Retool for Nonprofits
Tired of stitching together disconnected systems—pulling donor data from Salesforce, volunteer hours from spreadsheets, and program metrics from five different databases? Retool lets you build custom internal dashboards that bring all your data together in one place, without hiring a development team. With 25 free seats for nonprofits and the power to connect any data source, it's how technical-savvy nonprofits turn scattered information into actionable insights.
What It Does
Your program manager logs into Salesforce for donor data, switches to Airtable for volunteer schedules, opens Google Sheets for budget tracking, and manually copies data into PowerPoint for board presentations. Every insight requires bouncing between five different tools. When the Executive Director asks "how many volunteers also donated last quarter?", the answer takes two hours of manual cross-referencing.
Retool is a low-code platform that lets you build custom internal applications connecting all your data sources into unified dashboards and tools. Instead of building from scratch (which takes months and costs thousands), you use Retool's drag-and-drop interface to create functional admin panels, dashboards, and workflows in days. Pull live data from your CRM, databases, spreadsheets, and APIs—then display it exactly how your team needs to see it.
During the COVID-19 pandemic, a high-growth nonprofit used Retool to build a custom system that coordinated the distribution of approximately 1 million masks to healthcare workers—managing inventory, logistics, and recipient tracking in one unified tool built in days, not months. That's the power of Retool: turning complex, multi-system operations into cohesive internal applications that match your specific nonprofit workflows.
Best For
Organization Size
Mid-sized to large nonprofits (25-500+ staff) with at least one technically-savvy team member who knows SQL or JavaScript. Particularly valuable for organizations using multiple disconnected systems that need custom integration.
Best Use Cases
- Custom admin dashboards that display donor, volunteer, and program data from multiple sources in one unified view
- Internal operations tools for inventory management, volunteer scheduling, grant tracking, or event coordination
- Data visualization panels pulling live metrics from databases for real-time reporting to leadership
- Workflow automation tools that connect Salesforce, Airtable, Google Sheets, and other platforms into custom processes
- Custom CRM extensions when your existing CRM needs functionality it doesn't natively support
Ideal For
Operations Directors, Database Managers, Technical Coordinators, and Development Directors who need custom internal tools but don't have budget for full-time developers. Best for organizations where at least one person is comfortable writing SQL queries or basic JavaScript.
Key Features for Nonprofits
Connect Any Data Source
Pull live data from Salesforce, Airtable, PostgreSQL, MySQL, MongoDB, Google Sheets, and 100+ other platforms—all in one dashboard
Stop manually exporting and importing data between systems. Retool connects directly to your databases and APIs, displaying real-time information from all your platforms in unified custom interfaces.
Drag-and-Drop UI Builder
Build custom dashboards with pre-built components (tables, forms, charts, buttons) without starting from scratch
Create functional admin panels in hours instead of months. Drag components onto a canvas, connect them to your data sources, and customize the logic with SQL or JavaScript as needed.
AI Agents for Automation
Deploy AI agents that autonomously complete tasks using LLMs for reasoning and Retool for taking action
Let AI agents handle repetitive work like categorizing donor communications, routing support tickets, or generating routine reports—with observation capabilities so you can monitor what they're doing.
Workflow Automation
Automate scheduled jobs and event-driven processes that trigger when data changes
Set up automatic notifications when grant deadlines approach, trigger email sequences when donations are recorded, or sync data between systems overnight—all without manual intervention.
Granular Permissions & Security
Control exactly who sees what data with role-based access controls and audit logs
Give your fundraising team access to donor dashboards while restricting financial data to leadership. Track who accessed what and when with comprehensive audit logs for compliance.
AI App Generation (Early Access)
Generate fully-working apps from text prompts using structured software building blocks
Describe the tool you need in plain English, and Retool's AI composes it from pre-built, tested components. Instead of building from scratch, you start with a working app that you can customize.
How This Tool Uses AI
Retool's AI capabilities focus on automating development tasks and enabling autonomous workflows—not replacing your core functionality with AI for the sake of it.
What's Actually AI-Powered
AI Agents for Autonomous Task Completion
Type of AI: Large Language Models (LLMs) combined with Retool's action capabilities
What it does: AI agents use LLMs to reason about tasks and decide what actions to take, then use Retool to execute those actions across your connected systems. For example, an agent could read incoming support emails, determine urgency, assign them to the right team member, and update your tracking database—all autonomously.
How it learns: Uses pre-trained LLMs (like GPT-4 or Claude) that you configure with your specific business logic. The agent observes your data and processes, but doesn't train on your nonprofit's data.
Practical impact: Automates complex, multi-step workflows that previously required human decision-making. One company reported automating work that previously took their team 100+ million hours.
AI App Generation (Early Access)
Type of AI: Generative AI that composes applications from structured building blocks
What it does: Describe the internal tool you need ("I need a dashboard showing all donors who gave in the last 90 days with their total contribution"), and Retool's AI generates a working application using pre-built, tested components.
How it works: Unlike AI code generators that write code from scratch (which can be buggy), Retool's AI composes apps from proven building blocks—like assembling LEGO bricks rather than 3D printing custom pieces.
Practical impact: Reduces initial app creation time from hours to minutes. You still customize and refine the generated app, but you start 80% of the way there instead of from zero.
ML Model Integration for Predictive Analytics
Type of AI: Integration with Google Cloud AI, AWS SageMaker, OpenAI, and other ML platforms
What it does: Connect pre-trained or custom machine learning models directly into your Retool apps for tasks like donor churn prediction, sentiment analysis of feedback, fraud detection, or forecasting.
How it works: Retool acts as the interface layer—it doesn't train ML models itself, but lets you send data to external ML services and display predictions in your custom dashboards.
Practical impact: Lets technically-savvy nonprofits leverage sophisticated ML without building infrastructure from scratch. You focus on what predictions you need; Retool handles connecting to the ML service.
What's NOT AI (But Still Useful)
- Drag-and-drop UI builder: Standard visual development interface, not AI-generated
- Database connections: Standard API integrations, not AI-powered
- Workflow automation: Rule-based automation (if X happens, do Y), not AI decision-making
- SQL queries and JavaScript logic: You write the code; Retool executes it
AI Transparency & Limitations
⚠️ Data Requirements:
AI Agents work best when you have well-structured data and clear business logic. If your databases are messy or your processes poorly defined, AI agents will struggle to make good decisions.
⚠️ Human Oversight Still Required:
AI agents should be monitored, especially when handling sensitive nonprofit data like donor information or financial transactions. Always test agent workflows thoroughly before deploying them to production.
⚠️ Technical Knowledge Needed:
While AI can generate starter apps, you still need SQL/JavaScript knowledge to customize them for your specific needs. The AI accelerates development but doesn't eliminate the need for technical skills.
🔒 Data Privacy:
When using AI features, your data is sent to external LLM providers (OpenAI, Google, etc.) unless you self-host Retool and use on-premise models. Review data processing agreements carefully for compliance with donor privacy requirements.
When AI Adds Real Value vs. When It's Just Marketing
✅ Genuinely useful AI:
- AI agents automating multi-step workflows (email triage, data entry, report generation)
- AI app generation giving you a head start (finish in 2 hours instead of 10)
- ML model integration for predictions that would take days of manual analysis
⚠️ AI that's nice but not essential:
- AI-suggested UI improvements (helpful, but you can design interfaces manually)
- AI code completion (speeds up development, but not transformational)
Bottom Line:
Retool uses AI where it genuinely saves time and expands what's possible (agents, app generation, ML integration). The core platform is low-code development—AI augments it but isn't the main product. This is actually a strength: they're focused on AI applications that matter, not adding AI to every feature for marketing purposes.
Real-World Nonprofit Use Case
During the COVID-19 pandemic, a high-growth nonprofit faced an unprecedented challenge: they needed to coordinate the distribution of approximately 1 million masks to healthcare workers across multiple locations—and they needed a system built immediately, not in six months.
Their technical coordinator used Retool to build a custom inventory and logistics management system in days. The tool connected their supplier database, shipping tracking, recipient information, and distribution schedules into one unified dashboard. Healthcare facilities could submit requests through a simple form, which automatically checked inventory availability, generated shipping labels, updated tracking records, and sent confirmation emails—all within a single custom application.
Before Retool, this would have required either months of custom development (which they didn't have) or endless manual coordination with spreadsheets and email (which would have been overwhelmed at that scale). Instead, they deployed a working system in under a week that successfully facilitated the distribution of a million masks when speed and accuracy were literally matters of life and death.
Key lesson: Retool shines when you need custom internal tools quickly—especially during crises or rapid growth when your existing systems can't keep up and you don't have time for traditional development.
Pricing
Standard Pricing
Free Tier
Free to get started with core features (limited to 5 users and 50 apps)
Team Plan
Contact-based pricing for growing teams (starts lower than Business plan)
Business Plan
Starting at $50/user/month (billed annually) for advanced features and integrations
Enterprise Plan
Custom pricing for large organizations with advanced security, governance, and support needs
Note: Retool's per-user pricing can scale quickly. A team of 25 users on the Business plan would cost $15,000/year at standard pricing—which is why the nonprofit discount is so valuable. Pricing information is subject to change. Please verify current pricing directly with Retool.
💰 Nonprofit Discount Below ↓
Nonprofits receive 25 free seats—see the section below for full details on eligibility and how to apply.
Nonprofit Pricing
25 free Business Standard seats for verified 501(c)(3) organizations
What You Get:
- Monthly billing credit of $1,625—enough to cover 25 Business Standard users completely free
- Full Business plan features including advanced integrations, workflows, and security controls
- Can be applied to monthly Team or Business plans (NOT Enterprise tier or annual plans)
How to Access:
- Sign up for a free Retool organization (Cloud or Self-hosted) using your nonprofit email address
- Submit the Nonprofit Program Application using the same email you signed up with
- Provide verification of your 501(c)(3) status (IRS determination letter or equivalent)
- Discount applied within 2-5 business days after approval
Eligibility Requirements:
- Must be a registered 501(c)(3) nonprofit organization
- Must use an official nonprofit email address (not personal Gmail/Yahoo)
- For-profit entities serving nonprofits are NOT eligible
- Can only participate in ONE Retool discount program (nonprofit, education, or startup—not multiple)
💰 Estimated Value:
$1,625/month = $19,500 annual savings for the full 25-seat allocation. Even if you only use 10 seats, that's still $6,000+ in annual value for your nonprofit.
Learning Curve
Retool requires at least basic technical knowledge to be effective. Users with SQL and/or JavaScript experience will find it intuitive; non-technical users often struggle without training.
Time to First Value
- Initial setup: 1-2 hours (creating account, connecting first data source)
- First simple app: 1-3 hours for technically-savvy users (basic dashboard or admin panel)
- Proficiency: 1-2 weeks of regular use to build moderately complex apps
- Mastery: 1-2 months to fully leverage advanced features (workflows, AI agents, complex integrations)
Technical Requirements
- Highly recommended: SQL query knowledge (for pulling data from databases)
- Very helpful: Basic JavaScript (for custom logic and transformations)
- Useful: Understanding of APIs and RESTful services
- Minimal coding required: Drag-and-drop interface handles UI, but logic often needs code
Support Available
- Comprehensive documentation with tutorials and integration guides
- Active community forum with users sharing solutions and templates
- Udemy courses available for beginners and non-technical people
- Template library with pre-built apps you can customize
- Email and chat support on paid plans
Real Talk About Learning Curve
Reviews are mixed: Technically-savvy users love Retool and find it intuitive. Non-technical users often describe it as having a "steep learning curve" and "challenging" to master without coding knowledge.
Honest assessment: If you don't have at least one person on your team comfortable writing SQL queries, Retool may frustrate you. If you do have that person, Retool will feel powerful and worth the learning investment.
Alternative: If your team has zero technical staff, consider more beginner-friendly tools like Softr or Glide instead.
Integration & Compatibility
Connects With
CRM & Donor Management
- Salesforce (including Nonprofit Cloud)
- HubSpot
- Airtable
- Pipedrive
Databases
- PostgreSQL
- MySQL
- MongoDB
- Google Sheets
- Snowflake
APIs & Services
- REST APIs (any)
- GraphQL APIs
- Google Cloud AI
- AWS SageMaker
- OpenAI
Cloud Services
- AWS
- Google Cloud
- Microsoft Azure
Note: Retool supports 100+ pre-built integrations. If a service has an API, you can likely connect it.
Platform Availability
- Web-based: Works in Chrome, Firefox, Safari, Edge (no desktop app needed)
- Mobile apps: iOS 14+ and Android 10+ (can build mobile apps, not just use them)
- Self-hosted option: Available for organizations with strict security requirements
Data Portability
- Full export: Your data lives in your own databases; Retool just connects to it (no vendor lock-in on data)
- API access: Available on Business and Enterprise tiers for programmatic data access
- App export limitations: Retool apps are built within their platform; exporting app code directly isn't supported (but you can rebuild elsewhere if needed)
- Vendor lock-in consideration: Switching away from Retool means rebuilding your apps, but your underlying data remains portable
Pros & Cons
Pros
- Genuinely saves development time: Build in days what would take months with traditional development (50% time savings reported)
- Connects to everything: 100+ integrations mean you can unify data from all your nonprofit systems
- Powerful for technical users: SQL and JavaScript support give you flexibility traditional no-code tools can't match
- Excellent nonprofit discount: 25 free seats ($19,500/year value) makes it accessible for mid-sized nonprofits
- Strong AI features: AI agents and ML integration bring enterprise capabilities to nonprofits
- Enterprise-grade security: SOC 2, GDPR compliance, granular permissions, and self-hosting option for sensitive data
Cons
- Steep learning curve for non-technical users: SQL/JavaScript knowledge really helps; non-coders often struggle
- Pricing scales quickly beyond free seats: After 25 free users, costs add up fast at $50/user/month
- Vendor lock-in risk: Apps are built in Retool's platform; switching means rebuilding everything
- User management reported as "clunky": Some users find managing permissions and roles confusing
- Occasional bugs: Users report UI glitches and issues like SQL queries disappearing randomly
- Only for internal tools: Not designed for public-facing applications (for that, use Bubble or Webflow)
Alternatives to Consider
If Retool doesn't feel like the right fit for your nonprofit, consider these alternatives:
Softr
True no-code platform for building internal tools and portals from Airtable data
Better for: Non-technical teams that need simple internal portals, volunteer dashboards, or member directories without any coding.
Worse than Retool for: Complex custom applications requiring SQL queries, multiple database connections, or advanced logic.
Airtable (with Interfaces)
No-code database platform with built-in custom interface builder
Better for: Teams that need both a database and simple dashboards, with 50% nonprofit discount and no coding required.
Worse than Retool for: Connecting to external databases (PostgreSQL, MySQL), building highly custom applications, or integrating with many external APIs.
Appsmith (Open-Source)
Free, open-source alternative to Retool with similar low-code capabilities
Better for: Nonprofits with tight budgets and technical staff who can self-host; no vendor lock-in concerns.
Worse than Retool for: Ease of use (less polished), support (community-driven), and advanced AI features (less mature).
Why you might choose Retool instead:
More mature platform with better AI features, larger integration ecosystem (100+ connectors), excellent nonprofit discount (25 free seats), and proven track record with companies automating 100+ million hours of work. If you have technical staff and need to connect multiple complex systems, Retool is the most powerful option.
Getting Started
Your first 48 hours with Retool—a practical roadmap to building your first internal tool:
1Sign Up and Apply for Nonprofit Discount (15 minutes)
Create a free Retool account using your nonprofit email address. Immediately submit the Nonprofit Program Application with your 501(c)(3) verification.
Sign Up FreePro tip: Don't wait for discount approval—you can start building immediately on the free tier while your application is reviewed.
2Connect Your First Data Source (30 minutes)
Start with something simple—connect Google Sheets, Airtable, or your CRM. Follow Retool's guided setup to establish your first data connection.
Pro tip: Choose a data source you understand well for your first project. Don't start with your most complex database—start with volunteer schedules or program attendance lists.
3Build a Simple Dashboard (1-2 hours)
Use Retool's template library to clone a simple dashboard template. Customize it to display your data—add a table component showing your records and a basic chart showing trends.
Pro tip: Focus on functionality over polish in your first app. Get it working, then make it pretty. A simple table displaying live donor data is more valuable than a beautiful but empty dashboard.
4Share with Your Team (15 minutes)
Invite 2-3 colleagues to view your dashboard. Set appropriate permissions (view-only for most, edit access for admins). Get feedback on what would make it more useful.
Pro tip: Start with a small pilot group. Build something that solves a real problem for 3 people before trying to build a tool for your entire organization.
Quick Win: Your First 30 Minutes
Want to see value immediately? Try this quick experiment:
- Connect Retool to a Google Sheet containing donor or volunteer data (10 minutes)
- Drag a Table component onto the canvas and connect it to your sheet (5 minutes)
- Add search and filter functionality using pre-built components (10 minutes)
- Share the live dashboard with one colleague (5 minutes)
What you'll learn: Whether your team actually needs searchable, filtered views of your data. If your colleague says "this is way better than scrolling through the spreadsheet," you've validated the need for Retool.
Need Help with Implementation?
Setting up Retool and building custom internal tools can feel overwhelming—especially when you're already managing a million other nonprofit priorities. If you'd like expert guidance getting started, we're here to help.
One Hundred Nights offers implementation support, from initial setup and data source configuration to building your first custom dashboard and training your team.
Contact Us to Learn MoreFrequently Asked Questions
Does Retool offer a nonprofit discount?
Yes! Retool offers 25 free Business Standard seats for verified 501(c)(3) organizations, which is equivalent to a $1,625/month credit. You'll need to sign up with your nonprofit email address and submit the Nonprofit Program Application. The discount can be applied to monthly Team or Business plans (not Enterprise tier or annual plans).
Do I need coding skills to use Retool?
Basic technical knowledge is highly recommended. While Retool has a drag-and-drop interface, you'll get the most value if you're comfortable with SQL queries and/or JavaScript. Non-technical users often find Retool challenging without training. If you have no technical staff, consider more beginner-friendly alternatives like Softr or Glide.
What can nonprofits build with Retool?
Nonprofits use Retool to build custom internal dashboards, donor management panels, volunteer tracking systems, grant application workflows, inventory management tools, and program data visualization. One nonprofit used Retool to distribute 1 million masks to healthcare workers during COVID-19. It's best for internal tools that connect multiple data sources.
How does Retool compare to Airtable for nonprofits?
Airtable is more beginner-friendly and better for simple databases and workflow management. Retool is more powerful for complex custom applications that need to connect multiple databases and APIs. Choose Airtable if you need a flexible database with no coding. Choose Retool if you have technical staff and need sophisticated custom internal tools.
Does Retool integrate with our CRM like Salesforce?
Yes. Retool integrates with Salesforce (including Nonprofit Cloud), Airtable, PostgreSQL, MySQL, MongoDB, Google Sheets, and 100+ other platforms. You can build custom dashboards that pull data from your CRM, accounting software, and other tools into one unified interface.
How long does it take to build an app in Retool?
For someone with SQL/JavaScript knowledge, a simple admin panel can be built in under 1 hour. More complex applications with multiple integrations typically take 1-2 weeks. Retool is significantly faster than traditional custom development (50% time savings reported), but still requires technical expertise.