Overview

CharityTracker brings case records, client documents, service tracking and reporting into one system. Its shared network lets partner agencies exchange requests, alerts, bulletins and referrals, a useful fit for coalitions coordinating support rather than managing cases in isolation. Network access is controlled: an administrator must approve an agency, and users must electronically sign the Terms of Service.

The maker describes the platform as HIPAA-compliant and says it is hosted by Amazon Web Services, citing ISO 27001, FISMA and PCI compliance. Each staff member or volunteer needs a unique login, so the per-user model has a real budget consequence when access extends beyond core staff.

Key features

Client intake and records

Case intake and centralized client documents support a shared record of service work. Pro adds kiosk and remote intake, allowing clients to submit requests digitally. That is valuable for organizations seeking self-service intake, but teams that do not need it can keep costs lower on Basic or Plus.

Reporting and outcomes

Reporting and assessment tools help teams track client progress and communicate results to funders. Basic includes comprehensive reports; Plus adds outcome tracking, while Pro adds customizable assessments and changes-over-time reports. The tier progression suits organizations whose reporting needs grow from general program visibility to more tailored longitudinal review.

Agency coordination and integrations

Shared requests, referrals, alerts and bulletins support coordination among approved partner agencies. Plus adds barcode scanning, client IDs, digital signature capture and file uploads; Pro adds an API, SMS broadcasts and scheduling. The API is a meaningful option for teams that need to connect CharityTracker to their stack, while barcode integration supports client identification and assistance workflows.

Pricing

CharityTracker is paid, with a 14-day trial that does not require a credit card. After the trial, customers can choose a paid plan or request an extension. All plans are priced per user, and each staff member or volunteer must have a unique login.

Basic — $20 / month / user. Includes easy case management, comprehensive reports, area-wide bulletins and daily backups, with access 24 hours a day, 7 days a week, 365 days a year. It is the entry point for organizations that need core case management and reporting without Plus’s document and referral tools.
Plus — $40 / month / user. Adds barcode scanning, client IDs, digital signature capture, file uploads, requests and referrals, and outcome tracking. It fits teams that need richer service coordination and outcome records, but not digital intake or the Pro reporting and API features.
Pro — $60 / month / user. Adds kiosk or remote intake, SMS broadcasts, appointments and scheduling, customizable assessments, changes-over-time reports and an API. It is the most complete fit for organizations that need digital intake or deeper reporting and integration; smaller teams may not need enough of those additions to justify the higher per-user price.

CharityTracker also offers community-wide pricing discounts for coalitions and multi-agency networks, which may make broader adoption more practical. The trial is short, so teams should use it to assess their required seat count and tier before committing.

Platforms

CharityTracker is available on the web and offers an API on Pro. The listed platforms do not include mobile apps, so teams requiring a native mobile platform should compare alternatives before choosing it.

Who it's for

The platform is aimed at community nonprofits, churches, hospitals and healthcare providers, human services, social work, domestic violence services, disaster recovery and other community-serving organizations. It is particularly well suited to agencies that need to coordinate referrals and share client-related information across an approved network. It is less compelling for organizations that need a free plan, broad access without per-user costs, or a mobile platform.

Pros and cons

Pros: Shared agency requests, alerts, bulletins and referrals support cross-organization coordination; outcome and reporting tools help teams document progress for funders; Pro includes digital intake and an API.
Cons: Every staff member and volunteer needs a paid unique login, so costs rise as access expands; kiosk or remote intake and the API require the $60-per-user Pro plan; agency access requires administrator approval and signed Terms of Service.

Alternatives

Alleviate ImpactOps OS is worth considering if a free starting tier matters: its Starter plan is $0.00 USD per free, while Growth is $150.00 USD per month.
Kinaki offers a free plan and a free trial, making it an option for teams looking for a no-cost entry point.
FORMNA offers a $0.00 USD per free open-source, self-hosted plan with all features included for qualifying organizations; choose it when self-hosting is a priority.
KoNote is a free, self-hosted option for organizations prepared to run and secure their own infrastructure.
Salesforce Nonprofit Cloud may suit eligible nonprofits seeking free licenses: its Power of Us Program provides 10 free Salesforce Nonprofit Cloud or Sales/Service Cloud licenses.
Bonterra ETO is another paid, web-based option.
TraxSolutions is a paid option with Android, iOS and web platforms.
Equip is a paid option with Android, iOS and web platforms.

For broader comparisons, see Nonprofit Program Management Software, Nonprofit Case Management Software and Case Management Software.

Verdict

Choose CharityTracker if your organization needs case records, funder-oriented reporting and referrals across a controlled partner network. Its strongest case is the combination of coordination and outcome tracking, with Pro extending that to digital intake and an API. Look elsewhere if per-user costs for staff and volunteers are difficult to absorb, or if a free plan or mobile platform is essential.

	CharityTracker	Hyland OnBase
Free plan	No	No
Free trial	Yes	No
Paid from	$18/mo	—
Open source	No	No
Platforms	api, Web	—
Free plan	No	—
Paid from	$20/user/mo	—
Reporting dashboards	Yes	—

CharityTracker vs Hyland OnBase

CharityTracker

Hyland OnBase