Sumac for Nonprofits: Customizable Case Management CRM
Your caseworkers are buried in paperwork, switching between disconnected tools to track clients, log services, and pull funder reports. Sumac by Societ brings case management, intake forms, e-signatures, and outcome tracking into one HIPAA and PIPEDA-compliant platform that your team can actually learn in a week, not months. Start with the case management core and add modules for donations, volunteers, grants, and memberships as your organization grows, paying only for what you need.
What Sumac Does
Spending your Friday afternoons manually compiling client data from three different spreadsheets to meet a funder deadline? Sumac eliminates the patchwork by centralizing case management, service tracking, and outcome reporting in one cloud-based platform designed specifically for nonprofits.
Built by Societ (formerly Silent Partner Software), Sumac has been serving the nonprofit sector for over 20 years. The platform handles the full lifecycle of client engagement: secure online intake forms that feed directly into your CRM, digital consent and assessment forms with built-in e-signatures, case notes and service documentation, automated task reminders, and the reporting your funders need. The mobile-friendly Case Portal means your team can update client records from a home visit, community event, or anywhere with internet access.
What sets Sumac apart from enterprise case management systems is its modular design. You start with case management as the core and add extensions only when you need them. Need to track donations? Add the fundraising module. Managing volunteers? There's an add-on for that. This means you are not paying for features you do not use, and your team is not overwhelmed by a platform built for organizations ten times your size.
Best For
Organization Size
Small to mid-sized nonprofits with 2-50 staff members managing client services. Best for organizations with:
- Up to 200,000 client records
- Need for HIPAA or PIPEDA compliance
- Limited IT resources and tight budgets
Key Use Cases
- Social services and community health organizations
- Mental health and counseling agencies
- Youth programs and family services
- Canadian nonprofits needing PIPEDA compliance
Ideal Teams
- Case managers and social workers
- Program directors tracking participant outcomes
- Executive directors wearing multiple hats
- Field staff who need mobile access to client data
May Not Be the Best Fit If...
- You need advanced AI-powered analytics or predictive features
- Your organization requires complex multi-program workflow automation
- You need HMIS-specific compliance and reporting
- You have 100+ users needing enterprise-grade permissions
Key Features for Nonprofits
Centralized Client Tracking
Track every client interaction, service delivered, appointment scheduled, and outcome achieved in one place. Get a complete picture of each client's journey across all your programs without toggling between spreadsheets and disconnected tools.
Web Intake Forms & E-Signatures
Create branded, secure web forms for client intake that feed directly into your CRM. Digital consent forms, waivers, and assessments with built-in e-signatures eliminate paper filing and manual data entry, so your team can process new clients faster.
Mobile Case Portal
Your team can manage client information, add case notes, check appointments, and log services from any device. The Case Portal is included at no extra cost and works on phones, tablets, and laptops, so field staff and home visitors stay connected.
Automated Workflows & Reminders
Set up custom workflows with automatic task alerts and reminders so nothing falls through the cracks. Automate follow-up scheduling, document review deadlines, and recurring service delivery tasks to reduce the manual coordination burden on your team.
Modular Add-Ons
Build your perfect nonprofit CRM by adding only the modules you need. Extensions include donation management with receipting, volunteer coordination, grant tracking, and membership management. Scale your platform as your organization grows without switching systems.
HIPAA & PIPEDA Compliance
Protect sensitive client data with role-based access controls, encrypted hosting, secure backups, and audit logging. Sumac meets both U.S. HIPAA and Canadian PIPEDA requirements, making it one of the few affordable case management tools that serves organizations on both sides of the border.
How Sumac Uses Automation
Sumac is transparent about what it offers: practical workflow automation rather than headline-grabbing AI features. For many small nonprofits, this is exactly the right approach, because reliable automation that works every time is more valuable than unpredictable AI that requires training data you do not have.
What's Automated
- Task Alerts & Reminders: Custom triggers that notify staff about follow-up deadlines, upcoming appointments, document expirations, and service milestones without manual calendar tracking
- Intake Form Processing: Web forms automatically populate client records in the CRM, eliminating double data entry and reducing errors
- Email Marketing Automation: Built-in mass email and personalized communication tools with scheduling and templates
- Donation Receipting: Automatic tax receipt generation and distribution when using the donations add-on
What's NOT AI-Powered
- Sumac does not currently include generative AI, predictive analytics, or machine learning features. Its reporting is rule-based and manual, not AI-driven. Workflow automation uses predetermined triggers and rules rather than adaptive intelligence. For nonprofits that want AI-powered case insights, tools like Untapped Solutions or Bonterra may be worth evaluating.
Why This Matters for Nonprofits
Not every nonprofit needs AI. If your organization has 500 clients and 5 staff members, reliable workflow automation that ensures no follow-up is missed and every intake form is processed correctly delivers more practical value than predictive analytics trained on insufficient data. Sumac's straightforward automation approach means your team can start benefiting from the platform within days, not weeks of AI configuration.
Real-World Nonprofit Use Case
Imagine a community health organization in Ontario serving 800 clients across three programs: mental health counseling, substance use recovery, and family support services. Before Sumac, each program tracked clients in separate spreadsheets. Intake involved paper forms that an admin manually entered into the system. Compliance reporting for their PIPEDA obligations required pulling data from multiple sources and cross-referencing manually.
After implementing Sumac, the organization consolidated all three programs into one platform. New clients complete branded web intake forms on tablets in the waiting room, and their information flows directly into the CRM. Caseworkers log session notes and track service delivery through the mobile Case Portal between appointments. Automated reminders alert staff when client assessments are due or when consent forms need renewal.
The organization added the donations module six months later when they launched an annual fundraising campaign, connecting Sumac to their Mailchimp account to send targeted appeals to supporters. Their compliance reporting, which previously consumed two full weeks per quarter, now takes a single afternoon because all the data lives in one searchable, filterable database.
Pricing
Sumac uses a modular pricing model where you build your CRM by choosing a core module and adding extensions. This approach keeps costs manageable for small nonprofits that do not need every feature from day one.
Case Management Core
Starting at ~$109/month
- Client and case tracking
- Custom web intake forms
- Digital forms with e-signatures
- Mobile Case Portal
- Workflow automation and reminders
- Built-in email communication
- HIPAA & PIPEDA compliance
- Free live phone support
Available Add-Ons
Additional monthly cost per module
- Donations: Fundraising outreach, donation processing, and tax receipting
- Volunteers: Recruitment, scheduling, hour tracking, and reporting
- Grants: Application tracking, deadline management, and structured workflows
- Memberships: Signup, renewals, payment processing, and member communications
Free Version Available
Sumac offers a free version that includes everything a startup nonprofit needs to get started. This gives new organizations a way to adopt professional case management tools without upfront investment. Users have also reported purchasing Sumac through TechSoup at discounted rates, so check both options when evaluating cost.
Note: Prices may be outdated or inaccurate.
Learning Curve
Time to Value
- Difficulty: Intermediate. The platform structure is logical, but some users note the interface could be more intuitive. Plan for a learning period.
- Initial Setup: 3-5 hours for account configuration, field customization, and data import.
- First Productive Use: 1-2 days after setup. Your team can start entering clients and case notes right away.
- Full Proficiency: 1-2 weeks of regular use for most staff. Custom reporting and workflow automation may take longer to master.
Support & Training
- Free live phone support included with all plans
- Responsive customer service team (CEO personally involved in support)
- Knowledge base and documentation
- No coding or technical expertise required
Integration & Compatibility
Connects With
- Payment Processing: Stripe, iATS
- Accounting: QuickBooks
- Email Marketing: Mailchimp, Constant Contact
- Calendar: Google Calendar
- Email: Gmail, Office 365
Platform Details
- Deployment: Cloud-based (web browser)
- Mobile: Mobile-friendly Case Portal (any device)
- Data Capacity: Up to 200,000 records
- Security: Role-based access, encrypted hosting, secure backups
Pros & Cons
Pros
- Excellent value: One of the most affordable HIPAA-compliant case management tools on the market, with a free version for startups
- Outstanding customer support: Free live phone support with highly responsive team, including personal involvement from company leadership
- Modular flexibility: Pay only for the features you need. Start with case management and add donations, volunteers, or grants later
- Dual compliance: Both HIPAA and PIPEDA compliant, ideal for organizations operating in the U.S. and Canada
- Highly customizable: Flexible database structure that adapts to your organization's specific workflows and fields
Cons
- Interface learning curve: Some users find the platform less intuitive than modern SaaS tools, requiring a ramp-up period for new staff
- Reporting limitations: Custom reports can be difficult to build without assistance, and the platform lacks the depth of reporting templates that larger competitors offer
- No AI capabilities: If you need predictive analytics, AI-powered insights, or intelligent case routing, you will need to look elsewhere
- Add-on costs accumulate: While the base price is affordable, adding multiple modules increases the monthly cost significantly
- Missing conveniences: Users have noted the lack of auto-save, spell-check, and easy Excel export functionality
Alternatives to Consider
If Sumac does not feel like the right fit, here are three alternatives that serve similar needs:
CaseWorthy
Best for larger, multi-program organizations
More advanced workflow automation and rules-based eligibility. Better for organizations with 50+ staff and complex compliance requirements across multiple sectors. Higher price point but deeper customization.
Untapped Solutions
Best for justice-focused organizations
AI-powered case management built for reentry and workforce development. Includes AI agents that automate documentation and an integrated job board. Best for organizations serving justice-impacted populations.
Bonterra
Best for comprehensive platform needs
Enterprise-grade nonprofit platform combining fundraising, case management, and program management. More expensive but offers AI-powered coaching and broader capabilities for large organizations.
Why you might choose Sumac instead: Sumac offers the best value for small to mid-sized nonprofits that need HIPAA/PIPEDA-compliant case management without enterprise pricing or complexity. Its modular approach lets you start lean and expand, and the free live phone support is a genuine differentiator when your two-person team hits a configuration question at 3pm on a Wednesday.
Getting Started
Here is a realistic plan for your first week with Sumac:
Sign Up and Configure (2-3 hours)
Create your account, set up custom fields to match your programs, and configure role-based access for your team. Call Sumac's free support line if you hit any questions during setup.
Import Client Data (1-2 hours)
Clean your existing spreadsheet data and import it into Sumac. Spend 30 minutes removing duplicates and standardizing field names before importing to get better results.
Build Your First Intake Form (30-60 minutes)
Create a branded web intake form for your most common program. Test it by submitting a sample entry and verifying it populates correctly in the CRM.
Set Up Automated Reminders (30 minutes)
Configure task alerts for follow-up deadlines and recurring services. Start with your most critical workflows, like 30-day check-ins or assessment renewals, and expand from there.
Need Help with Implementation?
Setting up a new case management system while keeping your current operations running can feel overwhelming. If you need guidance on data migration, workflow configuration, or getting your team up to speed with Sumac, we are here to help.
Frequently Asked Questions
What is Sumac and who is it for?
Sumac is a cloud-based case management CRM built specifically for nonprofits. It helps organizations track clients, manage programs, document services, and report on outcomes in one centralized platform. Sumac is best for small to mid-sized nonprofits in social services, healthcare, education, and community organizations that need HIPAA or PIPEDA-compliant client management without enterprise-level complexity or cost.
How much does Sumac cost?
Sumac's case management module starts at approximately $109 per month. The platform uses a modular pricing approach where you pay for the base case management system and add extensions like donations, volunteer management, grants, and memberships as needed. A free version is available for startup nonprofits with basic needs. Some users have also reported purchasing through TechSoup at discounted rates.
Is Sumac HIPAA compliant?
Yes. Sumac is both HIPAA and PIPEDA compliant. The platform includes role-based access controls, encrypted data storage, secure backups, and audit logging. This makes it suitable for nonprofits handling protected health information and organizations operating in both the United States and Canada.
Does Sumac offer a nonprofit discount?
Sumac is built exclusively for nonprofits, so its pricing is already positioned for the sector. While there is no separately advertised discount program, users have reported purchasing Sumac through TechSoup at discounted rates. Sumac also offers a free version for startup organizations. Contact Sumac directly or check TechSoup for the most current options.
What integrations does Sumac support?
Sumac integrates with Stripe and iATS for payment processing, QuickBooks for accounting, Mailchimp and Constant Contact for email marketing, Google Calendar for scheduling, and Gmail and Office 365 for email. The platform also offers custom web-based intake forms that feed directly into the CRM and a mobile Case Portal for field access.
How does Sumac compare to CaseWorthy?
Both tools serve nonprofits needing case management, but they target different sizes. Sumac is more affordable and better suited for small to mid-sized nonprofits wanting a modular, easy-to-adopt system. CaseWorthy is designed for larger, multi-program organizations with complex compliance requirements and deeper workflow customization. Sumac excels in affordability and customer support, while CaseWorthy offers more advanced rules-based workflow automation.
Does Sumac have AI features?
Sumac's current feature set focuses on workflow automation rather than AI. The platform includes automated reminders, task alerts, and custom workflow triggers. While it does not offer generative AI or predictive analytics, its automation tools effectively streamline case management for nonprofits that prioritize reliability and simplicity. If AI capabilities are important, consider Untapped Solutions or Bonterra.