If you’re considering new nonprofit software, don’t miss this episode of The Nonprofit Show.

Christine Chacko, CPA, Manager at Your Part-Time Controller (YPTC), shared five questions nonprofits should consider before investing in new technology. Whether you’re evaluating an accounting system, donor database, payroll platform, or another operational tool, these questions can help ensure technology decisions align with your organization’s goals.

1. Do We Actually Need New Software?

A common misconception is that technology is the source of every reporting or operational challenge.

Christine explained that organizations often become frustrated when they can’t access the information they need and immediately assume they have outgrown their current system. In reality, the issue may stem from how data is being entered, tracked, or organized. Other times, staff may need additional training or processes may need refinement.

Before investing in a new platform, it is worth evaluating whether existing tools can meet your needs with better processes, clearer communication, or additional user support.

2. What Are Our Technology Priorities?

Technology should help organizations answer important questions and support better decision-making.

Christine recommends starting with the desired outcome and working backward. What information does leadership need? What reports does the board expect to receive? What data supports strategic goals and program decisions?

Clearly defining priorities can help organizations identify gaps in their current processes and determine whether technology changes are truly necessary.

3. Is Our Team Ready for Change?

Even small technology changes can have a significant impact on staff.

Many nonprofit professionals have worked within the same systems and processes for years. Introducing new technology often requires new workflows, additional training, and time to adapt.

Before moving forward, leaders should engage the people who will be most affected. Understanding staff concerns, gathering feedback, and communicating the purpose behind the change can help build buy-in and improve adoption.

Technology projects may involve software, but successful implementations depend on people.

4. How Should We Choose New Software?

Product demonstrations can showcase impressive features, but they rarely tell the whole story.

Christine encourages nonprofits to talk with peers, consultants, accountants, auditors, and other trusted advisors about the tools they use. Learning how similar organizations use a platform can provide practical insight into functionality, support, implementation, and long-term success.

Organizations should also consider whether a solution has a strong user community and accessible support resources. Widely used platforms often provide more opportunities for training, troubleshooting, and knowledge sharing.

5. How Do We Prepare for Implementation?

Selecting software is only the beginning.

Implementation requires careful planning, realistic expectations, and ongoing communication. Organizations should evaluate internal capacity, training needs, data migration requirements, and whether outside implementation support will be necessary.

Timing also matters. While many nonprofits look to January as a natural starting point, year-end reporting, audits, donor activity, and staff schedules can make that a particularly challenging time to introduce new systems. Depending on organizational needs, a midyear implementation may create a smoother transition.

Technology Is Only Part of the Solution

Throughout the discussion, Christine returned to a simple but important point: technology challenges often reveal people and process challenges that need to be addressed first.

Before investing in new software, nonprofits should take the time to understand their goals, evaluate current practices, and engage the people who use the systems every day. Asking the right questions upfront can help organizations make informed technology decisions that support stronger operations and advance their mission.