Reclaim Your Budget. Refocus Your Tools. Realign Your Impact.
Why This Checklist Exists
You're Likely Overpaying
If your nonprofit is like most, you're probably paying for tools you don't use anymore, don't know who owns, or forgot you were even subscribed to.
Quick Value
This 15-minute audit will help you spot waste, surface forgotten tools, make smarter tech decisions, and redirect your budget to where it actually makes an impact.
Mission-Focused
Every dollar saved on unnecessary tech is a dollar that can go directly toward advancing your cause and serving your community.
Step 1: Gather Your Data
Collect Financial Records
Start with the last 2 months of transactions to expose recurring monthly charges. Pull credit card statements and an export from your accounting software.
Identify Tech Spending
Look specifically for software tools, monthly or annual subscriptions, and payment platforms like PayPal, Donorbox, and similar services.
Organize Findings
Group similar tools together and note any surprise charges or subscriptions you don't immediately recognize.
Record every subscription and software tool you're paying for, even those that seem minor.
Document Costs
Note both monthly and annual costs to understand your complete financial commitment.
Assign Ownership
Identify who in your organization is responsible for each tool's management and usage.
Evaluate ROI
Honestly assess whether each tool is providing value relative to its cost.
Step 3: Ask Yourself…
Ownership Gaps
Are there any tools with no clear team owner? Orphaned tools often go unused while continuing to drain resources.
Redundant Solutions
Are you using tools that do the same job? Consolidate functionality to reduce costs and simplify workflows.
Low Value Tools
Did you mark any tools as "No" or "Low ROI"? These are prime candidates for immediate budget reclamation.
Hidden Expenses
Can you think of any hidden fees that you might have missed?
What To Do Next
Cancel Unused
Immediately terminate subscriptions for tools that aren't being utilized or providing value.
Reassign & Retrain
For underused tools with potential, assign clear ownership and provide training to maximize value.
Double Down
Invest more in high-performing tools that demonstrate clear ROI and support your mission.
Reallocate
Redirect recovered funds to mission-critical projects that directly advance your nonprofit's goals.
Want Help?
There are sometimes hidden fees that don't show up in your financials that you can eliminate or reduce with products designed and/or discounted specifically for nonprofits.
Why work with me as a fractional CTO?
For whatever reason, I'm wired for finding or building digital technology that eliminates wasted time and money. I'm not an expert on your mission yet, but I'm convinced I can help you and your whole organization spend more time on that, and less on repetitive tasks that don't have an impact. And I feel good when help with a good cause.
What happens during a clarity call?
We'll walk through your tech stack together, identify immediate savings opportunities, and discuss how to optimize both your budget and staff time with the right technology approach.
How much can most nonprofits save?
It's likely that you will discover 15-25% of your tech budget can be reclaimed through elimination of redundant or underused tools and find the right tools specifically for your organization.
If this audit uncovered even one tool draining your budget, there's more where that came from. Some of the largest fees don't announce themselves so easily.
As a Ph.D. in Computer Science and Fractional CTO, I've seen firsthand how the right tech approach can amplify nonprofit mission impact. Technology should be an investment that pays dividends in efficiency and effectiveness—not a drain on your resources.
The simple act of auditing your tech stack is often the first step toward reclaiming thousands of dollars annually. Those funds can be redirected to directly serving your community rather than paying for unused digital tools.
Your nonprofit's work is too important to let technology costs spiral unchecked. Whether you implement these changes independently or my guidance, the important thing is to start the process today.
You don't need more tech—you need the right solutions
Clear ownership
Every tool needs a dedicated manager and purpose
Measurable ROI
Technology should demonstrate clear value to your mission
This checklist is your first step toward tech that serves your mission, not the other way around. When your technology works efficiently, your team can focus on what truly matters: creating impact in your community.