, HubSpot can automatically send a thank-you email, add them to a list for future updates, or kick off a welcome series. No more copy-pasting names into spreadsheets or forgetting to follow up.
And if you're wondering whether any of it’s working, HubSpot makes it easy to track. You can see how many people donated, what pages they visited, and which emails they opened. That means you’re not just guessing, you’ve got real data to guide your next campaign and prove what’s working.
Managing donor relationships with HubSpot CRM
Keeping track of donors can get messy fast. With HubSpot CRM, you can see everything in one place, who gave, how much, when they last heard from you, and what they care about. It’s like having a digital notebook that never forgets.
Each donor profile is filled with helpful info: past donations, emails they opened, events they attended. This makes it easy to personalize your messages, whether you're sending a quick thank-you or planning your year-end appeal.
And if someone hasn’t given in a while? HubSpot can trigger an email or reminder to check in. You can even set up workflows that move people from “first-time donor” to “monthly supporter” automatically. It’s smart, and it saves you time.
Best of all, it helps your team feel more confident. No more guessing who to reach out to or what to say, HubSpot gives you the full picture so you can build stronger, more lasting donor relationships.
Marketing tools and social media management
When you’ve got a small team and a long to-do list, marketing can feel like a lot. HubSpot’s marketing tools help take some of that weight off. You can design emails, schedule social posts, and build landing pages, all in one place.
For email marketing, it’s simple to set up newsletters, donation appeals, or event invites. You can personalize messages based on what donors care about, and track who opens, clicks, and gives. No more sending the same email to everyone and hoping it sticks.
HubSpot also makes social media management easier. You can connect your Facebook, Instagram, and Twitter accounts, then schedule posts ahead of time. That way, your channels stay active without needing daily check-ins.
And because it’s all tied together, you can see what’s working across every channel. HubSpot’s reports show you which emails raised the most, what social posts got the most clicks, and where your traffic is coming from, so you can double down on what’s working.
Challenges of using HubSpot as a nonprofit CRM
HubSpot does a lot, but it’s not always smooth sailing, especially for nonprofits. One of the biggest challenges? It wasn’t made just for you. That means you might need to tweak things or find workarounds to get it set up the way you need it.
Then there’s the learning curve. With so many features, it can feel overwhelming at first. You might need someone on your team who’s tech-savvy or hire outside help just to get started. That’s time and money some nonprofits don’t have.
And while the 40% discount helps, the costs can add up. If you start using multiple hubs or need premium features, it can get expensive, fast. Many nonprofits begin with free tools and then hit a wall when they want to grow.
Finally, HubSpot’s strength is in sales and marketing, not in nonprofit-specific needs like grant tracking or volunteer scheduling. So while it’s powerful, it might not be the perfect fit for every team.
Integrations and third-party management tools
One of the good things about HubSpot is that it plays well with others. You can connect it to lots of third-party management tools, like your donation platform, accounting software, or volunteer scheduler. That means you don’t have to give up the tools you already use. You just bring them all into one system.
For example, you can link up with platforms like Salesforce, Donorbox, or Google Sheets to share data. If someone donates through your website, that info can show up automatically in HubSpot. No more manual updates.
You can also use integrations to trigger actions. Let’s say a donor gives through your form, HubSpot can tag them, send a thank-you, and add them to a follow-up list, all without you lifting a finger.
Just a heads-up: setting up some integrations might take a bit of tech know-how or support. But once they’re running, they can save your team hours and keep everything working smoothly.
Best practices for using HubSpot to grow your nonprofit
Getting the most out of HubSpot isn’t just about using the tools, it’s about how you use them. One smart move is to set clear goals right away. Are you trying to grow your email list? Boost monthly donations? Reconnect with lapsed donors? Having a target makes it easier to track success.
Start with simple segments. Group donors by how often they give or what causes they care about. Then send tailored messages that speak directly to them. It feels more personal, and that leads to better results.
Use automation where it counts. Welcome series for new donors, thank-you notes, or even reminders for year-end gifts can all run without you having to remember each one. That frees you up to focus on bigger things.
And don’t forget your reports. HubSpot’s dashboards help you see what’s working and what’s not. Use them in board meetings, planning sessions, or just to know your time is going to the right places.
Making your tools work for you, not the other way around
The right tech should feel like support, not another task. HubSpot offers a big toolbox, but it comes with layers you may not need and time you might not have. For many nonprofits, that means more setup, more training, and more hours away from the work that matters.
Harness flips that script. Our platform is built for nonprofits from the start, with tools designed around how you actually work, donor management, fundraising, reporting, and hands-on support when you need it. No learning curve that drags on for weeks. No guessing if a feature will work for your team. Just simple, effective tools and real people ready to help.
If you want to stop wrestling with software and start building real relationships with your supporters, we’re here to help. Harness gives you more time to focus on your mission, with a platform, and a team, that’s in your corner every step of the way.
