A Quick Guide to Discounted Software Programs

Editor's Note: This article was originally published in August 2002, and was updated by TechSoup Global staff writer Elliot Harmon.

Software is an unavoidable part of any nonprofit's budget. Even if your software is free or donated, implementing the software and training your staff to use it mean time and money. In this article, we'll talk about a few donation programs and discount resellers as well as a few software companies that donate products directly to nonprofits. Knowing what discounts and donations might be available to your nonprofit, you can make a more informed decision about what software to invest time and money in.

Discount Resellers and Donation Programs

Several discount software programs provide substantial savings to nonprofit organizations on many popular applications. While some resellers require only proof of 501(c)(3) status, others impose further eligibility restrictions.

TechSoup Stock

435 Brannan Street, Suite 100
San Francisco, CA, 94107
Fax: (415) 512-0309
E-mail: customerservice@techsoup.org

Program Summary: TechSoup Stock, a service of TechSoup, distributes discounted and donated products from dozens of companies such as Microsoft, Symantec, and Adobe. A nominal administrative fee is applied to each product (usually less than 10% of the product’s retail value). There are no registration or shipping and handling fees.

TechSoup Stock is a great first place to look for software donations and discounts. TechSoup Stock carries the latest versions of Microsoft Office, Windows, Windows Server, Norton AntiVirus, and Adobe Creative Suite, as well as numerous offerings from smaller software companies.

Program Guidelines: All nonprofits must provide a copy of their 501(c)(3) documentation to be eligible for TechSoup Stock donations and discounts (valid U.S. public libraries are also eligible for many products). For donations outside of the United States, check with the appropriate TechSoup Global partner. For a list of eligibility restrictions by vendor, please visit the TechSoup Stock vendor restrictions page.

Ordering: You can request products online, through the secure Web site at TechSoup Stock. In order to request products, you must register yourself as an individual user and then register your organization. This tutorial will guide you through the process.

Adobe Resellers

If your nonprofit is unable to request Adobe product donations through TechSoup Stock or you need more products than Adobe's restrictions allow, you can also buy Adobe products from an Adobe-certified reseller. Adobe maintains a list of resellers that sell substantially discounted products to nonprofits.

Consistent Computer Bargains

6220 Washington Avenue, Suite D
Racine, WI 53406
Phone: (800) 342-4222
Fax: (800) 440-5036
E-mail: office@1computerbargains.com

Program Summary: Consistent Computer Bargains, Inc. provides 30 percent discounts on many software titles to nonprofit organizations. Consistent Computer Bargains works with several software publishers including Adobe, Corel, Lotus, Macromedia, McAfee, and Microsoft. CCB has also secured special pricing with Acer, Apple, IBM, and HP for hardware discounts.

Program Guidelines: 501(c)(3) documentation is required for nonprofit discounts. Discounts are also available for those in the health care industry.

Ordering: Organizations can place orders online or by phone.

Gifts in Kind International

333 North Fairfax Street
Alexandria, VA 22314
Phone: (703) 836-2121
Fax: (703) 549-1481
E-mail: feedback@giftsinkind.org

Program Summary: Several software companies (Autodesk, Citrix, Lotus, Novell, and more) coordinate product giving programs through Gifts In Kind International. GIKI also offers donated office supplies, toys, clothes, and more. To cover costs, GIKI charges a handling fee for all software that is distributed. GIKI serves nonprofit organizations as well as American Indian reservations.

Program Guidelines: GIKI’s annual registration fee is $150 if your organization's annual budget is less than $1 million and $300 if your budget is more than $1 million.

Ordering: Although GIKI’s donation offerings change weekly, an up-to-date list of software and hardware donations is available here.

Direct Donations and Discounts from Vendors

Several manufacturers provide nonprofit organizations with donated software if you're willing to jump through a few hoops. A few examples are provided here; for other software companies, check the company's Web site for the community or philanthropy section.

FileMaker, Inc.

Donated FileMaker Pro licenses are available from Gifts in Kind International (see above). If you need ten or more licenses, FileMaker also offers a volume licensing program for nonprofits. Any U.S. nonprofit with 501(c)(3) status is eligible.

Lotus

Lotus maintains an extensive Software Donation Program through which Desktop, Communications, and Groupware products, including Notes and Domino, are donated to qualifying 501(c)(3) nonprofit organizations or 501(c)(3)-equivalent organizations in other countries.

Donations for select products are also available through TechSoup Stock.

Available Products: Two categories of Lotus products are offered through the Software Donation Program: desktop productivity products and communications and collaboration products. Since the communications and collaboration products require a certain amount of technical expertise, these donations require written assurance that the organization has thought about its capacity to install the software, maintain the system, and train users.

Microsoft

Washington State nonprofit organizations that need software for auctions or fundraising events may apply directly to Microsoft for software donations. For all other organizations and purposes, Microsoft coordinates its software donations program through TechSoup Stock. Microsoft also partners with various discount resellers through the Charity Open Licensing program. If you are not qualified for TechSoup Stock donations or have received your quota of donations for the year, Charity Open Licensing is a great next place to look.

For more information and resources, see Microsoft's NGO Portal.

Technology Leadership Grants: Through the Technology Leadership Grants program, Microsoft gives grants of money and products to a few national nonprofits. Past recipients include the American Lung Association, the American Red Cross, Second Harvest, and the Nature Conservancy.

The list of donation programs above is just a sampling of what is available from major software companies. If you find a piece of software that is way out of your price range, it never hurts to ask the manufacturer for a donation, or at least a discount. Smaller software companies may not have a philanthropy department, but might be willing to help a nonprofit out when they know your story and situation. It always helps to have a thorough understanding of the software you are asking for and what you will be using it for before you make a phone call or send a letter. Many companies require you to have some plan for how you will implement and support the software. See TechSoup's Technology Planning section to gain a solid understanding of how new technology fits in with your organization's mission.