AppSheet for Nonprofits
Your field team needs to track inventory at remote sites, but your current system requires internet access and a laptop. AppSheet transforms your existing Google Sheets or Excel files into mobile apps that work offline, with barcode scanning, GPS tracking, and photo capture built right in. Best part? It's completely free for nonprofits using Google Workspace—no credit card, no coding, no complexity.
What It Does
Your volunteers are conducting home visits and filling out paper forms. By the time they return to the office, the forms are coffee-stained, illegible, or lost. Someone has to manually type everything into a spreadsheet, creating a data entry bottleneck that delays program delivery by days or weeks. Sound familiar?
AppSheet solves this by turning your existing spreadsheets into mobile apps that work anywhere—even without internet. Your team can capture data on their phones using forms, scan barcodes to log inventory, take photos with automatic GPS tagging, and record signatures for compliance. All data flows directly into your Google Sheets or Excel files in real-time (or syncs automatically when back online), eliminating manual data entry entirely.
Beyond basic forms, AppSheet enables sophisticated workflows: send automated email notifications when inspections are completed, route urgent maintenance requests to the right team members, trigger follow-up tasks based on survey responses, or create dashboards showing real-time field activity. One nonprofit reviewer described it as "quick to deploy, powerfully-featured, and reasonably-priced" with a "short ramp-up period for volunteers and short-term interns"—perfect for organizations with rotating staff or limited technical resources.
Best For
Organization Size
Nonprofits of all sizes already using (or eligible for) Google Workspace for Nonprofits—from grassroots organizations with 2-3 staff to larger nonprofits coordinating dozens of field workers. Particularly valuable for organizations with distributed teams, field operations, or volunteer-driven programs where offline data collection is critical.
Best Use Cases
- Field service operations: home visits, site inspections, safety audits, environmental monitoring
- Inventory and asset tracking: warehouse management, equipment checkout, donation intake, supply chain logistics
- Volunteer management: check-in/check-out, hour tracking, shift scheduling, skills matching
- Program participant tracking: intake forms, progress notes, case management, attendance records
- Data collection for research or reporting: community surveys, impact assessments, compliance documentation
- Event management: registration, attendee check-in, feedback collection, booth tracking at conferences
Ideal For
Program managers coordinating field teams, operations directors managing inventory or logistics, volunteer coordinators tracking hours and assignments, development staff conducting site visits, and any nonprofit staff who need to collect structured data on mobile devices—especially in areas with unreliable internet connectivity.
Key Features for Nonprofits
Offline-First Mobile Apps
Build apps that work perfectly without internet—critical for field operations in rural areas, disaster zones, or international programs. Data syncs automatically when connectivity returns, so your team never loses information.
- Full offline data capture and editing
- Automatic background sync when online
- Conflict resolution for multi-user editing
Rich Data Capture
Go beyond basic forms. Capture barcodes for inventory tracking, GPS locations for site visits, photos for inspections, signatures for compliance, and timestamps—all stored directly in your spreadsheet with zero manual entry.
- Barcode and QR code scanning
- GPS location tracking and mapping
- Photo capture with automatic metadata
- Digital signature collection
Spreadsheet Integration
Start with data you already have. AppSheet connects directly to Google Sheets, Excel, Smartsheet, or cloud storage—no data migration required. Your team continues using familiar spreadsheets while gaining mobile app functionality.
- Real-time sync with Google Sheets and Excel
- Support for Box, Dropbox, OneDrive, Google Drive
- No data migration—use existing files
Automated Workflows
Create smart automations that trigger when specific conditions are met: send email notifications when inspections are submitted, alert managers about urgent issues, schedule follow-up tasks, or generate reports automatically.
- Email, SMS, and push notifications
- Conditional logic and branching workflows
- Scheduled actions and reminders
No-Code App Builder
Build fully functional mobile and web apps without writing a single line of code. Use visual tools to design forms, create workflows, set permissions, and customize the user experience—all through an intuitive interface.
- Visual app designer with drag-and-drop
- Custom forms, views, and dashboards
- Role-based permissions and security
Gemini AI Integration
Leverage Google's Gemini AI to accelerate app creation. Describe what you want to build in plain language, and AI generates the app structure, forms, and workflows automatically—reducing setup time from hours to minutes.
- AI-powered app generation (paid plans)
- Natural language app building
- Automated workflow suggestions
Real-World Nonprofit Scenario
A community health nonprofit conducts home visits to assess living conditions and connect families with resources. Previously, health workers carried clipboards with paper forms, which often got damaged or lost. Data entry staff spent 10+ hours weekly transcribing handwritten notes into spreadsheets, delaying case management by days.
Using AppSheet, the organization built a mobile intake app connected to their existing Google Sheet. Now health workers use their phones to complete digital forms during home visits, capture photos of conditions requiring attention, record GPS locations for follow-up visits, and have clients sign consent forms digitally—all while offline. When workers return to areas with connectivity, all data syncs automatically.
The app triggers automated workflows: urgent cases immediately notify supervisors via email, follow-up tasks are scheduled based on risk level, and case summaries generate automatically for referral partners. The organization eliminated 10+ hours of manual data entry per week, reduced errors by over 80%, and cut the time from assessment to service delivery from 5 days to same-day in most cases.
Total cost: $0 (using free AppSheet Core with Google Workspace for Nonprofits). Setup time: 1 staff member spent approximately 3 hours configuring the initial app using AppSheet's visual builder—no developers or IT staff required.
Pricing
Free for Google Workspace Nonprofits!
If your nonprofit has Google Workspace for Nonprofits (also free), AppSheet Core edition is included at no cost for every user in your domain. No additional licenses needed, no credit card required.
Free Tier
$0/month
- Unlimited app prototypes
- Test with up to 10 users
- Full app building features
- Spreadsheet and cloud storage connections
Perfect for testing and proof-of-concept development.
AppSheet CoreFREE FOR NONPROFITS
$0/month with Google Workspace for Nonprofits
(Standard: $10/user/month)
- All Free tier features
- Unlimited users in your domain
- Advanced app and automation features
- Email customer support
- Security controls
- Cannot connect external databases (SQL, Salesforce)
Sufficient for 90% of nonprofit use cases. Included free with Google Workspace for Nonprofits.
Starter
$5/user/month
- All Core features
- Basic application features
- AppSheet database access
For organizations needing AppSheet-specific database features.
Enterprise Plus
$20/user/month
- All Starter features
- External database connections (SQL, Salesforce)
- API access for custom integrations
- Enhanced security and compliance
For nonprofits requiring enterprise database integration.
Free Trial
Free tier allows unlimited app development and testing with up to 10 users—no credit card required. Google Workspace for Nonprofits users automatically get full AppSheet Core at no cost.
Note: Prices may be outdated or inaccurate.
Nonprofit Discount & Special Offers
Google makes AppSheet Core completely free for verified nonprofits
100% Free AppSheet Core
For organizations with Google Workspace for Nonprofits
What's Included (Free):
- AppSheet Core for every user in your domain
- Unlimited mobile and web apps
- Offline functionality
- Barcode scanning, GPS, photo capture
- Automated workflows and notifications
- Google Sheets and Excel integration
How to Get It:
- Apply for Google Workspace for Nonprofits (also free) at google.com/nonprofits
- Verify your 501(c)(3) status through Google's nonprofit program
- Once approved, AppSheet Core is automatically included for all users
- No additional applications or licenses needed
50% Discount on Paid Tiers
Need enterprise features like external database connections (Salesforce, SQL) or premium support? Nonprofits can apply for a 50% discount on Enterprise Plus and other paid tiers.
Apply at: cloud.google.com/apigee/resources/ebook/appsheet-non-profit-discount
Learning Curve
AppSheet is designed for non-technical users and receives consistent praise for its ease of use. Nonprofits report volunteers and short-term interns becoming productive within hours, not days or weeks.
Basic App Building
30 minutes - 2 hours
Connect a spreadsheet and create your first functional app with forms, data capture, and basic views. AppSheet's visual builder guides you through each step with helpful prompts and examples.
Adding Features
2-8 hours
Incorporate barcode scanning, GPS location tracking, photo capture, conditional logic, and custom views. Most features use intuitive visual controls—you select options rather than writing code.
Advanced Workflows
1-2 weeks
Master complex automations, role-based permissions, multi-table relationships, and API integrations. While advanced features exist, most nonprofits achieve their goals with basic-to-intermediate functionality.
Training Resources
- Official AppSheet Documentation: Comprehensive guides, video tutorials, and sample apps
- Community Forum: Active user community answering questions and sharing templates
- YouTube Channel: Step-by-step video tutorials for common use cases
- Email Support: Available for Core (nonprofit) tier and above
Integration & Compatibility
Data Sources (Core Edition - Free for Nonprofits)
Spreadsheets
- Google Sheets (real-time sync)
- Microsoft Excel
- Smartsheet
Cloud Storage
- Google Drive
- Microsoft OneDrive
- Box
- Dropbox
Enterprise Data Sources (Enterprise Plus - 50% Nonprofit Discount)
Databases
- • Cloud SQL
- • Azure SQL
- • AWS RDS
- • PostgreSQL
- • BigQuery
CRM Systems
- • Salesforce
- • HubSpot (via Zapier)
- • Pipedrive (via Zapier)
Other
- • REST APIs
- • OData feeds
- • Custom integrations
Note: External database connections require Enterprise Plus tier ($20/user/month, or $10/user/month with 50% nonprofit discount)
Third-Party Integration Tools
Zapier
Connect AppSheet to 7,000+ apps including Gmail, Slack, Mailchimp, Stripe, QuickBooks, and more
Make (Integromat)
Build visual automation workflows connecting AppSheet data to other platforms
Pipedream
Developer-friendly integration platform for custom workflows and automations
Platform Availability
Data Portability
Since AppSheet stores data in your own spreadsheets or databases (not proprietary formats), you maintain complete ownership and portability. You can export data anytime, switch platforms without data migration, or discontinue AppSheet while keeping all your information accessible in Google Sheets or Excel.
Pros & Cons
Strengths
- Free for Google Workspace Nonprofits: AppSheet Core is completely free for verified nonprofits, making sophisticated mobile app functionality accessible to organizations of any budget
- True Offline Functionality: Unlike many cloud tools, AppSheet apps work flawlessly offline—critical for field operations in rural areas, disaster zones, or international programs
- No Data Migration Required: Connects directly to your existing Google Sheets or Excel files—start building immediately without restructuring data or learning new systems
- Rich Data Capture: Built-in barcode scanning, GPS tracking, photo capture, and signature collection—features that typically require custom development in other platforms
- Low Learning Curve: Nonprofits consistently report volunteers and interns becoming productive within hours—no technical expertise or developer resources needed
- Complete Data Ownership: Your data stays in your spreadsheets or databases—full portability and no vendor lock-in
Limitations
- No External Databases on Free Tier: Core edition (free for nonprofits) cannot connect to SQL databases or Salesforce—you're limited to spreadsheets and cloud storage. Enterprise database access requires paid tiers.
- Gemini AI Requires Paid Plan: AI-powered app generation is only available on paid tiers, not included with the free nonprofit Core edition
- Spreadsheet-Based Limitations: While convenient, spreadsheet backends have performance limits for very large datasets (10,000+ rows can become slow) or complex relational data
- Requires Google Workspace: To access the free nonprofit tier, your organization must have Google Workspace for Nonprofits—adding a dependency on Google's ecosystem
- Limited Design Customization: While functional, app designs follow standard templates—not ideal if you need highly customized branding or unique user interfaces
- Salesforce Integration Complexity: Connecting to Salesforce requires API access (not included in Professional edition), and integration setup is more complex than spreadsheet connections
Bottom Line
AppSheet is exceptionally well-suited for nonprofits needing offline-capable mobile apps for field operations, inventory tracking, or volunteer coordination—particularly those already using Google Workspace. The combination of zero cost (for Core edition), no coding requirements, and robust offline functionality makes it a standout choice. The main limitation is the lack of external database connectivity on the free tier, which may matter for larger organizations with existing SQL databases or Salesforce implementations. For most nonprofits, however, the spreadsheet-based approach is not just sufficient—it's actually simpler and faster to deploy than complex database integrations.
Alternatives to Consider
GlideFree tier; starts at $25/month
Simpler app builder focused on spreadsheet-to-app conversion
Glide offers a more beginner-friendly interface for building basic apps from Google Sheets or Airtable. It excels at creating simple internal tools, portals, and directories quickly.
Choose Glide if:
- • You need an even simpler builder than AppSheet
- • Your apps are primarily web-based, not field-focused
- • You want unlimited personal users on free tier
- • You're building internal portals or directories
Choose AppSheet if:
- • You need offline functionality (Glide lacks this)
- • You require barcode scanning or GPS tracking
- • You have Google Workspace for Nonprofits (free)
- • You need more advanced automation workflows
AirtableFree tier; $12/user/month nonprofit
No-code database platform with powerful relational data and interface builder
Airtable is a sophisticated database platform with interface builder, automations, and strong collaboration features. It's ideal for managing complex relational data (donors linked to donations, volunteers to shifts, etc.).
Choose Airtable if:
- • You need powerful relational database capabilities
- • Your primary use is data management, not field apps
- • You want AI features (Airtable AI/Omni)
- • You need extensive third-party integrations
Choose AppSheet if:
- • You need mobile-first, offline-capable apps
- • Field service is your primary use case
- • Spreadsheets are sufficient (vs. full database)
- • You want completely free (vs. $12/user/month)
Microsoft Power AppsIncluded with Microsoft 365; $5-20/user/month standalone
Microsoft's no-code app platform integrated with Office 365 ecosystem
Power Apps is Microsoft's answer to AppSheet—a no-code platform for building mobile and web apps. It's tightly integrated with Microsoft 365, SharePoint, and Dynamics 365.
Choose Power Apps if:
- • You already use Microsoft 365 ecosystem
- • You need SharePoint or Dynamics integration
- • Your IT team has Microsoft expertise
- • You require enterprise-grade governance
Choose AppSheet if:
- • You use Google Workspace (free with nonprofit plan)
- • You want a simpler, less corporate interface
- • You prefer Google Sheets over SharePoint lists
- • You need faster setup without IT department
Which Alternative is Right for Your Nonprofit?
The decision primarily depends on two factors: which productivity suite you use (Google Workspace vs. Microsoft 365) and whether offline field operations are critical.
- If you have Google Workspace for Nonprofits and need offline field apps, AppSheet is the clear winner—it's free and purpose-built for this.
- If you need sophisticated relational databases for donor/volunteer management with web-based access, consider Airtable.
- If you use Microsoft 365 and want apps that integrate with SharePoint/Teams, Power Apps is the natural choice.
- If you want the absolute simplest builder for basic internal tools and don't need offline support, try Glide's free tier first.
Getting Started with AppSheet
1Get Google Workspace for Nonprofits (Free)
If you don't already have it, apply for Google Workspace for Nonprofits to unlock free AppSheet Core access for your entire organization.
- Visit google.com/nonprofits and click "Get Started"
- Verify your 501(c)(3) status through TechSoup (free validation service)
- Once approved (typically 1-2 weeks), AppSheet Core is automatically included—no additional applications needed
2Prepare Your Data
AppSheet works best when starting with clean, structured data in a spreadsheet. You don't need perfect data, but some basic organization helps.
- Create a Google Sheet or Excel file with your data (or use an existing one)
- Ensure the first row contains column headers (e.g., "Name," "Email," "Status")
- Each row should represent one record (person, item, event, etc.)
- Avoid merged cells, complex formatting, or multiple tables on one sheet
3Create Your First App
AppSheet's visual builder automatically generates an app from your spreadsheet—you can start using it immediately and customize from there.
- Go to appsheet.com and sign in with your Google Workspace account
- Click "Create" → "Start with your own data" and select your Google Sheet
- AppSheet automatically generates an app with forms, lists, and detail views
- Test the app immediately using the preview panel—add/edit records to see how it works
- Customize the app using the visual editor: change colors, add fields, configure views, set permissions
4Deploy and Train Your Team
Once you're satisfied with your app, deploy it to your team and provide basic training. AppSheet apps are intuitive enough that most users can start immediately.
- Click "Deploy" in AppSheet editor and choose deployment options (web link, mobile app)
- Share the app link with your team via email or Slack
- For mobile use, team members install the free AppSheet app (iOS/Android) and access your app from there
- Provide a 5-minute walkthrough showing how to add records, use forms, and sync data
- Test offline functionality by having users turn off WiFi and submit a few test records
Realistic Timeline
Total time from zero to deployed app: 3-6 hours for someone new to AppSheet. This includes: 1-2 hours learning the platform through documentation/videos, 1-2 hours building and testing your first app, 30 minutes deploying and training your team, and 30-60 minutes troubleshooting and refining. Your second app will take 30-60 minutes, not hours.
Need Help Implementing AppSheet?
We help nonprofits design, build, and deploy custom AppSheet apps that streamline operations and eliminate manual data entry
Whether you're building your first inventory tracking app, migrating paper forms to mobile, or creating sophisticated field service workflows, we provide hands-on support tailored to nonprofits. From initial planning through team training, we ensure your AppSheet implementation succeeds.
Frequently Asked Questions
Is AppSheet really free for nonprofits?
Yes! If your nonprofit has Google Workspace for Nonprofits (which is also free), every user automatically gets AppSheet Core edition at no cost. You can also apply for a 50% discount on paid tiers through Google's nonprofit program if you need enterprise features like external database connections.
Do I need to know how to code to use AppSheet?
No coding required! AppSheet is specifically designed for non-technical users. You can build apps by connecting to your existing spreadsheets (Google Sheets, Excel) and using visual tools to add features like barcode scanning, GPS location capture, and automated workflows. Many nonprofits report volunteers and short-term interns can become productive within hours.
What's the difference between AppSheet Core and Enterprise?
AppSheet Core (free with Google Workspace for Nonprofits) includes spreadsheet connections, basic automations, and mobile app features. Enterprise editions ($20+/user/month) add external database connections (Salesforce, SQL databases), advanced security controls, and premium support. Most nonprofits find Core sufficient for their needs.
Can AppSheet work offline for field service?
Yes! AppSheet apps work fully offline, which is critical for nonprofits doing field work in areas with poor connectivity. Users can capture data, scan barcodes, take photos, and record GPS locations offline. All data automatically syncs to your spreadsheet or database when the device reconnects to the internet.
How does AppSheet compare to Glide or Airtable for nonprofits?
AppSheet excels at field service and offline functionality, making it ideal for site inspections, inventory tracking, and data collection. It's also free with Google Workspace for Nonprofits. Glide is simpler for basic apps but lacks offline support. Airtable offers a more powerful database but requires internet connectivity. If your team already uses Google Workspace and needs offline mobile apps, AppSheet is the best choice.
What nonprofit use cases work best with AppSheet?
AppSheet shines for field-based operations: site inspections and safety audits, inventory tracking with barcode scanning, volunteer check-in and hour tracking, program participant data collection, delivery and logistics management, event registration and attendee tracking, equipment maintenance logs, and community surveys. Any scenario where staff or volunteers need to capture structured data on mobile devices benefits from AppSheet.