Choosing an IT provider is a big decision for a nonprofit. The organization is trusting someone with donor data, client information, staff productivity, and in many cases, the technology that makes programs possible. At the same time, every dollar spent on IT is a dollar not spent directly on the mission.
A clear evaluation process helps nonprofit leaders and boards make a confident decision. This scorecard breaks it down into six areas you can compare side by side.
How to Use This Scorecard
Rate each provider from 1 (weak) to 5 (strong) in each area based on your conversations, proposals, and references. Weight the areas that matter most to your organization. A youth services nonprofit with sensitive client data might weight security more heavily. A small advocacy group with few staff might weight responsiveness and cost predictability.
Area 1: Understanding of Nonprofits
Questions to ask:
- What other nonprofits do you support?
- Are you familiar with nonprofit technology discounts and donated licenses?
- How do you handle volunteers who need limited access?
- Do you understand grant reporting and funder security requirements?
Strong sign: The provider can explain how to use nonprofit licensing programs and works with organizations of similar size.
Area 2: Responsiveness and Support
Questions to ask:
- How do staff request help, and how quickly will you respond?
- What happens with urgent issues after hours or during events?
- Will we work with consistent technicians who know our organization?
Strong sign: Clear, written response commitments. Review our guide on what to look for in a managed IT SLA to compare agreements.
Area 3: Security and Data Protection
Questions to ask:
- How will you protect our donor database and client records?
- Do you include multifactor authentication, endpoint protection, and email security?
- How do you handle staff and volunteer offboarding?
- Do you provide security awareness training?
Strong sign: Specific answers, prioritized by risk, rather than a long list of products.
Area 4: Backup and Recovery
Questions to ask:
- What do you back up, including cloud services like Microsoft 365 or Google Workspace?
- How often do you test restores?
- How quickly could we recover from ransomware?
Strong sign: Tested backups with at least one copy protected from ransomware and realistic recovery timeframes.
Area 5: Planning and Board Communication
Questions to ask:
- Will you help us build a technology budget and replacement plan?
- Can you present to our board or finance committee when needed?
- How often will we review technology priorities together?
Strong sign: The provider speaks in terms of mission, risk, and budget, not just technical features.
Area 6: Cost Transparency
Questions to ask:
- What's included in the agreement, and what costs extra?
- How do costs change if we add staff or locations?
- Are there project fees, onboarding fees, or minimum terms?
Strong sign: A clear explanation of what drives cost, such as number of users, devices, locations, and compliance needs, with no surprises in the fine print.
Sample Scorecard
| Area | Weight | Provider A | Provider B |
|---|---|---|---|
| Nonprofit understanding | 15% | ||
| Responsiveness | 20% | ||
| Security | 25% | ||
| Backup and recovery | 15% | ||
| Planning and board communication | 10% | ||
| Cost transparency | 15% |
Adjust the weights to fit your organization. Multiply each score by its weight and compare totals.
Don't Skip References
Ask each finalist for references from nonprofits of similar size. Ask those references how the provider handled a real problem, how they communicate, and whether they'd choose them again.
Involve the Right People
Include the executive director, operations or finance lead, and someone who uses technology daily in the evaluation. A board member with technology experience can be a helpful advisor, but the people who will work with the provider every week should have a strong voice.
A Partner for Your Mission
The right IT provider helps your nonprofit spend less time on technology problems and more time on the people you serve. Maise Technology supports nonprofits with managed IT support built for mission-driven budgets. Learn more on our IT services for nonprofit organizations page.
We'd be glad to be one of the providers you evaluate. Schedule A 15 Minute Discovery Call.
