Top 10 questions to evaluate and choose CSR software

For CSR leaders, using software to automate grant approvals, track employee donations, disburse funds, and measure impact can reduce administrative work and free up time for your teams. But not all corporate giving platforms are the same — the right solution depends on your company’s unique needs, programs, and goals. For instance, if you have an international workforce, it’s important to support multiple languages and currencies as well as global nonprofits. Without these capabilities, you put your employee engagement, participation, and retention at risk.

So, how do you evaluate and decide on the best CSR software for your business? We’ve compiled a list of ten questions to ask potential software providers to help you find your perfect match.

For even more tips on navigating the software procurement process, download our resource, “Buyer’s guide: selecting the right CSR software.” Inside, you’ll find expert tips on how to determine your software must-haves and which internal teams to consult to ensure you pick the right partner.

#1: Do you offer a unified platform for giving and grantmaking?

Having a single, unified platform to manage all your corporate philanthropy efforts — from employee giving to grantmaking — can be a game-changer for CSR teams. Switching between multiple systems wastes your team’s time and resources, and it makes it harder to track and measure the true impact of your initiatives. With everything in one place, you get a clear, full view of your company’s programs, helping you see what’s working and what isn’t. This makes it easier to make informed decisions, streamline processes, and maximize your impact.

If you’re managing both employee giving and grantmaking, make sure to ask potential technology providers if they offer a unified platform. Separate systems can lead to inefficiencies and missed opportunities, which will restrict your organization from meeting goals.

#2: How would you describe your employee engagement capabilities?

To successfully engage your workforce in CSR, you need a tool that makes it quick and easy for employees to support the causes they care about. If the process is confusing or time-consuming, employees are unlikely to donate or sign up for volunteer events. Be sure to ask for a demo of the employee-facing portal or test it out yourself. If it’s not user-friendly and intuitive, it might be worth considering a more streamlined option.

Also, look for features that can boost participation rates. Here are a few key ones to ask about:

Gamification: Turning CSR into a friendly competition is a great way to increase participation and encourage team bonding. Ask about gamification and social tools when vetting potential vendors.
Personalized profiles: Create a customized experience for employees by choosing software that allows them to tailor their profiles with preferred time zones, languages, and recommended nonprofits based on past activities.
Flexible payment methods: With 53% of Americans preferring digital wallets like Apple Pay and Google Pay in 2023, using a tool with multiple payment options can significantly boost participation.
Matching gift automations: Find a software provider that makes it simple and easy for employees to check matching gift eligibility and automatically submit claims.

#3: How would you describe your grants management capabilities?

For grants managers, one of the key features to prioritize is the ability to create custom workflows that align with your company’s specific needs. Relying on pre-built templates can leave you with processes that are either too complex or too basic for your program’s requirements. For example, the workflow for a U.S.-based community reinvestment initiative would be far simpler than one for an international medical grant program — using the same process for both just wouldn’t work.

You’ll also want to make sure the software is flexible enough to adapt as your needs change and your programs grow. Without that flexibility, you risk limiting your company’s impact and making it hard to scale your efforts.

#4: What’s the process for vetting nonprofits?

Vetting nonprofits can be time-intensive, complicated, and expensive — and the stakes are high. Funding the wrong organization can put your company’s reputation at risk. When evaluating potential vendors, ask how they source nonprofits for their database, which watchlists they check, and whether they assume any legal risk.

But vetting is just the beginning; building long-term relationships with nonprofits is essential for CSR success. Ask if the software includes a nonprofit-facing portal that allows grantees to easily search and apply for opportunities, as well as communication tools that facilitate ongoing partnerships.

#5: How would you describe your impact reporting tool?

One of the top reasons to invest in CSR software is to simplify and streamline impact reporting. When evaluating vendors, ask about their reporting capabilities — both standard and custom — whether they offer data visualizations, and if their platform integrates external data for benchmarking.

Beyond that, find out if the software can measure program outcomes, not just outputs. These days, key stakeholders aren’t just looking for stats on dollars donated or volunteer hours logged — they want to know exactly how those efforts made a difference in communities.

The right platform will help you dig deeper into the data to reveal true program outcomes, offering insights that drive more tailored and effective initiatives.

#6: How are disbursements handled?

Getting funds to nonprofits is often complex, costly, and risky. Partnering with a reliable provider can help you navigate the regulatory landscape, ensure nonprofit compliance, and handle donation processing and reconciliation reports — saving you time and stress. Look for a CSR software vendor that manages most of the transaction process and prioritizes accuracy, cost-efficiency, and speed.

When evaluating potential vendors, don’t hesitate to dig into the specifics of their disbursement process. Here are some follow-up questions to consider:

Do you handle disbursements in-house or outsource to a third party?
If you use a third-party provider, what are the fees, and are they passed on to nonprofits?
What costs are associated with disbursements, like check processing or reissuances?
How do you minimize the workload for CSR, accounting, and legal teams involved in payments?
How do you create transparent and efficient funding cycles?
How often do you distribute grant payouts and employee donations?
Can employees see the status of their donations?
Can employees access charitable receipts for tax purposes?
How do you minimize nonprofit expenses?
Do your disbursement services support global giving?
Do you assume any legal risk on behalf of customers?

#7: What international giving capabilities are available?

For global companies, being able to support international employees and nonprofits is essential. Check what languages and currencies the platform offers, as well as how many international nonprofits are available. It’s also important to know what payment options global employees have — are they limited to just one type (like payroll, credit card, or digital wallets), and does the vendor impose markups on currency exchanges?

While international giving is important, it also comes with unique risks. Sanctions, complex regulations, and limited data can make nonprofit vetting tricky. So, be sure to ask how the software vendor keeps up with regulatory changes and whether you can transfer some of the legal risks to them.

#8: What kind of support is available?

Your technology is only as strong as your team’s ability to use it. When evaluating potential vendors, find out if they offer training to get your team up to speed on how to operate the features day-to-day. It’s also important to ask about self-service tools — can your team make changes independently, or will they need to wait in a support queue for assistance? Don’t forget to think about your end-users, such as employees and nonprofits. Does the vendor offer phone or email support for these stakeholders?

Additionally, see if the vendor can help design your platform and programs with industry best practices in mind. If you plan to scale your platform in the future, will they assist you in enhancing existing features to meet your evolving needs? Keep in mind that some of these services may come at an extra cost, so be sure to ask about pricing and weigh the investment against the potential benefits.

#9: What security features are available?

Your top priority to both employees and nonprofit partners is safeguarding their information. Failing to do so jeopardizes their trust and your company’s reputation. That’s why it’s crucial to partner with a CSR software vendor that has a dedicated security team and robust safety measures in place.

When evaluating providers, ask about their security certifications, support for multi-factor authentication or single sign-on (SSO), and how they handle security incidents — from detection to resolution. It’s also important to understand how frequently they audit internal processes, procedures, and controls to ensure your company stays ahead of security and compliance requirements.

#10: Does the platform allow for external API integrations?

Does your software need to integrate with other tools like eSignature providers or accounts payable (AP) solutions? Meet with internal teams — from finance to IT to human resources (HR) — to figure out which systems need to connect with your CSR platform and any specific requirements you should keep in mind. Once you’ve gathered this information, ask potential vendors whether they can accommodate these integrations.

Ready to invest in CSR software?

Now that you know what questions to ask when evaluating CSR software, you’re ready to start meeting with potential vendors.

Why not kick off your search by exploring Bonterra Strategic Philanthropy? Our platform brings all your programs — from employee giving to grantmaking — under one roof, making it faster and easier to hit your giving goals. We’ll help you unlock the full potential of your CSR strategy.

See why over half of the Fortune 100 partner with Bonterra. Schedule a demo with one of our experts today!