The Ultimate Guide to Migrating from Another CRM to Salesforce for Nonprofits

Introduction- Why Are Nonprofits Switching CRMs?

A recent Salesforce report found that 76% of nonprofits struggle with data management, often dealing with scattered information and inefficiencies.

Salesforce for Nonprofits is designed to bring all your data into one place, streamline donor outreach, and support long-term growth with tools built specifically for mission-driven organizations. That’s why many nonprofits are turning to the Salesforce Nonprofit platform to manage fundraising, volunteers, and reporting all in one place.

Choosing the right Nonprofit CRM is a critical step in building stronger relationships, improving transparency, and driving operational impact.

In this guide, we’ll walk you through the steps of a successful Salesforce migration, smart budgeting tips, plus real-world strategies for your nonprofit CRM transition to go smoothly from start to finish.

What Makes Salesforce the Ideal CRM for Nonprofits?

Choosing Salesforce CRM for Nonprofits means more than just adopting a CRM–it’s a platform designed to meet unique nonprofit needs. From donor management to day-to-day operations, it empowers your team to work smarter and focus on impact.

Here’s what it brings to the table:

• Centralized donor records offer a 360-degree view of every supporter.
• Automated workflows replace manual tasks and free up staff time.
• AI-powered reports deliver real-time insights into fundraising performance.

With these capabilities, nonprofits can modernize their operations, reduce administrative burden, and focus on what truly matters: advancing their mission.

Let’s explore how one organization used Salesforce for Nonprofits to transform donor engagement and streamline campaign execution.

Case Study: Impact of Salesforce Adoption

The Adventure Project managed over 12,000 donor profiles and 9,000 accounts using spreadsheets, which created significant inefficiencies. Manual processes caused delays, introduced data errors, and left supporters feeling disengaged.

CUBE84 helped implement Salesforce Nonprofit Cloud, transforming donor tracking, campaign execution, and relationship management. With centralized data and automated workflows, The Adventure Project achieved faster, data-driven decisions and more personalized outreach.

The result? A streamlined nonprofit CRM system and stronger supporter relationships- proving how Salesforce Nonprofit empowers impact-driven organizations to scale their mission with confidence.

Choosing Between NPSP and Nonprofit Cloud

Before you migrate, you need to choose the right Salesforce solution for nonprofits. Both NPSP (Nonprofit Success Pack) and Nonprofit Cloud are purpose-built tools within the Salesforce CRM platform that support nonprofit work—but they serve different needs:

• What is NPSP?
  NPSP is a ready-to-use, open-source solution built on Salesforce. It works well for small to mid-sized nonprofits that need flexibility and want an easy way to get started.
• What is Nonprofit Cloud?
  Nonprofit Cloud is Salesforce’s full-featured platform for larger nonprofits. It offers advanced tools for fundraising, engagement, and program management.

To choose the right fit for your organization, it’s important to understand how Nonprofit Cloud vs. NPSP compare in terms of features, scalability, and use cases. Let’s break it down.

Feature Comparison: Nonprofit Cloud vs. NPSP

Understanding how each Salesforce option works can help you choose the best fit for your nonprofit's size, goals, and future plans:

Which One Is Right for You?

If your nonprofit focuses on essential donor and program management, NPSP is a flexible way to get started. But if you're managing large-scale campaigns, grant programs, or need advanced automation, Salesforce Nonprofit Cloud offers deeper functionality to support long-term growth.

Understand the difference between Nonprofit Cloud vs. NPSP so you can choose the right solution, streamline your Salesforce CRM Migration, and set your nonprofit up for long-term growth!

Planning Your Budget for Salesforce Migration

Migrating to Salesforce helps nonprofits work smarter and grow faster. But to get the most value, you need a clear budget from the start. A detailed budget also makes your Salesforce Data Migration process more predictable and transparent.

Breaking Down the Pricing Structure

Salesforce offers flexible pricing to help nonprofits of all sizes get started and grow with the right CRM tools. Here’s how Salesforce makes it easier to adopt and expand:

• Power of Us Program
  Eligible nonprofits receive 10 free user licenses through Salesforce’s Power of Us Program. This foundational support provides your team access to essential CRM features with no upfront cost, making it easier for smaller organizations to get started.
• Discounted Pricing for Growth
  As your nonprofit grows, you can add users and unlock advanced features at special nonprofit rates. This scalable model lets you expand your CRM with tools like automation, analytics, and integrations without stretching your budget.

While Salesforce keeps upfront costs low, there are other expenses to keep in mind. Let’s examine the hidden costs that can impact your overall budget.

Hidden Costs to Consider

Beyond licenses and subscriptions, it’s important for nonprofits to plan for additional expenses that can impact the total cost of ownership:

• Customization: Customizing Salesforce to match your needs can cost anywhere from $5,000 to $50,000, based on how complex your requirements are.
• Consulting & Implementation Fees: If you work with a Salesforce partner, you’ll need to budget for services like data migration, system setup, and training.
• Training Costs: You'll also need to set aside funds for role-based training, admin support, and ongoing coaching to help your team use the system effectively.

Planning for these costs early helps you stay on budget and avoid delays. Next, let’s see how to build a clear, realistic budget that sets your migration up for long-term success.

Budget Planning for a Successful CRM Migration

Plan with clarity, not guesswork. If you're a nonprofit preparing for a CRM migration, here are the key budget areas you need to consider:

• Platform and user license fees: Salesforce’s nonprofit pricing makes powerful CRM tools more accessible.
  Your team gets enterprise-level features without the enterprise-level cost.
• One-time costs for setup and customization: Tailor Salesforce to fit your exact workflows and goals from day one. Investing in setup ensures smoother adoption and faster impact.
• Ongoing support and training over time: Keep your team confident and capable with continuous training to build skills. Regular support prevents downtime and keeps your CRM aligned with evolving needs.

A solid budget gives your team the resources to launch confidently and grow sustainably. Before you begin, go over what to evaluate before your Salesforce migration process starts.

Pre-Migration Checklist- Evaluating Existing Software Integrations Before Migration

Evaluating your tools now helps your nonprofit avoid integration issues later and ensures that Salesforce supports your programs, fundraising, and donor outreach from day one. Let’s look at the key software to evaluate before you migrate.

Key Software to Evaluate for Integration

As you review your software stack during a Salesforce migration, check if each tool adds value to your CRM strategy or slows things down. Identifying integration gaps now can help you avoid some of the most common migration roadblocks later on.

Common Migration Challenges & How to Overcome Them

Even well-planned nonprofit CRM migrations can run into challenges. Here are the most common issues and how to tackle them before they slow you down:

• Challenge 1: Staff Hesitation to adopt new systems
  Solution: Offer role-based training and early involvement to build confidence.
• Challenge 2: Teams rely on inconsistent or outdated data
  Solution: Run a full audit and validation process before the migration begins.
• Challenge 3: Integration setups fail or break during migration
  Solution: Conduct pre-migration testing with sandbox environments.

Fixing these issues early keeps your Salesforce CRM Migration on track and your team ready to hit the ground running. Let’s look at how one nonprofit overcame user adoption hurdles with the right training strategy.

Case Study: Overcoming User Adoption Issues

ANAD, like many nonprofits, struggled with fragmented systems and staff resistance to new tech. CUBE84 implemented Salesforce Nonprofit Success Pack, tailoring it to ANAD’s daily operations and providing strategic, role-based training.

With early staff involvement and smooth onboarding, ANAD saw a 20% boost in donor engagement and cut manual entry by 50%. This success proves that adoption barriers can be broken with the right approach- unlocking the full power of Salesforce for nonprofits.

Strong adoption starts with the right setup and training. If your team needs expert support to get there, it may be time to consider a Salesforce consulting partner.

Do You Need a Salesforce Consulting Partner?

Deciding whether to manage your Salesforce CRM migration on your own or hire a consultant depends on your team’s skills, time, and budget. Working with an expert can speed things up, but doing it yourself works well if the project is simple. Let’s explore when it makes sense to go the self-managed route or go with a Salesforce consulting partner.

When Can Nonprofits Manage Migration Themselves?

Nonprofits can handle their own CRM migration if:

• Your team is tech-savvy: You have internal staff with the skills to manage data transfer, setup, and testing.
• You use a basic NPSP setup: Your current Salesforce Nonprofit Success Pack (NPSP) instance has minimal customization and limited third-party integrations.
• Your data is clean and easy to migrate: Your donor and program data is already well-organized, with minimal duplicates or inconsistencies.
• You want to control the process and reduce costs: Managing the migration in-house can save money and give your team more flexibility.
• You’re prepared to plan and test thoroughly: Even with a simple setup, a clear plan, testing, and staff training are key to a smooth transition.

These factors can make your Salesforce Data Migration more manageable and cost-efficient without needing outside help.

When Should You Hire a Consultant?

Consider hiring a consultant if your migration needs go beyond the basics or your team could use extra hands-on support. Here are a few situations where bringing in an expert makes a real difference:

• You need complex automation and integrations: Setting up features like automated workflows or connecting Salesforce to your donation tools, email platforms, or finance systems can be tricky without expert help.
• You need a customized Nonprofit Cloud setup: If your organization has specific programs, processes, or reporting needs, a consultant can adjust Salesforce to fit your goals.
• You want to avoid mistakes and move faster: A consultant knows the common issues during migration and can help you set up Salesforce quickly and correctly.
• Your team lacks technical skills or time: If your staff can’t manage the migration on their own, a consultant can handle the setup and provide training so your team is ready to use the system.

A consultant can be a strategic partner in your Salesforce migration, helping you achieve faster results with fewer disruptions. But choosing the right partner is just as important—here’s how to find the best fit for your nonprofit.

How to Choose the Right Salesforce Partner

Choosing the right Salesforce partner ensures a smooth, successful migration. The right consultant understands your mission, simplifies the process, and helps your team get value from day one. Here's what to look for:

• Nonprofit Experience: Choose a partner that has worked with nonprofits. They should understand fundraising, donor engagement, and program management so they can tailor Salesforce to your needs.
• Certified Expertise: Work with consultants who hold Salesforce certifications, especially in Nonprofit Cloud. This credential shows they stay current and know the platform well.
• Positive Client Feedback: Check their testimonials and CSAT scores. Positive reviews of past projects and nonprofit implementations show that they’ve delivered real results for other clients.
• Customization and Integration Skills: Make sure the partner can customize Salesforce and connect the CRM system with your other tools, like QuickBooks, Mailchimp, or Classy.
• Transparent Pricing: Pick a partner who shares clear pricing upfront. This clarity helps you plan your budget and avoid surprise costs.
• Ongoing Support and Training: Look for partners who offer training and long-term support. Your team should know how to use the system and adapt as your needs grow.

Now that you know how to choose the right partner and what to expect during migration, let’s put it all together with a clear roadmap for a smooth and successful move to Salesforce.

Conclusion: A Roadmap for a Seamless Migration

Migrating to Salesforce for Nonprofits helps organizations work more efficiently, but needs a clear plan to make the transition smooth and successful. Here’s how to get your nonprofit ready for success:

• Define your goals early: Know what your team needs most, be it better donor engagement, clear reports, or easier campaign tracking.
• Choose the right Salesforce solution: Pick NPSP or Nonprofit Cloud based on your nonprofit’s size and future plans.
• Set a realistic budget: Include costs for licenses, setup, integrations, training, and ongoing support.
• Prepare your data and tools: Clean up your data and make sure your current tools work well with Salesforce.
• Train your team and test before launch: Give each team member the training they need and test the system before going live.

Ready to migrate with confidence?

CUBE84 will guide your nonprofit every step of the way. Contact us today and take the first step toward a stronger, smarter nonprofit CRM future.