SureImpact For Non Profits: Impact Management SureImpact Reporting
Drowning in spreadsheets while trying to prove your programs work? SureImpact uses AI to automate outcomes tracking, transform raw data into compelling impact stories, and generate funder-ready reports in minutes instead of days—helping your 3-person team demonstrate real community impact without hiring a data analyst.
What It Does (The Problem It Solves)
Spending 15 hours per month compiling program data for funder reports, only to realize you're missing half the outcomes they actually care about? Most nonprofits track impact using disconnected spreadsheets, paper surveys, and staff memory—making it nearly impossible to answer critical questions like "Did our job training program actually help participants find employment?" or "Which intervention strategies work best for youth development?"
SureImpact solves this by creating a centralized system for collecting, measuring, and reporting outcomes data with AI doing the heavy analytical lifting. Instead of manually aggregating participant surveys, program attendance, and follow-up data across multiple sources, the platform automatically:
- Collects outcomes data seamlessly through mobile surveys, participant portals, and staff assessments that integrate with your existing workflows
- Identifies meaningful patterns using machine learning to surface which program activities correlate with positive outcomes (without requiring statistical expertise)
- Generates automated reports with charts, outcome metrics, and compelling participant stories formatted for specific funder requirements
- Tracks progress in real-time with dashboards showing which programs are hitting targets and which need course correction—before the quarterly board meeting
Unlike basic survey tools like SurveyMonkey (which just collect data) or comprehensive case management systems like Apricot (which track everything but make outcomes analysis overwhelming), SureImpact sits in the sweet spot: powerful enough to measure complex, multi-touchpoint programs, yet simple enough that program coordinators use it daily without IT support.
The AI components work behind the scenes to clean data, identify outcome correlations, suggest relevant metrics for different funders, and even draft narrative sections of reports based on quantitative results. It's like having a program evaluator, data analyst, and grant writer collaborating 24/7—turning "we think our programs work" into "here's proof our programs work, with numbers."
Best For
Organization Size
Small to large nonprofits serving 100+ participants annually across one or more programs. The platform scales from single-program organizations to multi-site agencies serving thousands, with pricing tiers designed for different organization sizes.
- Sweet spot: Mid-sized nonprofits (5-50 staff) running multiple programs with foundation or government grant funding
- Also works for: Small organizations with 1-2 programs but complex outcomes tracking requirements
- Enterprise option: Large agencies with 100+ staff managing community-wide initiatives across multiple locations
Best Use Cases
- Grant-Funded Programs: Organizations required to report specific outcomes to foundations, government agencies, or United Way (unemployment rates, housing stability, educational attainment, health indicators)
- Multi-Program Service Providers: Nonprofits running job training + mental health counseling + housing assistance who need to track outcomes across different intervention models
- Evidence-Based Program Evaluation: Organizations implementing proven interventions (like the Nurse-Family Partnership or evidence-based literacy programs) that require fidelity tracking and outcome validation
- Collective Impact Initiatives: Multi-organization collaboratives working on community-level outcomes (reducing homelessness, improving graduation rates) needing shared measurement systems
- Strategic Planning & Continuous Improvement: Nonprofits committed to data-driven decision-making who want real-time insights about program effectiveness
Ideal For
Program Directors, Executive Directors, Evaluation Coordinators, and Development Staff who need to demonstrate program impact to funders, boards, and stakeholders—without getting a PhD in statistics.
Key Features for Nonprofits
AI-Powered Outcomes Analysis
Machine learning identifies which program activities and participant characteristics predict successful outcomes, surfacing insights invisible in spreadsheets.
- Automatically detects patterns like "participants attending 8+ mentoring sessions are 3x more likely to complete job training"
- Flags data quality issues (missing surveys, inconsistent responses) before they undermine your evaluation
- Predicts which participants are at risk of dropping out based on engagement patterns, enabling proactive intervention
Mobile Data Collection & Surveys
Staff and participants complete assessments on smartphones or tablets, eliminating paper forms and manual data entry that waste 10+ hours per week.
- Offline mode works without internet connection (perfect for home visits or rural programs)
- Logic branching shows different questions based on previous answers (reducing survey length and participant burden)
- Automated reminders ensure follow-up surveys get completed (30-day, 90-day, 6-month check-ins)
Automated Report Generation
AI transforms raw data into polished, funder-ready reports with visualizations, outcome metrics, and narrative summaries—reducing 8-hour reporting tasks to 30 minutes.
- Templates for common funder formats (United Way, federal GPRA reports, foundation logic models)
- AI suggests which metrics and stories to highlight based on the funder's priorities and past successful grants
- One-click export to PDF, Word, or PowerPoint with professional formatting and your organization's branding
Real-Time Impact Dashboards
Live visualizations show program performance against goals, helping leadership make course corrections before quarterly reviews reveal problems.
- Track key metrics by program, location, demographic group, or time period with drag-and-drop filtering
- Benchmark your results against similar organizations (anonymized peer comparison data)
- Share read-only dashboard links with board members and funders for transparent progress monitoring
Participant Management & Case Tracking
Centralized profiles track participant journeys from intake through program completion and long-term follow-up, connecting services across programs.
- See complete participant history across all programs (counseling + job training + housing support) in one view
- Custom fields and workflows match your specific program requirements (intake assessments, service plans, discharge summaries)
- HIPAA-compliant data security for sensitive health and demographic information
Smart Metric Library & Templates
Pre-built outcome measures and survey instruments for common program types, eliminating the need to design evaluation frameworks from scratch.
- Evidence-based instruments for workforce development, youth programs, mental health, housing stability, and education
- Validated scales (PHQ-9 for depression, ACES for trauma screening) already mapped to data collection workflows
- AI recommends metrics based on your program description and funder requirements
Real-World Nonprofit Use Case
A youth development nonprofit running after-school programs at five urban schools was struggling to demonstrate impact to their primary funder, a large foundation requiring quarterly reports on academic achievement, social-emotional development, and family engagement outcomes. Their program director spent 12-15 hours every quarter manually compiling attendance records from spreadsheets, paper surveys from students and parents, and teacher assessments—often discovering missing data only when it was too late to collect it.
The foundation had started asking tougher questions: "Which program activities drive the best outcomes? Are students who attend more sessions showing greater improvement? What about demographic differences—are all groups benefiting equally?" The nonprofit didn't have good answers because their data was too fragmented and they lacked analytical capacity.
After implementing SureImpact, the transformation was dramatic:
- Reporting time dropped from 12 hours to 90 minutes per quarter—automated reports pulled data from all five sites with one click
- Data completion rates improved from 60% to 94% because mobile surveys reminded staff and parents to complete assessments, with offline mode working during home visits
- Discovered a critical insight: Students attending 25+ program hours per semester showed 2.3x greater academic improvement than those attending sporadically—leading them to restructure their recruitment to prioritize consistent engagement
- Identified an equity gap: The AI analysis revealed that students with Spanish-speaking parents had lower family engagement scores not because they were disengaged, but because surveys were only offered in English—prompting immediate translation and a 40% increase in Hispanic family participation
- Secured 3-year renewal funding from their foundation based on compelling evidence of impact, with the program officer specifically praising the "data-driven approach and commitment to continuous improvement"
Most importantly, the program director now spends her time using insights to improve programs rather than wrestling with Excel. When the foundation asked during the renewal conversation "How do you know your programs are working?" she pulled up a live dashboard showing outcomes by student cohort, program activity, and demographic group—demonstrating impact in real-time rather than promising to "get back to them with numbers."
The platform paid for itself within six months through staff time savings alone (12 hours/month Ă— $35/hour Ă— 12 months = $5,040), but the real value was the improved program quality and strengthened funder relationships that came from finally having reliable data.
Pricing
Tiered Pricing by Organization Size
Based on number of staff users and participants served
SureImpact uses tiered annual pricing based on your organization size, number of programs, and participant volume. This ensures small nonprofits pay affordable rates while larger agencies have access to enterprise features.
Typical Pricing Ranges:
- Small Nonprofit Tier: $3,000-$5,000/year (1-25 staff, up to 500 participants, 1-3 programs)
- Mid-Sized Nonprofit Tier: $6,000-$12,000/year (26-75 staff, 500-2,500 participants, multiple programs)
- Large Organization Tier: $15,000-$30,000+/year (75+ staff, 2,500+ participants, multi-site operations)
What's Included:
- Unlimited surveys, assessments, and data collection forms
- AI-powered analytics and insights engine
- Mobile app for iOS and Android
- Automated report generation and dashboards
- Training and onboarding support
- Standard integrations (CRM, email, data export)
Important Pricing Notes:
- •Request a personalized quote based on your specific needs (number of staff, participants, programs)
- •Annual contracts typically offer 10-15% savings compared to monthly billing
- •Implementation/setup fees may apply for complex configurations or data migrations (typically $1,000-$3,000)
- •Custom integrations and advanced API access available at additional cost for enterprise tier
đź’° Nonprofit Pricing
SureImpact is built specifically for nonprofits, so their pricing structure already reflects nonprofit budgets and funding realities. While they don't offer percentage-based "nonprofit discounts" (since all customers are nonprofits), they do provide:
- Sliding scale pricing based on organization budget and size—small grassroots nonprofits pay significantly less than large agencies
- Flexible payment plans including quarterly billing to align with grant disbursement schedules
- Grant-friendly invoicing with detailed line items for budget justifications and reimbursement requests
- Free trial period (typically 30 days) to test with your programs before committing to annual contract
How to Access Best Pricing:
- Request a demo and be transparent about your organization's budget constraints
- Share your annual operating budget and number of staff during pricing conversation
- Ask about payment plan options if annual upfront payment is challenging
- Inquire about phased implementation (starting with one program) to spread costs over time
Budget Planning Tip: Many nonprofits successfully include SureImpact costs in grant proposals under "program evaluation" or "performance measurement" budget lines. The platform helps meet funder reporting requirements, making it a justifiable grant expense.
*Pricing information is subject to change. Please verify current pricing directly with SureImpact.
Learning Curve
Intermediate
Requires 2-4 weeks implementation, moderate comfort with data concepts helpful
Time to First Value:
- Initial setup: 1-2 weeks (configuring programs, importing participant data, designing surveys)
- First data collection: Within first week of setup (mobile surveys can launch immediately)
- Staff proficiency: 2-3 weeks for frontline staff, 4-6 weeks for advanced features (custom reporting, analytics)
- Meaningful insights: 30-60 days after collecting sufficient data for AI pattern detection
Technical Requirements:
- Comfort with spreadsheets and basic data management concepts (understanding what outcomes vs. outputs means)
- Familiarity with survey design principles (or willingness to use pre-built templates)
- Basic logic model or theory of change for your programs (helps map outcomes effectively)
- No coding required; drag-and-drop interface for survey building and report customization
Support Available:
- Dedicated implementation specialist guides setup and initial configuration (2-4 weeks of hands-on support)
- Live training webinars for staff (basics, advanced analytics, best practices)
- Comprehensive knowledge base with video tutorials and step-by-step guides
- Email and chat support for troubleshooting (response within 24 hours typically)
- User community forums for peer learning and template sharing
- Optional consulting services for evaluation design and outcomes framework development
Common Pitfall:
Many nonprofits rush implementation without first clarifying their outcomes framework—what specific changes they expect to see in participants. Jumping straight to survey design without a clear theory of change leads to collecting irrelevant data that doesn't tell your impact story.
Best practice: Before configuring SureImpact, spend 2-4 hours with your program team mapping your logic model: What activities do you deliver? What changes do participants experience (short-term outcomes)? What lasting impact results (long-term outcomes)? This upfront planning ensures you're measuring what matters, not just what's easy to count. SureImpact's implementation team can facilitate this conversation if you need guidance.
Integration & Compatibility
Connects With:
CRM/Donor Management:
Salesforce Nonprofit Cloud, Blackbaud Raiser's Edge, DonorPerfect, Bloomerang, Little Green Light
Case Management Systems:
Apricot by Social Solutions, Penelope, ClientTrack, ETO (Efforts to Outcomes), Foothold Technology
Grant Management:
Foundant GLM, Fluxx, Blackbaud Grantmaking, WizeHive
Email & Communication:
Mailchimp, Constant Contact, Microsoft Outlook, Gmail (for automated survey distribution)
Data Export & Analytics:
Excel/CSV export, Tableau, Power BI, Google Data Studio, custom API integrations
Authentication & Security:
Single Sign-On (SSO) via SAML, Active Directory integration, two-factor authentication
Platform Availability:
- Web-based: Works on all modern browsers (Chrome, Firefox, Safari, Edge) via secure cloud platform
- Mobile apps: Native iOS (iPhone/iPad) and Android apps with offline data collection capability
- Tablet optimized: Responsive design works on tablets for in-person assessments and intake interviews
- No desktop software required: Fully cloud-based; access from anywhere with internet
Data Portability & Security:
- Full CSV/Excel export of all participant data, survey responses, and reports
- API access for automated data syncing and custom integrations
- HIPAA compliant with Business Associate Agreement (BAA) available for healthcare-related programs
- SOC 2 Type II certified for data security and privacy
- Role-based access controls (limit who sees sensitive participant information)
- Encrypted data storage and transmission (AES-256 encryption)
Pros & Cons
Pros
- Massive time savings: Reduces grant reporting time by 50-70% through automated data compilation and report generation—freeing staff to focus on program delivery
- Built for nonprofits: Unlike generic survey tools, designed specifically for human services outcomes measurement with relevant metrics and frameworks pre-built
- AI that adds real value: Pattern detection and correlation analysis surface insights you'd never find manually, improving program design
- Mobile-first data collection: Offline capability and intuitive apps mean staff actually use it in the field, improving data quality
- Strong funder credibility: Professional reports with data visualizations strengthen grant applications and renewal requests
- Excellent support: Implementation specialists genuinely help with evaluation design, not just software training
Cons
- Cost barrier for small organizations: Starting at $3,000-$5,000/year, too expensive for grassroots nonprofits with budgets under $200K or serving fewer than 100 participants
- Requires upfront evaluation planning: You need a clear outcomes framework before implementation; can't just "figure it out as you go"
- Learning curve for complex programs: Multi-site organizations with diverse program models need 4-6 weeks for full implementation
- Change management challenge: Staff resistant to data collection may require significant coaching and buy-in efforts
- Not a full case management system: Focuses on outcomes measurement; may need separate software for detailed case notes and service coordination
- AI insights require data volume: Pattern detection works best with 100+ participants; smaller programs may not benefit from advanced analytics
Alternatives to Consider
If SureImpact doesn't feel like the right fit, consider:
Apricot by Social Solutions
Comprehensive case management with outcomes tracking
More comprehensive platform combining case management, client tracking, and outcomes measurement. Better for organizations needing detailed case notes and service coordination alongside impact reporting. Steeper learning curve and higher cost, but more all-in-one functionality. Best if you need full case management, not just outcomes measurement.
Efforts to Outcomes (ETO)
Enterprise-level outcomes management for social services
Robust platform used by large multi-service agencies and coalitions. Excellent for complex, multi-partner initiatives requiring shared measurement. More expensive and complex than SureImpact with longer implementation timelines. Best for large organizations (100+ staff) or collective impact initiatives needing enterprise features.
Google Forms + Spreadsheets
Free DIY approach for basic outcomes tracking
Completely free option combining Google Forms for surveys with Sheets for data analysis. Requires significant manual work and lacks AI insights, but workable for small organizations with simple programs and limited budgets. No automated reporting; you'll build everything from scratch. Best for organizations under $100K budget or those serving fewer than 50 participants who can't justify paid software.
Why you might choose SureImpact instead:
Superior balance of power and usability, nonprofit-specific design, and AI-driven insights without requiring statistical expertise. Apricot and ETO offer more features but are overkill (and expensive) if your primary need is demonstrating impact to funders. Google Forms is free but requires 10-15 hours per month of manual work that SureImpact automates in minutes. For mid-sized nonprofits focused on outcomes measurement and grant reporting, SureImpact hits the sweet spot of functionality, ease of use, and cost.
Getting Started
Your First Month with SureImpact
Step 1: Clarify Your Outcomes Framework (1-2 hours before requesting demo)
Before reaching out to SureImpact, invest time mapping your program logic model. This preparation ensures you get maximum value from the demo and implementation:
- List your program activities (workshops, counseling sessions, job training, etc.)
- Define short-term outcomes (knowledge gained, skills developed, attitudes changed)
- Identify long-term impacts (employment secured, housing stabilized, health improved)
- Note any specific metrics your funders require (graduation rates, recidivism reduction, income increases)
Pro tip: If you don't have a formal logic model, SureImpact's team can help facilitate this process during onboarding—but having even a rough draft speeds implementation significantly.
Step 2: Request Demo and Discuss Implementation (30-60 minutes)
Schedule a personalized demo where you'll see the platform configured for programs similar to yours. Come prepared to discuss:
- Number and types of programs you operate
- Current data collection methods and pain points
- How many participants you serve annually
- Key funders and their reporting requirements
- Staff capacity for implementation and ongoing data entry
Pro tip: Ask to see sample reports matching your funder requirements. Request pricing customized to your organization size and complexity—be transparent about budget constraints to get creative payment options.
Step 3: Initial Setup and Configuration (Week 1-2)
Work with your implementation specialist to configure SureImpact for your programs:
- Set up organizational structure (programs, sites, staff roles)
- Import existing participant data (from spreadsheets or current system)
- Design intake forms and outcome surveys using templates or custom fields
- Configure automated workflows (when surveys get sent, who receives reminders)
- Customize dashboards and reports for your leadership team
Pro tip: Start with one program for the first 2-3 weeks rather than trying to configure everything at once. Get staff comfortable with the basics before expanding to additional programs.
Step 4: Staff Training and Pilot Testing (Week 2-4)
Get your team using the platform with hands-on training:
- Attend live training webinars covering basics (data entry, survey completion, mobile app use)
- Run pilot surveys with 10-20 participants to test workflows and identify issues
- Practice generating reports to ensure they include the data you actually need
- Address staff questions and concerns about the new system (change management is critical)
Pro tip: Identify 1-2 "data champions" among your staff who learn the system deeply and become internal resources for colleagues. Don't rely solely on leadership to drive adoption—peer support is more effective.
Step 5: Full Launch and Continuous Improvement (Month 2+)
Expand to all programs and start leveraging AI insights:
- Roll out to all programs and staff with lessons learned from pilot
- Schedule monthly data review meetings to discuss dashboard insights and program adjustments
- Use AI pattern detection to identify which participants need additional support or which activities correlate with success
- Generate your first funder report—celebrate the time savings and improved data quality
- Continuously refine surveys and workflows based on staff feedback and data completeness rates
Pro tip: Block time on your calendar every 30-60 days to review outcomes data with your program team. The platform's value comes not from data collection alone, but from using insights to improve programs. Make data review a regular habit, not a once-a-year exercise.
🤝 Need Implementation Support?
Implementing SureImpact isn't just about software configuration—it's about developing a robust evaluation framework, building staff buy-in, and establishing data-driven decision-making processes. If you'd like expert guidance on outcomes measurement strategy, logic model development, or change management, we're here to help.
One Hundred Nights offers evaluation consulting services including outcomes framework design, SureImpact configuration support, staff training facilitation, and ongoing data analysis coaching.
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Frequently Asked Questions
Is SureImpact free for nonprofits?
SureImpact is not free, but offers nonprofit-specific pricing tiers based on organization size and features needed. Pricing typically starts around $3,000-$5,000 annually for small nonprofits (1-25 staff) and scales up for larger organizations. Many nonprofits find the time savings (reducing data entry by 50-60%) and improved grant success rates justify the investment within the first year.
How long does it take to implement SureImpact?
Initial setup takes 1-2 weeks for basic configuration, survey design, and staff training. Full implementation including custom workflows, integrations, and multi-program tracking typically takes 4-6 weeks. Most organizations start collecting meaningful outcomes data within the first month, with full team proficiency achieved in 2-3 months of regular use.
Does SureImpact integrate with donor management systems?
Yes, SureImpact integrates with popular nonprofit CRMs including Salesforce Nonprofit Cloud, Blackbaud, and DonorPerfect. The platform also offers API access for custom integrations with case management systems, grant management software, and data warehouses. Integration setup typically takes 2-4 hours with support from their technical team.
Can SureImpact help with grant reporting?
Yes, this is one of SureImpact's strongest features. The platform automatically generates funder-ready reports with visualizations, outcome metrics, and participant stories. AI helps identify which data points to include for different funder requirements, and templates can be saved for recurring reports. Most organizations reduce grant reporting time from 8-12 hours per report to 1-2 hours with automated data compilation.
What's the difference between SureImpact and Apricot by Social Solutions?
SureImpact focuses specifically on outcomes measurement and impact reporting with AI-powered analytics, while Apricot is a more comprehensive case management platform with broader client tracking features. SureImpact has a simpler, more intuitive interface and stronger data visualization capabilities. Choose SureImpact if your primary need is demonstrating impact to funders; choose Apricot if you need comprehensive case management with outcomes tracking as one component.
Do I need technical skills to use SureImpact?
No coding skills are required. Comfort with spreadsheets and basic data concepts is helpful. The interface is designed for program managers and staff, not IT professionals. Survey building uses drag-and-drop tools, and reports are generated with point-and-click wizards. Most non-technical staff become proficient within 2-3 weeks of training.
Ready to Prove Your Impact?
Join hundreds of nonprofits using SureImpact to transform outcomes tracking from a reporting burden into strategic intelligence. Request a personalized demo to see how AI-powered measurement can strengthen your programs, satisfy funders, and free your team from spreadsheet overwhelm.