by The Computing Australia Group | 
Choosing the right IT partner for not-for-profits is a different job to choosing one for a business. For one thing, your systems hold donor, client and volunteer records. Your budget depends on grants and fundraising, not sales. In addition, your board answers to members, funders and the ACNC for how risks are managed.
This guide walks through how to pick a provider that fits. It covers what to sort out first, what to ask, how to compare quotes and contracts, and how to switch without disrupting your services.
Updated 3 November 2026
What’s changed since this guide was first published
- Microsoft’s free Business Premium grant has ended. It stopped at each organisation’s first renewal on or after 1 July 2025, so licensing deserves a fresh look.
- Ransomware payments must be reported. Since 30 May 2025, organisations with turnover over $3 million must tell ASD within 72 hours. Not-for-profits are not exempt.
- ASD Essentials has arrived. Published on 15 October 2026, it succeeds the Essential Eight as ASD’s baseline for cyber security.
- More privacy reform is on the way. A draft bill released on 31 August 2026 revisits the small business exemption and proposes faster breach notification.
Why the right IT partner for not-for-profits matters
Most IT providers can fix a laptop or reset a password. What sets a good partner apart is understanding how a not-for-profit actually runs. For example, staff often wear several hats, volunteers come and go, and money for technology may arrive in one grant and then stop.
A provider that understands this will plan around your funding, keep your board informed in plain English and protect the people who trust you with their information.
Sensitive data
Donor details, case notes and health information make charities an attractive target. What’s more, a breach damages trust as well as systems.
Changing people
Staff, volunteers and board members all need access. That access must also end cleanly when someone leaves.
Funding cycles
Technology often depends on grants, so your partner should plan in stages and help you explain spending to funders.
Step 1: Map what you have and what you need
Before you speak to any potential IT partner for not-for-profits, write down where things stand. As a result, quotes are easier to compare and you avoid paying for services you don’t need.
- Systems and devices. List laptops, phones and servers, plus Microsoft 365 or Google Workspace, your CRM or client database and any fundraising platforms.
- Who has access. Count staff, volunteers and board members. Note any shared logins that should become personal accounts.
- Licences. Check what you pay for and what you actually use. If you relied on Microsoft’s old free grant, your costs may have changed at renewal.
- Pain points. Note slow systems, recurring faults, patchy backups and anything that depends on one person’s knowledge.
- Obligations. Most organisations with turnover above $3 million are covered by the Privacy Act, and health service providers are covered at any size. Proposed reforms may widen this, so ask your legal adviser what applies to you.
- Budget and timing. Note when grants are due and what you can spend this year, so a partner can stage the work.
Step 2: Choose an IT partner for not-for-profits with real experience
Ask every provider how much of their work is with charities and community groups. After that, test the answer with specific questions. An experienced partner should be able to talk confidently about each of the topics below.
Microsoft licensing
Which not-for-profit licences you’re eligible for, and how the 2025 changes affect your costs.
Donated software
Programs such as Infoxchange’s discounted and donated technology for eligible organisations.
Volunteer access
How to give volunteers just enough access, then remove it promptly when they leave.
Board reporting
Short, plain-English reports a board can act on, rather than technical logs.
Grant-friendly plans
Staged roadmaps and costings that slot into funding applications.
Sector systems
Experience with the CRMs, case management and fundraising tools charities rely on.
In addition, ask for references from organisations of a similar size. Also check whether the provider holds vendor partnerships, such as Microsoft partner status, and how its team keeps skills up to date.
Step 3: Test their approach to security and privacy
Charities hold valuable personal information but often have thin defences, which makes them a target for cyber criminals. The ACNC encourages boards to treat cyber security as part of good governance, so your IT partner should help you meet that duty.
Ask every IT partner for not-for-profits on your shortlist how they would protect you, and listen for practical answers rather than jargon. As a baseline, expect the following.
- Multi-factor authentication on email, Microsoft 365 and any system holding client or donor data.
- Tested backups, so you know you can actually restore files and email.
- Patching and monitoring for devices and servers, ideally around the clock.
- A clear framework. Ask how the provider will measure you against ASD Essentials, which succeeds the Essential Eight.
- Training for staff and volunteers, including phishing simulations.
- An incident plan. It should cover the Notifiable Data Breaches scheme and, if your turnover is over $3 million, the 72-hour rule for reporting ransomware payments.
Also ask where your data will be stored, who at the provider can access it, and whether any subcontractors are involved. Not sure where you stand today? A cyber security audit gives you a baseline before you switch.
Step 4: Compare support and pricing fairly
Quotes from IT providers are rarely laid out the same way. One may charge per user, another per device, and a third may leave out after-hours help or project work. For this reason, ask every provider the same questions.
- What’s included? Help desk, on-site visits, monitoring, backups, security tools and licence management.
- What costs extra? Projects, new starter set-ups, after-hours work and hardware.
- How fast do they respond? Ask for response times by priority, and what happens out of hours.
- Who will help you? Find out whether you’ll deal with a local team that gets to know your organisation.
- Is there a not-for-profit rate? Many providers offer one, so ask directly.
- Can the contract flex? Check that you can add or remove users as funding changes.
Above all, judge each IT partner for not-for-profits on value rather than the lowest monthly figure. A cheap plan that leaves out security or backups can cost far more after a single incident.
Step 5: Read the contract before you sign
A good contract protects you if things change. For this reason, before you sign, check the points below, and ask your board or legal adviser to review anything unclear.
- Term and notice. How long is the minimum term, and how much notice must you give?
- Your data. It should stay yours, with a clear process to return it if you leave.
- Admin access. Your organisation should hold the master admin accounts for Microsoft 365, your domain and other key systems.
- Documentation. The provider should keep current records of your network, systems and passwords that you can access.
- Exit support. Look for a commitment to hand over smoothly to a new provider.
- Scope changes. Finally, find out how new work is quoted and approved.
Step 6: Plan a smooth switch
Switching IT providers doesn’t have to disrupt your services. However, it does need a plan. A well-run handover usually follows these six steps.
Review
The new partner audits your systems, security, licences and backups.
Hand over
Your old provider transfers admin access, documentation and passwords.
Secure
Urgent gaps, such as missing MFA or untested backups, are fixed first.
Tidy up
Old accounts are removed and licences are matched to real needs.
Train
Staff and volunteers learn how to get help and spot scams.
Check in
You agree regular reviews and a plan for the year ahead.
For the bigger picture, including licensing, AI and board governance, read our technology guide for Australian not-for-profits.
Red flags in an IT partner for not-for-profits
Meanwhile, watch for warning signs during your conversations. Think twice about a provider that:
- Can’t explain its pricing or what’s excluded.
- Wants to keep the admin accounts for your systems.
- Treats security as an optional extra.
- Has little or no experience with not-for-profits.
- Pushes long contracts with heavy exit fees.
- Talks in jargon and never asks about your mission.
Why CAG is a trusted IT partner for not-for-profits
The Computing Australia Group has 21 years of IT experience, and supporting not-for-profits is a specialty of our Perth team in Belmont. We understand how charities, associations and community groups work, and we shape our support around them.
We give not-for-profits the same corporate-grade IT support our business clients receive, at significantly reduced rates. It’s our way of giving back to the organisations that do so much for their communities.
Corporate-grade security
24/7 monitoring, endpoint detection and response with automatic containment, and phishing simulations with awareness training.
Microsoft 365, done well
As a Microsoft partner, we help you choose the right licences, then set up Teams, SharePoint and security to suit you.
Help when you need it
A Perth help desk, practical planning and plain-English advice for staff, volunteers and boards.
Practical, safe AI for not-for-profits
Many not-for-profits are curious about AI but unsure where to start. We suggest beginning with one repeated task, such as drafting reports, sorting enquiries or summarising meeting notes. Our AI services include opportunity assessments, Microsoft 365 Copilot readiness, workflow automation, AI assistants and an AI use policy. We plan security, privacy and human review from day one, and our pilots are designed to show results within weeks.
For not-for-profits
Talk to us about not-for-profit IT support
Tell us about your organisation and what isn’t working. Our Perth team will explain how we can help and what our not-for-profit rates cover.
Choosing an IT partner for not-for-profits: FAQs
Choosing and switching
Should our not-for-profit choose fully managed or co-managed IT?
Fully managed IT suits organisations with no in-house IT staff. Co-managed IT works when you have an IT person who needs back-up, after-hours cover or specialist skills. Either way, a good partner will help you decide.
How long does it take to switch IT providers?
In short, it depends on your size and how well your systems are documented. A small organisation with good records can move quickly. However, allow more time if passwords and admin access are scattered.
Should our board approve a change of IT provider?
Usually, yes. After all, a new provider affects your data, security and budget, which are all governance matters. Give the board a short summary of the options, costs, risks and contract terms.
Security, cost and support
What security should every charity have?
At a minimum, use multi-factor authentication, tested backups, regular patching, staff and volunteer training, and an incident plan. ASD Essentials is a useful framework to measure yourself against.
Is the cheapest IT support the best value for a not-for-profit?
Not necessarily. In fact, low prices sometimes leave out security, backups or after-hours help. Instead, compare what each quote includes and ask about not-for-profit rates.
Does CAG offer reduced rates for not-for-profits?
Yes. As part of our commitment to giving back, we provide corporate-grade IT support to not-for-profits at significantly reduced rates. If you’re looking for an IT partner for not-for-profits, talk to our team about what would suit your organisation.
Sources and further reading
- ACNC — Governance Toolkit: Cyber security
- Australian Signals Directorate — ASD Essentials
- Australian Signals Directorate — Ransomware and cyber extortion payment reporting
- OAIC — Notifiable Data Breaches scheme
- Gadens — Tranche 2 privacy reforms: key changes
- Microsoft — Microsoft 365 nonprofit plans and pricing
- Infoxchange — Discounted and donated technology
This guide is general information, not legal advice. Check with your legal adviser about the obligations that apply to your organisation. Last reviewed 3 November 2026.
About the author
Chris Karapetcoff
Director (Client Growth and Success), The Computing Australia Group
Chris has worked with The Computing Australia Group for over 20 years and looks after its client relationships. He helps organisations get outstanding value from their IT spend, with plain-English advice and a complete IT solution they can build on. As he tells every client: your IT system should just work.
