Apricot by Social Solutions for Nonprofits
Transform participant data into actionable insights with AI-powered case management software that predicts outcomes, streamlines reporting, and helps you demonstrate real impact to funders—without drowning your team in spreadsheets.
What It Does
Struggling to track participant outcomes across multiple programs while funders demand detailed impact reports? Apricot is a comprehensive case management and outcomes tracking platform designed specifically for human services nonprofits. It centralizes client data, automates reporting, and uses predictive analytics to help you understand what's working—and what's not—across your programs.
Unlike generic databases or spreadsheets, Apricot is built for the complexities of nonprofit program management: multiple programs with different data requirements, strict privacy regulations, diverse funder reporting mandates, and the need to demonstrate measurable impact. The platform tracks everything from initial intake through program completion and follow-up, creating a comprehensive view of each participant's journey.
The AI-powered analytics layer goes beyond simple reporting. Apricot's predictive capabilities analyze patterns in your historical data to forecast participant outcomes, identify at-risk cases before they escalate, and recommend evidence-based interventions. This means your case managers spend less time on paperwork and more time delivering services, while program directors get the insights needed to continuously improve effectiveness.
Apricot doesn't just store data—it transforms it into intelligence. The system automatically generates the complex reports funders require, flags data quality issues that could jeopardize grant compliance, and provides dashboards that make impact visible to board members, staff, and stakeholders. For organizations managing everything from homeless services to youth development programs, Apricot creates the data infrastructure needed to operate efficiently and demonstrate measurable community impact.
Best For
Organization Size
- Mid-sized to large nonprofits (10+ staff)
- Organizations serving 100+ participants annually
- Multi-program or multi-site organizations
- Human services agencies with complex data needs
Best Use Cases
- Comprehensive case management and client tracking
- Outcomes measurement and impact reporting
- Multi-funder compliance reporting
- Programs requiring HIPAA or regulatory compliance
Ideal For
- Program Directors managing multiple initiatives
- Case Managers tracking participant progress
- Executive Directors needing impact dashboards
- Development teams reporting to funders
Key Features for Nonprofits
Apricot translates complex program data into actionable intelligence, helping your team work smarter while demonstrating measurable impact to funders and stakeholders.
Predictive Outcome Analytics
AI analyzes historical participant data to forecast likely outcomes, identify at-risk cases, and recommend evidence-based interventions before problems escalate.
- Identifies participants likely to need additional support
- Predicts program completion likelihood
- Suggests interventions based on similar cases
Automated Funder Reporting
Generate complex funder reports automatically—no more manual data compilation. System maps your data to requirements from foundations, government agencies, and corporate sponsors.
- Pre-built templates for common reporting formats (HUD, SAMHSA, etc.)
- Custom report builder for unique funder requirements
- Reduces reporting time by 60-80% on average
Customizable Case Management
Build program-specific data collection forms without coding. Track exactly what matters for each program while maintaining a unified participant record across services.
- Drag-and-drop form builder with 40+ field types
- Conditional logic for complex workflows
- Cross-program participant view for holistic case management
Real-Time Impact Dashboards
Visualize program performance, outcome trends, and participant demographics instantly. Board-ready charts that communicate impact without technical expertise required.
- Pre-built outcome tracking dashboards
- Custom metrics for program-specific KPIs
- Export-ready charts for grant proposals and reports
Compliance & Security
HIPAA-compliant infrastructure with granular permissions, audit trails, and data encryption. Meets regulatory requirements for sensitive participant information.
- Role-based access controls for data privacy
- Complete audit logs of all data changes
- SOC 2 Type II certified infrastructure
Workflow Automation
Automate routine tasks like follow-up reminders, required re-assessments, and data quality checks—freeing case managers to focus on direct service delivery.
- Automated email notifications for case milestones
- Scheduled reports sent automatically to stakeholders
- Data validation rules prevent incomplete records
Real-World Nonprofit Use Case
A regional homeless services organization was managing four different programs (emergency shelter, transitional housing, job training, and permanent supportive housing) using a combination of Excel spreadsheets, paper forms, and a basic Access database. When a major foundation asked for detailed outcome data broken down by program, demographics, and service intensity, the development director spent three weeks manually compiling information from disparate sources—only to discover data inconsistencies that undermined the report's credibility.
After implementing Apricot, the organization designed custom intake forms for each program while maintaining a unified client record. Case managers could see immediately if a shelter resident was also enrolled in job training, preventing service gaps and duplication. The predictive analytics identified patterns the team had missed: participants who attended at least three job training sessions within their first two weeks had an 82% higher permanent housing placement rate. This insight led to a policy change—proactive outreach to new enrollees who missed early sessions—which improved overall program outcomes by 34% over the following year.
The automated reporting transformed funder relationships. What previously took three weeks of manual compilation now generated in 15 minutes. The development director could run reports on demand when funders called with questions, providing immediate, accurate data that strengthened trust and credibility. Dashboard visualizations made board meetings more productive—directors could quickly understand trends without technical expertise, leading to more strategic conversations about program design rather than drowning in spreadsheets.
Perhaps most importantly, case managers reported spending 40% less time on documentation and data entry, redirecting those hours to direct client services. The system's mobile app allowed staff to update records during home visits rather than duplicating work later at the office. One case manager noted: "Apricot doesn't just track what we do—it helps us understand what actually works, so we can do more of it."
Pricing
Apricot uses custom pricing based on organization size, number of users, and feature requirements. While specific pricing isn't publicly listed, here's what to expect based on typical nonprofit implementations.
Small Organization
5-10 users, 1-2 programs
Annual cost estimate
- Core case management features
- Basic reporting and dashboards
- Mobile app access
- Email support
Mid-Sized Organization
10-25 users, 3-5 programs
Annual cost estimate
- All small organization features
- Predictive analytics and AI insights
- Advanced custom reporting
- API access for integrations
- Priority phone support
Large Organization
25+ users, multi-site, complex needs
Annual cost estimate
- All mid-sized organization features
- Multi-site management tools
- Dedicated account manager
- Custom integrations and development
- Ongoing training and optimization
Understanding Apricot's Pricing Model
What's Included: Annual subscription includes software access, hosting, security infrastructure, regular updates, technical support, and basic training resources. Implementation support and data migration may be additional.
Getting a Quote: Contact Social Solutions for a personalized quote. Be prepared to discuss: number of users, programs served, participant volume, existing data systems, specific funder reporting requirements, and integration needs.
Free Trial/Demo: Social Solutions offers comprehensive product demos tailored to your organization's needs. Request a demo to see the platform configured for your sector (homeless services, youth development, behavioral health, etc.).
*Pricing information is subject to change. Please verify current pricing directly with Social Solutions.*
Nonprofit Pricing Analysis
Understanding the true cost and value of Apricot for resource-constrained nonprofits
Is Apricot Worth the Investment?
Apricot isn't the cheapest case management option, but the ROI calculation for nonprofits goes beyond the sticker price. Consider a typical mid-sized organization with 15 users paying approximately $18,000 annually:
Time Savings Analysis (Annual)
- Funder reporting: 120 hours saved (was 3 weeks/quarter, now 1 day/quarter) = $4,800 value at $40/hour
- Case manager documentation: 15 staff Ă— 5 hours/week Ă— 50 weeks Ă— 40% reduction = 1,500 hours = $60,000 value
- Data quality issues: Preventing one lost grant due to data problems = priceless (but conservatively $50,000+)
- Board reporting prep: 40 hours saved annually = $1,600 value
Total Annual Value: $116,400+
ROI: 6.5x the subscription cost in staff time savings alone
Hidden Costs to Budget For
Beyond the subscription fee, plan for these one-time and ongoing costs:
- Implementation support: $3,000-10,000 depending on complexity (data migration, custom forms, integration setup)
- Staff time during implementation: 20-40 hours of internal staff time for planning, testing, training (6-12 week process)
- Data cleanup: If migrating from spreadsheets or legacy systems, budget 10-30 hours for data standardization
- Ongoing training: New staff onboarding, refresher sessions as needs evolve (~$500-1,000/year)
- Integration costs: If connecting to CRM, donor database, or other systems, may require Zapier subscription or custom API work
Cost Comparison vs. Alternatives
| Approach | Annual Cost | Staff Time Required | Outcome Analytics |
|---|---|---|---|
| Excel Spreadsheets | $0-500 | Very High (manual work) | None |
| Basic Database (Access, FileMaker) | $1,000-3,000 | High (custom reports) | Limited |
| Entry-level Case Management | $3,000-8,000 | Moderate | Basic |
| Apricot | $12,000-25,000 | Low (highly automated) | Advanced (predictive AI) |
| Salesforce Nonprofit Cloud | $15,000-40,000+ | Low-Moderate | Advanced (with Einstein) |
When Apricot Makes Financial Sense
Apricot is worth the investment when:
- Your staff currently spend 10+ hours/week on manual data compilation and reporting
- You manage multiple programs with different data requirements but need unified reporting
- Funder reporting complexity justifies the automation (multiple funders, complex requirements)
- Data security and compliance are critical (HIPAA, sensitive participant information)
- You're losing funding opportunities due to inability to demonstrate measurable outcomes
Bottom line: For organizations with complex program management needs and significant reporting requirements, Apricot's efficiency gains and improved outcomes typically justify the cost within the first year. For smaller organizations with simple programs or minimal funder reporting, more affordable alternatives may suffice until your data needs grow.
Learning Curve
Complexity Level: Advanced
Apricot is powerful but requires meaningful time investment to configure and master. Expect a 6-12 week implementation process with ongoing learning.
Time to First Value
- Week 1-2: System configuration, data model design, initial form building (20+ hours internal time)
- Week 3-4: Data migration, custom report creation, workflow setup (15+ hours)
- Week 5-6: Staff training, pilot testing with real cases (10+ hours)
- Week 7-8: Full launch, refinement, troubleshooting
- Month 3-4: Staff proficiency, optimization, advanced features
Technical Requirements
- Comfort with database concepts (fields, records, relationships)
- Understanding of program logic and data flow
- Basic Excel skills for data cleanup and import
- No coding required for standard use
- API integrations may require technical expertise or outside help
Support & Training Resources
Included Resources
- Comprehensive documentation library
- Video tutorial series (50+ hours of content)
- Live webinars on best practices
- Email and phone support (response time varies by tier)
- User community forum for peer learning
Additional Support Options
- Dedicated onboarding specialist (higher tiers)
- Custom training sessions for your team (additional cost)
- Professional services for complex implementations
- Annual user conference with training tracks
Common Implementation Pitfall
Don't skip the data model planning phase. Many organizations rush to start building forms and entering data, only to realize weeks later that their structure doesn't support the reports they need. Invest 2-4 hours upfront mapping out your programs, data relationships, and reporting requirements with an Apricot specialist or experienced consultant.
Similarly, don't migrate dirty data. Cleaning and standardizing your existing data before import saves enormous headaches later. Plan for data quality work as a separate project phase—it's not glamorous, but it's essential for accurate analytics.
Integration & Compatibility
Native Integrations
Direct connections built into Apricot
- CRM/Donor Management: Salesforce Nonprofit Cloud, Raiser's Edge, Bloomerang, DonorPerfect
- Email Marketing: Mailchimp, Constant Contact
- Document Management: Google Drive, Dropbox, OneDrive
- Background Checks: Checkr, Sterling
- Payment Processing: Stripe, PayPal
API & Third-Party Integrations
Connect via API or integration platforms
- REST API: Available for custom integrations (technical expertise required)
- Zapier: Connect to 3,000+ apps without coding
- Analytics Platforms: Tableau, Power BI, Google Analytics
- Communication Tools: Twilio (SMS), Microsoft Teams, Slack
Platform Availability
Web Platform
- âś… Chrome (recommended)
- âś… Firefox
- âś… Safari
- âś… Edge
Mobile Apps
- âś… iOS 13+
- âś… Android 9+
- âś… Offline data entry capability
- âś… Auto-sync when online
Data Portability
- âś… Full CSV export
- âś… Excel report export
- âś… PDF report generation
- âś… API data access
Data Ownership & Exit Strategy
You own your data. Apricot provides complete data export capabilities, so you're never locked in. If you decide to switch platforms, you can export all participant records, program data, and historical information in CSV format. The platform also offers API access for automated data synchronization with other systems.
However, custom forms, report templates, and workflow configurations are platform-specific and won't transfer to other systems. Document your data model and business logic as you build to facilitate future migrations if needed.
Honest Assessment: Strengths & Limitations
Strengths
- Genuine time savings on reporting: Automated funder reports reduce reporting time by 60-80%, freeing staff for program delivery
- Built for nonprofit complexity: Handles multiple programs, diverse data requirements, and cross-program analysis better than generic databases
- Powerful predictive analytics: AI identifies patterns and at-risk cases that human analysis often misses, improving outcomes
- Industry-leading security: HIPAA compliance, SOC 2 certification, and robust access controls meet strict regulatory requirements
- Excellent mobile functionality: Field staff can enter data offline on phones/tablets, syncing when back online
- Strong customer support: Responsive technical support and extensive training resources help organizations maximize value
Limitations
- Significant cost for smaller organizations: Pricing structure makes Apricot challenging for nonprofits under $500K budget or serving fewer than 100 participants
- Steep learning curve: Full proficiency takes 2-3 months; staff turnover requires retraining investment
- Implementation complexity: Setup requires careful planning; rushing leads to suboptimal configurations that are hard to fix later
- May be overkill for simple programs: Organizations with straightforward tracking needs might not need Apricot's advanced capabilities
- Interface can feel dated: While functional, the UI isn't as modern or intuitive as newer cloud platforms
- Custom integrations require technical expertise: Beyond pre-built integrations, connecting to unique systems may need developer support
Alternatives to Consider
If Apricot doesn't feel like the right fit for your organization's size, budget, or needs, consider these alternatives:
Salesforce Nonprofit Cloud with Einstein
More comprehensive platform with CRM, fundraising, and program management
Best if: You need an all-in-one platform that combines donor management, fundraising, marketing, and program tracking in a single system. Salesforce offers more flexibility and scalability but has a steeper learning curve and typically higher total cost.
Why you might choose Apricot instead: Apricot is purpose-built for program management and outcomes tracking, making it simpler to implement for organizations that already have separate donor management systems. It's also typically more affordable for mid-sized nonprofits focused primarily on service delivery rather than fundraising.
Efforts to Outcomes (ETO)
Direct competitor with similar capabilities and pricing
Best if: You want comparable functionality to Apricot but prefer a different vendor relationship or interface design. ETO offers similar case management, outcomes tracking, and reporting capabilities with comparable pricing.
Why you might choose Apricot instead: Apricot's predictive analytics are generally considered more advanced, and many users find Apricot's form builder and custom reporting more intuitive. However, this varies by use case—request demos of both to compare.
CharityTracker
More affordable option for smaller organizations and coalitions
Best if: You're a smaller organization (under $300K budget) or part of a community coalition sharing client data. CharityTracker starts around $2,000-5,000 annually and offers solid case management without the advanced analytics.
Why you might choose Apricot instead: Apricot offers significantly more sophisticated reporting, predictive analytics, and customization. If you have complex funder reporting requirements or need evidence-based program optimization, Apricot's additional cost delivers measurable value.
SureImpact
Impact measurement focus with strong visualization tools
Best if: Your primary need is demonstrating program impact through compelling data visualization and outcome measurement. SureImpact excels at creating stakeholder-friendly impact reports and theory of change modeling.
Why you might choose Apricot instead: Apricot offers more robust case management features and is better suited for organizations where daily participant tracking is as important as outcomes measurement. If you need comprehensive case notes, service tracking, and client management alongside impact measurement, Apricot is more complete.
Airtable or SmartSheet (with add-ons)
Budget-friendly DIY option for tech-comfortable teams
Best if: You have limited budget ($500-2,000/year), simple tracking needs, and staff comfortable building custom workflows. These platforms offer flexibility at low cost but require ongoing maintenance.
Why you might choose Apricot instead: Apricot is purpose-built for human services with HIPAA compliance, predictive analytics, and automated funder reporting that Airtable/SmartSheet can't match. For organizations with complex compliance requirements, multiple programs, or sophisticated reporting needs, the DIY approach becomes unsustainable as you grow.
Getting Started with Apricot
Implementing Apricot successfully requires careful planning and phased rollout. Here's your roadmap to go from initial inquiry to full adoption.
Request Demo & Gather Requirements (Week 0)
Action: Contact Social Solutions for a personalized demo focused on your sector (homeless services, youth development, behavioral health, etc.).
Before the demo, document: programs you manage, number of participants served annually, current data systems, specific funder reporting requirements, compliance needs (HIPAA, etc.), number of staff users, and budget range.
Schedule Your DemoPlan Your Data Model (Week 1-2)
Action: Map out your programs, participant journey, data points, and reporting needs before configuration begins. This is the most important phase—don't skip it.
- Diagram participant flow through your programs (intake → services → exit → follow-up)
- List every data point you collect and why (funder requirement, program evaluation, compliance, etc.)
- Gather sample funder reports you need to generate regularly
- Define who needs access to what data (privacy and permissions planning)
Pro tip: Work with an Apricot implementation specialist or experienced consultant for this phase. The 2-4 hours of expert guidance prevents weeks of rework later.
Clean & Prepare Historical Data (Week 2-3)
Action: If migrating from spreadsheets or legacy systems, clean your data before import. The AI is only as good as the data you feed it.
- Remove duplicate participant records
- Standardize data formats (dates, phone numbers, addresses)
- Fill in missing critical information where possible
- Decide how far back to migrate historical data (recommendation: 1-2 years for predictive analytics)
Budget 10-30 hours for this depending on data quality. It's tedious but essential work.
Configure System & Build Forms (Week 3-5)
Action: Work with Apricot team to configure your database structure, build intake and assessment forms, and create initial reports.
- Start with core forms (participant intake, primary assessment) before building complex workflows
- Test forms with sample data—does the workflow feel natural to case managers?
- Build 2-3 essential reports you'll use immediately (participant roster, service summary, funder report)
Train Staff & Pilot Test (Week 6-7)
Action: Train case managers and program staff, then run a pilot with a subset of participants before full launch.
- Conduct hands-on training sessions (not just watching videos—actual data entry practice)
- Choose 2-3 "early adopter" staff to test workflows with real cases
- Gather feedback: What's confusing? What takes too long? What fields are missing?
- Refine forms and workflows based on real-world use
Full Launch & Continuous Improvement (Week 8+)
Action: Roll out to all staff, migrate historical data, and establish regular check-ins to optimize usage.
- Designate an internal "Apricot champion" who becomes the go-to expert
- Schedule monthly "data quality" reviews to catch incomplete records
- Quarterly: Review predictive analytics insights and adjust program interventions
- Build new reports and forms as needs evolve—Apricot grows with you
⚡ Quick Win: First Month Goal
Success milestone: By end of month 1, you should be able to generate a complete funder report that previously took 2 days in under 30 minutes. This early validation proves value to skeptical staff and builds momentum for full adoption.
Pick your most complex recurring report as your "proof of concept." Once case managers see how much time the system saves, resistance to learning new workflows dramatically decreases.
🤝 Need Help with Apricot Implementation?
Implementing Apricot successfully requires careful planning, data model design, and change management. If you'd like expert guidance through configuration, data migration, and staff training, we're here to help.
One Hundred Nights offers implementation support for nonprofits adopting case management systems—from requirements gathering and system configuration to staff training and ongoing optimization.
Contact Us for Implementation SupportResources & Further Learning
Official Apricot Resources
Frequently Asked Questions
Is Apricot suitable for small nonprofits?
Apricot works for organizations of various sizes, but it's most cost-effective for mid-sized to larger nonprofits (typically those serving 100+ participants annually or managing multiple programs). Smaller organizations with simpler needs might find more affordable alternatives, though Apricot does offer scaled pricing. If you're managing complex programs with extensive data requirements, compliance reporting, or funder reporting needs, Apricot's capabilities justify the investment even for smaller teams.
How does Apricot's AI and predictive analytics work?
Apricot uses predictive analytics to analyze historical program data and identify patterns that correlate with positive outcomes. The system can forecast participant outcomes, identify at-risk cases, predict program effectiveness, and flag data quality issues. It learns from your organization's data over time, becoming more accurate as you accumulate more program history. The AI suggests interventions, identifies which participants might benefit from additional services, and helps allocate resources more effectively.
What's the typical implementation timeline for Apricot?
Full implementation typically takes 6-12 weeks for most organizations. This includes:
- Week 1-2: System configuration and data model design
- Week 3-4: Data migration and custom form building
- Week 5-6: Staff training and pilot testing
- Week 7-8: Full launch and optimization
Organizations with complex programs, multiple sites, or extensive historical data may need 12-16 weeks. Social Solutions provides implementation support, but plan for 20-40 hours of internal staff time during the setup phase.
Does Apricot integrate with our existing donor database or CRM?
Yes, Apricot integrates with many common nonprofit systems including Salesforce Nonprofit Cloud, Raiser's Edge, Bloomerang, DonorPerfect, and others through API connections or third-party integration platforms like Zapier. However, integration complexity varies depending on your specific systems and data requirements. Some integrations are straightforward (1-2 hours setup), while others may require custom API development or middleware. Apricot can also serve as your primary database if you prefer a unified system.
What compliance and security standards does Apricot meet?
Apricot is HIPAA-compliant, SOC 2 Type II certified, and meets GDPR requirements. It includes comprehensive security features:
- Data encryption at rest and in transit
- Role-based access controls
- Audit trails for all data changes
- Secure data backup and disaster recovery
- Regular security audits
For organizations serving vulnerable populations or handling sensitive health information, Apricot provides the security infrastructure required for regulatory compliance and ethical data management.
Can Apricot handle multiple programs with different data requirements?
Yes, this is one of Apricot's core strengths. The platform is highly customizable, allowing you to create program-specific forms, workflows, and data fields while maintaining a unified database. You can track different outcome measures for each program, generate program-specific reports, and still analyze data across programs to identify cross-program trends. This makes Apricot particularly valuable for multi-service organizations or those managing diverse program portfolios.
Ready to Transform Your Program Management?
Apricot helps nonprofits turn participant data into measurable impact—automating reporting, predicting outcomes, and freeing your team to focus on service delivery instead of spreadsheets.