17 May 2025
8 Free Project Management Tools for Lean Nonprofit Teams (2025)
8 Free Project Management Tools for Lean Nonprofit Teams (2025)
8 Free Project Management Tools for Lean Nonprofit Teams (2025)
Author
Author
Romanos Boraine
Romanos Boraine
Category
Free Resources
Free Resources
Project chaos is costly. Without structured task management and clear project tracking, even small teams can quickly become overwhelmed. These tools bring structure to your daily work—helping you meet deadlines, track outcomes and coordinate small teams easily.
Project chaos is costly. Without structured task management and clear project tracking, even small teams can quickly become overwhelmed. These tools bring structure to your daily work—helping you meet deadlines, track outcomes and coordinate small teams easily.
Project chaos is costly. Without structured task management and clear project tracking, even small teams can quickly become overwhelmed. These tools bring structure to your daily work—helping you meet deadlines, track outcomes and coordinate small teams easily.
This guide features 8 of the best free project management tools for South African nonprofits in 2025. Whether you're coordinating a campaign, managing volunteers, or tracking deliverables across a hybrid team, these platforms act as simple yet powerful management systems—with several offering nonprofit discounts.
Overwhelmed by tools?
Let me help you match the right platform to your workflow. Book a free systems audit or schedule a call to get practical, tool-specific guidance for your NPO team.
This guide features 8 of the best free project management tools for South African nonprofits in 2025. Whether you're coordinating a campaign, managing volunteers, or tracking deliverables across a hybrid team, these platforms act as simple yet powerful management systems—with several offering nonprofit discounts.
Overwhelmed by tools?
Let me help you match the right platform to your workflow. Book a free systems audit or schedule a call to get practical, tool-specific guidance for your NPO team.
This guide features 8 of the best free project management tools for South African nonprofits in 2025. Whether you're coordinating a campaign, managing volunteers, or tracking deliverables across a hybrid team, these platforms act as simple yet powerful management systems—with several offering nonprofit discounts.
Overwhelmed by tools?
Let me help you match the right platform to your workflow. Book a free systems audit or schedule a call to get practical, tool-specific guidance for your NPO team.
8 Project Management Tools for South African Nonprofits (2025)
8 Project Management Tools for South African Nonprofits (2025)
8 Project Management Tools for South African Nonprofits (2025)
Keeping your team organised is critical, especially when juggling multiple projects or campaigns. These project management and operational tools help you plan work, manage tasks, and collaborate efficiently – many have free tiers or hefty nonprofit discounts, so you can stay structured at minimal cost.
1. Trello
Description | Simple, visual project management tool using Kanban boards with lists and cards to track progress. Ideal for task and project overviews. |
|---|---|
Benefits | Free for unlimited users, boards and cards; integrates with Google Drive, Slack and more; intuitive interface; minimal learning curve. |
Use-cases | Project tracking, event planning, task lists, simple workflows for small NPO teams. |
Register | Create a free account on Trello. Nonprofits can apply for Atlassian’s donation program for premium features. |
2. Asana
Description | Full-featured project and task management platform with multiple view modes (list, board, calendar, timeline) and strong team coordination. |
|---|---|
Benefits | Free for teams up to 15; great for complex projects; supports subtasks, templates, integrations; 50% nonprofit discount for premium plans. |
Use-cases | Fundraising campaign management, operations planning, team accountability tracking. |
Register | Sign up on Asana. Apply for nonprofit pricing via TechSoup. |
3. Monday.com
Description | Work OS platform to manage any workflow—tasks, contacts, projects, CRM—with automation, templates and visual dashboards. |
|---|---|
Benefits | 10 free Pro plan seats for nonprofits; 70% discount for additional users; great for volunteer tracking, project flows and CRM needs. |
Use-cases | Multi-department coordination, volunteer intake, operations dashboards, impact tracking. |
Register | Apply through Monday’s nonprofit programme or via TechSoup. |
4. ClickUp
Description | All-in-one productivity platform offering tasks, docs, chat, and goals in a single dashboard for total work management. |
|---|---|
Benefits | Generous free plan (unlimited users/projects); Kanban, Gantt, calendar views; replaces multiple tools; 35% nonprofit discount available on paid plans. |
Use-cases | Task tracking, document storage, OKR tracking, project sprints, workflow automation. |
Register | Sign up for a free workspace. Contact ClickUp support with proof of nonprofit status for discount eligibility. |
5. Airtable
Description | Hybrid spreadsheet-database tool that helps nonprofits track and visualise program data, CRM contacts, calendars, and operations. |
|---|---|
Benefits | Intuitive interface for spreadsheet lovers; custom views (grid, gallery, calendar, Kanban); 50% nonprofit discount available on Plus/Pro plans. |
Use-cases | Donor databases, volunteer tracking, programme metrics, editorial calendars. |
Register | Start with a free plan; apply for nonprofit pricing via Airtable's application form with your NPO registration. |
6. Notion
Description | All-in-one workspace for team notes, knowledge bases, project tracking, CRM, and collaboration. |
|---|---|
Benefits | Unlimited pages and blocks; template-rich; highly customisable; free for small teams; some nonprofits access credits by contacting support. |
Use-cases | Policy manuals, internal wikis, grant proposal collaboration, project boards, donor CRM workarounds. |
Register | Sign up on the free Personal plan; trial the Team plan or contact support to ask about nonprofit credits or discounts. |
7. Atlassian (Jira & Confluence)
Description | Project tracking (Jira) and internal documentation/wiki (Confluence) used globally and now freely available to South African NPOs. |
|---|---|
Benefits | Free for up to 10 users via nonprofit programme; highly customisable; ideal for structured workflows and collaborative documentation. |
Use-cases | Issue tracking, task management, volunteer helpdesks, staff wikis or policy hubs. |
Register | Apply via Atlassian's nonprofit page or TechSoup; choose between server licenses or free cloud-based plans for small teams. |
8. Basecamp
Description | Project and team communication tool combining tasks, schedules, chat, docs and storage in one minimalist interface. |
|---|---|
Benefits | Flat pricing; simple UI; Basecamp Personal is free for small teams; Business version offers 10% nonprofit discount. |
Use-cases | Comms-light teams; replacing email, task apps, and chat tools; basic project tracking and updates. |
Register | Use Basecamp Personal or trial Business. Email support with nonprofit proof for a 10% discount on full access. |
Build a project system your team will actually use.
Book a Project Management Systems Audit or chat to me about setting up Notion, Trello, Asana or ClickUp in a way that actually works for your workflow.
Keeping your team organised is critical, especially when juggling multiple projects or campaigns. These project management and operational tools help you plan work, manage tasks, and collaborate efficiently – many have free tiers or hefty nonprofit discounts, so you can stay structured at minimal cost.
1. Trello
Description | Simple, visual project management tool using Kanban boards with lists and cards to track progress. Ideal for task and project overviews. |
|---|---|
Benefits | Free for unlimited users, boards and cards; integrates with Google Drive, Slack and more; intuitive interface; minimal learning curve. |
Use-cases | Project tracking, event planning, task lists, simple workflows for small NPO teams. |
Register | Create a free account on Trello. Nonprofits can apply for Atlassian’s donation program for premium features. |
2. Asana
Description | Full-featured project and task management platform with multiple view modes (list, board, calendar, timeline) and strong team coordination. |
|---|---|
Benefits | Free for teams up to 15; great for complex projects; supports subtasks, templates, integrations; 50% nonprofit discount for premium plans. |
Use-cases | Fundraising campaign management, operations planning, team accountability tracking. |
Register | Sign up on Asana. Apply for nonprofit pricing via TechSoup. |
3. Monday.com
Description | Work OS platform to manage any workflow—tasks, contacts, projects, CRM—with automation, templates and visual dashboards. |
|---|---|
Benefits | 10 free Pro plan seats for nonprofits; 70% discount for additional users; great for volunteer tracking, project flows and CRM needs. |
Use-cases | Multi-department coordination, volunteer intake, operations dashboards, impact tracking. |
Register | Apply through Monday’s nonprofit programme or via TechSoup. |
4. ClickUp
Description | All-in-one productivity platform offering tasks, docs, chat, and goals in a single dashboard for total work management. |
|---|---|
Benefits | Generous free plan (unlimited users/projects); Kanban, Gantt, calendar views; replaces multiple tools; 35% nonprofit discount available on paid plans. |
Use-cases | Task tracking, document storage, OKR tracking, project sprints, workflow automation. |
Register | Sign up for a free workspace. Contact ClickUp support with proof of nonprofit status for discount eligibility. |
5. Airtable
Description | Hybrid spreadsheet-database tool that helps nonprofits track and visualise program data, CRM contacts, calendars, and operations. |
|---|---|
Benefits | Intuitive interface for spreadsheet lovers; custom views (grid, gallery, calendar, Kanban); 50% nonprofit discount available on Plus/Pro plans. |
Use-cases | Donor databases, volunteer tracking, programme metrics, editorial calendars. |
Register | Start with a free plan; apply for nonprofit pricing via Airtable's application form with your NPO registration. |
6. Notion
Description | All-in-one workspace for team notes, knowledge bases, project tracking, CRM, and collaboration. |
|---|---|
Benefits | Unlimited pages and blocks; template-rich; highly customisable; free for small teams; some nonprofits access credits by contacting support. |
Use-cases | Policy manuals, internal wikis, grant proposal collaboration, project boards, donor CRM workarounds. |
Register | Sign up on the free Personal plan; trial the Team plan or contact support to ask about nonprofit credits or discounts. |
7. Atlassian (Jira & Confluence)
Description | Project tracking (Jira) and internal documentation/wiki (Confluence) used globally and now freely available to South African NPOs. |
|---|---|
Benefits | Free for up to 10 users via nonprofit programme; highly customisable; ideal for structured workflows and collaborative documentation. |
Use-cases | Issue tracking, task management, volunteer helpdesks, staff wikis or policy hubs. |
Register | Apply via Atlassian's nonprofit page or TechSoup; choose between server licenses or free cloud-based plans for small teams. |
8. Basecamp
Description | Project and team communication tool combining tasks, schedules, chat, docs and storage in one minimalist interface. |
|---|---|
Benefits | Flat pricing; simple UI; Basecamp Personal is free for small teams; Business version offers 10% nonprofit discount. |
Use-cases | Comms-light teams; replacing email, task apps, and chat tools; basic project tracking and updates. |
Register | Use Basecamp Personal or trial Business. Email support with nonprofit proof for a 10% discount on full access. |
Build a project system your team will actually use.
Book a Project Management Systems Audit or chat to me about setting up Notion, Trello, Asana or ClickUp in a way that actually works for your workflow.
Keeping your team organised is critical, especially when juggling multiple projects or campaigns. These project management and operational tools help you plan work, manage tasks, and collaborate efficiently – many have free tiers or hefty nonprofit discounts, so you can stay structured at minimal cost.
1. Trello
Description | Simple, visual project management tool using Kanban boards with lists and cards to track progress. Ideal for task and project overviews. |
|---|---|
Benefits | Free for unlimited users, boards and cards; integrates with Google Drive, Slack and more; intuitive interface; minimal learning curve. |
Use-cases | Project tracking, event planning, task lists, simple workflows for small NPO teams. |
Register | Create a free account on Trello. Nonprofits can apply for Atlassian’s donation program for premium features. |
2. Asana
Description | Full-featured project and task management platform with multiple view modes (list, board, calendar, timeline) and strong team coordination. |
|---|---|
Benefits | Free for teams up to 15; great for complex projects; supports subtasks, templates, integrations; 50% nonprofit discount for premium plans. |
Use-cases | Fundraising campaign management, operations planning, team accountability tracking. |
Register | Sign up on Asana. Apply for nonprofit pricing via TechSoup. |
3. Monday.com
Description | Work OS platform to manage any workflow—tasks, contacts, projects, CRM—with automation, templates and visual dashboards. |
|---|---|
Benefits | 10 free Pro plan seats for nonprofits; 70% discount for additional users; great for volunteer tracking, project flows and CRM needs. |
Use-cases | Multi-department coordination, volunteer intake, operations dashboards, impact tracking. |
Register | Apply through Monday’s nonprofit programme or via TechSoup. |
4. ClickUp
Description | All-in-one productivity platform offering tasks, docs, chat, and goals in a single dashboard for total work management. |
|---|---|
Benefits | Generous free plan (unlimited users/projects); Kanban, Gantt, calendar views; replaces multiple tools; 35% nonprofit discount available on paid plans. |
Use-cases | Task tracking, document storage, OKR tracking, project sprints, workflow automation. |
Register | Sign up for a free workspace. Contact ClickUp support with proof of nonprofit status for discount eligibility. |
5. Airtable
Description | Hybrid spreadsheet-database tool that helps nonprofits track and visualise program data, CRM contacts, calendars, and operations. |
|---|---|
Benefits | Intuitive interface for spreadsheet lovers; custom views (grid, gallery, calendar, Kanban); 50% nonprofit discount available on Plus/Pro plans. |
Use-cases | Donor databases, volunteer tracking, programme metrics, editorial calendars. |
Register | Start with a free plan; apply for nonprofit pricing via Airtable's application form with your NPO registration. |
6. Notion
Description | All-in-one workspace for team notes, knowledge bases, project tracking, CRM, and collaboration. |
|---|---|
Benefits | Unlimited pages and blocks; template-rich; highly customisable; free for small teams; some nonprofits access credits by contacting support. |
Use-cases | Policy manuals, internal wikis, grant proposal collaboration, project boards, donor CRM workarounds. |
Register | Sign up on the free Personal plan; trial the Team plan or contact support to ask about nonprofit credits or discounts. |
7. Atlassian (Jira & Confluence)
Description | Project tracking (Jira) and internal documentation/wiki (Confluence) used globally and now freely available to South African NPOs. |
|---|---|
Benefits | Free for up to 10 users via nonprofit programme; highly customisable; ideal for structured workflows and collaborative documentation. |
Use-cases | Issue tracking, task management, volunteer helpdesks, staff wikis or policy hubs. |
Register | Apply via Atlassian's nonprofit page or TechSoup; choose between server licenses or free cloud-based plans for small teams. |
8. Basecamp
Description | Project and team communication tool combining tasks, schedules, chat, docs and storage in one minimalist interface. |
|---|---|
Benefits | Flat pricing; simple UI; Basecamp Personal is free for small teams; Business version offers 10% nonprofit discount. |
Use-cases | Comms-light teams; replacing email, task apps, and chat tools; basic project tracking and updates. |
Register | Use Basecamp Personal or trial Business. Email support with nonprofit proof for a 10% discount on full access. |
Build a project system your team will actually use.
Book a Project Management Systems Audit or chat to me about setting up Notion, Trello, Asana or ClickUp in a way that actually works for your workflow.
Conclusion: Project Management Tools that Work for South African NPOs
Conclusion: Project Management Tools that Work for South African NPOs
Conclusion: Project Management Tools that Work for South African NPOs
The right tool doesn’t just organise tasks—it aligns your team, streamlines task management, and enables clear project tracking. These 8 free or low-cost platforms are trusted by lean South African NPOs to implement efficient management systems, stay accountable, and reduce stress. Most also offer nonprofit discounts, making them both powerful and affordable.
Want a prebuilt Notion or Asana board?
I'll share the exact templates I use with clients. Book a project management systems audit and get access to done-for-you boards, workflow templates, and a clear plan to organise your team’s work in under a week.
The right tool doesn’t just organise tasks—it aligns your team, streamlines task management, and enables clear project tracking. These 8 free or low-cost platforms are trusted by lean South African NPOs to implement efficient management systems, stay accountable, and reduce stress. Most also offer nonprofit discounts, making them both powerful and affordable.
Want a prebuilt Notion or Asana board?
I'll share the exact templates I use with clients. Book a project management systems audit and get access to done-for-you boards, workflow templates, and a clear plan to organise your team’s work in under a week.
The right tool doesn’t just organise tasks—it aligns your team, streamlines task management, and enables clear project tracking. These 8 free or low-cost platforms are trusted by lean South African NPOs to implement efficient management systems, stay accountable, and reduce stress. Most also offer nonprofit discounts, making them both powerful and affordable.
Want a prebuilt Notion or Asana board?
I'll share the exact templates I use with clients. Book a project management systems audit and get access to done-for-you boards, workflow templates, and a clear plan to organise your team’s work in under a week.
Frequently Asked Questions about the Best Free Project Management Tools for Startups and NPOs in South Africa (2025)
Frequently Asked Questions about the Best Free Project Management Tools for Startups and NPOs in South Africa (2025)
Frequently Asked Questions about the Best Free Project Management Tools for Startups and NPOs in South Africa (2025)
1. What is the best free project management tool for South African nonprofits in 2025?
1. What is the best free project management tool for South African nonprofits in 2025?
1. What is the best free project management tool for South African nonprofits in 2025?
Trello is often the best starting point—it's completely free for unlimited users and projects, easy to learn, and integrates with your existing tools. Asana and ClickUp also offer strong free tiers, with additional nonprofit discounts available if your team needs more features.
2. Can our NPO manage complex campaigns without paid software?
2. Can our NPO manage complex campaigns without paid software?
2. Can our NPO manage complex campaigns without paid software?
Yes. Tools like ClickUp and Airtable let you manage tasks, timelines, and even track campaign metrics without upfront costs. Monday.com and Asana also offer discounted access to advanced features, helping you scale operations affordably.
3. How do we apply for nonprofit discounts on project tools?
3. How do we apply for nonprofit discounts on project tools?
3. How do we apply for nonprofit discounts on project tools?
Most platforms (like Asana, Monday.com, Airtable, and Atlassian) offer nonprofit pricing through TechSoup or their own forms. You'll need proof of NPO registration. Some tools—like ClickUp and Notion—offer informal discounts if you email support with your credentials.
4. We don’t have a tech team—are these tools hard to set up?
4. We don’t have a tech team—are these tools hard to set up?
4. We don’t have a tech team—are these tools hard to set up?
Not at all. Trello and Notion are beginner-friendly. Tools like Monday and ClickUp offer templates and onboarding guides to get started fast. If you need help, I offer done-for-you setup or training.
Other Free Resources for your NPO
8 Free & Discounted Communication Tools for South African Nonprofits (2025)
Free Resources
8 Free Project Management Tools for Lean Nonprofit Teams (2025)
Free Resources
10 Best Free & Low-Cost Fundraising Tools for South African Nonprofits (2025)
Free Resources
Top 54 Free & Discounted Digital Tools for South African Nonprofits & Startups (2025)
Free Resources
Ready to Move Faster?
Book a free 20-minute call to unpack your goals, tools and delivery bottlenecks.
Romanos Boraine
Brand Strategy & Business Growth Consulting
Helping nonprofits, startups and social enterprises grow smarter through strategic positioning, creative direction, digital systems audits and workflow optimisation.
© Romanos Boraine 2025.
All Rights Reserved
Ready to Move Faster?
Book a free 20-minute call to unpack your goals, tools and delivery bottlenecks.
Romanos Boraine
Brand Strategy & Business Growth Consulting
Helping nonprofits, startups and social enterprises grow smarter through strategic positioning, creative direction, digital systems audits and workflow optimisation.
© Romanos Boraine 2025.
All Rights Reserved
Ready to Move Faster?
Book a free 20-minute call to unpack your goals, tools and delivery bottlenecks.
Romanos Boraine
Brand Strategy & Business Growth Consulting
Helping nonprofits, startups and social enterprises grow smarter through strategic positioning, creative direction, digital systems audits and workflow optimisation.
© Romanos Boraine 2025.
All Rights Reserved