Managed IT services
One agreement covers monitoring, support, management and security of your IT, for a fixed monthly fee.
Industries
IT, donor management and cybersecurity for US non-profits
Non-profits need dependable technology on budgets that funders scrutinize. With scalable plans, we handle the tech, from strategy to maintenance to support, so your staff and volunteers can focus on your mission.
Challenges we see
Complex work, lean teams, and a familiar pattern of IT problems:
Budgets built for programs
IT competes with services; funders want low administrative costs.
Accidental IT managers
A director or coordinator juggles laptops, passwords and vendors on top of the real job.
Scattered donor data
Spreadsheets, email lists, event and payment tools, old databases: each holds part.
Grant reporting pressure
Funders want outcomes, budgets and spending per grant; finance and program data live apart.
Volunteers and turnover
Shared or never-removed accounts; files leave with people.
Attackers target charities
Phishing, donation fraud and ransomware hit organizations with limited defenses.
How Promatics helps
Scalable, cost-conscious managed IT: strategy, maintenance and support at a known monthly cost.
24/7 help desk
Remote, for managed-service clients; priorities, targets and on-site work per the agreement.
Sites and Wi-Fi
Offices, program sites and shared spaces, with guest Wi-Fi kept apart from staff.
Licenses
Vendors' non-profit programs used; counts kept accurate as volunteers come and go.
Right-sized security
Layers aligned with NIST CSF, sized for a small organization.
Microsoft 365
Shared mailboxes, SharePoint and Teams: files belong to the organization, not individuals.
Awareness training
Staff and volunteers learn to spot phishing and donation scams.
More detail
- Hardware procurement and inventory, with asset records that survive staff changes.
- Cabling and phone systems for new sites; on-site systems maintenance where your agreement includes on-site work.
A virtual CIO plans technology spending around your budget cycle and funding applications, and compliance readiness documents how donor and client information is protected.
Once donor and client data is protected, AI gives back time: drafting reports and grant updates, summarizing program notes, answering policy questions. Start with a contained AI readiness assessment.
Grant-funded project? We scope it, such as a donor database migration, with a written estimate in US dollars (USD) that fits your funding application.
Showing funders what your programs achieve
Funders want evidence, not just activity counts. Program evaluation and needs assessments help you plan measures, collect credible data and report results in plain language; data analysis and reporting takes the manual work out of quarterly and annual funder reports. More on our health and public sector page.
Prometheus for non-profits
The cloud-based non-profit edition of Prometheus ERP builds meaningful relationships with contacts; easy tools automate workflows, add capacity and cut administrative stress:
- CRM and donor management
- Grants
- Membership
- Email campaigns and marketing
- Analytics and reports
- Project management
Donations, grants, projects and accounting in one system make reporting spending per grant far simpler.
US regulatory and operating context
| Topic | What applies |
|---|---|
| IRS records and acknowledgments | 501(c)(3) organizations must keep adequate books and records, give written donor acknowledgments with the information the IRS requires for contributions above the stated thresholds, file the annual Form 990 series return and retain records for the periods the IRS specifies. Systems should make these easy to produce. |
| Donor privacy | No single federal privacy law for non-profits: the FTC Act can apply to deceptive data practices, and some state privacy laws apply to non-profits while others exempt them. Every state has a breach notification law that can apply to donor data. Either way, donors expect protection and no sharing without consent. |
| Fundraising and messaging | Charitable solicitation registration varies by state. Fundraising calls and texts fall under the TCPA, email under CAN-SPAM; payment processing involves PCI DSS. |
| Accessibility | Organizations serving the public may need accessible websites and forms. Courts apply ADA Title III to websites; federal funding may bring Section 504 or Section 508-related requirements in grant terms. |
General information, not legal or tax advice. Confirm your obligations with IRS guidance and your advisers.
Services for non-profit
Prometheus ERP
Promatics' own ERP on open-source ERPNext: industry editions, US configuration, delivered and supported by Promatics.
Microsoft 365 and workplace
Microsoft 365 set up, secured and managed, so people work safely in familiar tools anywhere.
Security awareness training
Training and phishing simulations that help staff spot scams, report fast and handle information safely.
AI strategy and readiness
Learn where AI will help, what must come first and which use cases to tackle when.
Program evaluation
Whether a program runs as planned, reaches its people and moves its funded outcomes.
Related
Security awareness training that changes behavior
How to design awareness training people act on: 12-month plan, fair simulations, useful measures.
CRM vs ERP: which problem are you solving?
What CRM and ERP each organize, where they overlap, when you need both or neither.
Data breach notification in the US
How US breach notification works across state and sector laws, key deadlines, and what to prepare.
Talk to us about your organization
Tell us about your programs, your donors and the systems you rely on. We will suggest a practical first step that fits your budget.