Writing a funding bid for a CRM - our new guide

Whether you’re buying your first CRM (client relationship management) system or replacing an old one, you may need to apply for funding to pay for it.

If you’ve never written a bid like this before, it can feel daunting. What do funders want to see? How do you make your case for a new CRM in a way that sounds necessary, not just “nice to have”?

At Charitylog, we’re often asked by new customers if we have any useful tips for this, or a proforma they can use - which is why we put together our new Charitylog Funding Bid Guide (PDF).

This guide does a lot of the heavy lifting for you, setting out the specific benefits, with prompts you can adapt for your own organisation.

Whether you’re buying Charitylog or another CRM, the approach is much the same.

1. Start with the problem

Explain what isn’t working, and why it matters.

• If you don't already have a CRM, are you juggling spreadsheets or paper files?

• Does your existing CRM lack key features?

• Are staff spending too much valuable time on admin?

Describe how this affects:

• service users

• staff and volunteers

• reporting to funders and regulators.

It might be about time wasted, missed opportunities, reporting gaps, clunky old software or risks to data security.

Include real-life examples and figures, if you can.

2. Explain how the new CRM will address it

Don’t assume funders know what a CRM is. Explain this first in a brief, plain English paragraph.

Then describe the core functions you need. These might include:

• case and client management

• reporting and outcomes measurement

• automation and reminders

• integrations with other systems

• a more secure environment to keep records.

Link each function to real benefits if you can - like better services, faster responses, clearer impact reporting, smarter decision-making and stronger data security.

Where possible, show how these benefits align with the funder’s own priorities.

Include figures and examples where possible, such as:

• X% time saved on admin

• X% more people supported/followed up or whatever might be relevant

• Links to relevant case studies or testimonials on the CRM provider's website.

3. Show value for money

Set out the full costs clearly, including:

• software

• setup and training

• ongoing costs

Then explain what you'll get in return, such as:

• time saved on admin (allowing more time to focus on core work)

• fewer errors, or a more accurate picture of support

• faster or more detailed and useful monitoring and reporting

• a scalable system that can change with your organisation.

Make it clear this is a long-term investment, not a short-term fix.

4. Show you’ve done your homework

If you investigated some other CRMs before choosing this one, explain why it’s your top choice.

Reassure funders that you have asked all the right questions. You know:

• How long the on-boarding or migration stage is likely to be

• How staff will be trained

• What ongoing support will be given, and whether this comes at an extra cost

• What helpdesk support is provided, if any

• What happens if you want more user licences in the future, or need to make other changes?

• What data security certifications and safeguards the CRM comes with.

5. Address risks

Acknowledge potential challenges, such as:

• delays or issues with data migration or implementation

• staff struggling to learn the new system

Explain how you’ll manage them.

6. End with specifics

• How much funding you’re requesting

• Exactly what it will pay for

• When the system is expected to be live and delivering impact.

Don’t forget, the Charitylog Funding Bid Guide comes pre-loaded with all the specifics, including benefits, links to case studies and testimonials, answers to common questions and more.

Get in touch today to find out more about Charitylog.