Fundraising Software in Canada: Features, Uses and How to Choose

Fundraising software helps charities, non-profits, schools, foundations and community organizations manage fundraising activities digitally.

Depending on the software, organizations may be able to collect donations, run silent auctions, manage fundraising events, sell tickets, communicate with supporters, process payments and track campaign activity from one system.

For Canadian organizations, choosing fundraising software involves more than comparing feature lists.

You also need to consider how supporters will participate, whether the software works well on mobile devices, how Canadian payments are processed, what fees apply and whether the platform supports the types of fundraising your organization actually runs.

This guide explains how fundraising software works, the features to consider and what Canadian organizations should look for before choosing a solution.

What Is Fundraising Software?

Fundraising software is technology designed to help organizations plan, run and manage fundraising campaigns.

Instead of tracking everything through paper forms, spreadsheets and separate systems, fundraising software can bring different parts of a campaign into a digital environment.

Depending on the platform, this might include:

• Online donations
• Silent auctions
• Live auctions
• Event ticketing
• Guest check-in
• Mobile bidding
• Paddle raises
• Raffles where permitted
• Buy It Now items
• Online payments
• Supporter communications
• Campaign reporting

Not every fundraising software solution provides all of these features.

Some are primarily designed for donations. Others focus on donor relationship management. Some are designed for fundraising events, auctions and campaign participation.

Start by understanding what your organization actually needs before comparing software.

How Does Fundraising Software Work?

Fundraising software provides an online system where an organization can set up and manage its campaign.

The exact process depends on the type of fundraiser.

For example, a charity running a silent auction might upload auction items, photographs, descriptions and starting bids.

A school hosting a fundraising event might create event tickets and manage guest registration.

A foundation running a donation campaign might create a branded fundraising page where supporters can contribute online.

Once the campaign is ready, the organization shares it with supporters.

This could be through a campaign URL, QR code, email, text message, social media or event materials.

Supporters then access the campaign from their devices and participate in the available fundraising activities.

The fundraising team can manage campaign activity through the software rather than manually recording every transaction.

Who Uses Fundraising Software?

Fundraising software can support many types of organizations and campaigns.

In Canada, potential users include charities, non-profits, hospital foundations, schools, parent councils, sports clubs, faith communities, service clubs and community organizations.

The type of software required will depend on the organization.

A large charity managing long-term donor relationships may need different technology from a school organizing one annual auction.

A hospital foundation running a large gala may prioritize event ticketing, mobile bidding and live fundraising tools.

A community group running a straightforward campaign may need something much simpler.

There is no single feature set that every fundraiser needs.

Fundraising Software vs Fundraising Platform

The terms fundraising software and fundraising platform are often used to describe similar technology.

However, fundraising software can refer to a broad range of tools.

Some systems focus heavily on donor databases, contact records and long-term relationship management.

Others focus on campaign execution, allowing organizations to create fundraising pages, collect payments, run auctions and manage events.

A fundraising platform may bring several campaign activities together within one system.

The terminology matters less than the actual functionality.

Instead of choosing based on what a product calls itself, look at whether it supports the fundraising activities your organization needs.

Why Use Fundraising Software?

Fundraising campaigns can involve many moving parts.

Without dedicated software, a team might use separate spreadsheets for guests, auction items, payments, donors and event registrations.

That can become difficult to manage as the campaign grows.

Fundraising software can help centralize campaign activity and reduce some of the manual work involved in running a fundraiser.

For example, digital auction software can record bids automatically instead of requiring volunteers to monitor paper bid sheets.

Online ticketing can collect guest registrations before an event.

Digital payments can reduce cash handling.

Campaign reporting can give organizers a clearer view of activity while the fundraiser is running.

The goal is not to add more technology.

The goal is to make the fundraising process easier for both organizers and supporters.

Important Fundraising Software Features

Feature lists can become overwhelming quickly.

Focus first on the functions that directly support your fundraising strategy.

Here are some of the main features Canadian organizations may want to consider.

Online Donations

If your organization accepts donations online, look at how the donation experience works from the supporter's perspective.

The process should be easy to understand and work well on mobile devices.

Consider whether the software allows your organization to add campaign branding, fundraising goals and information about the cause.

Also understand how payments are processed and how the funds reach your organization.

Do not assume every fundraising software provider handles payments in the same way.

Silent Auction Software

Organizations running silent auctions should look for more than the ability to upload items.

Useful auction functionality may include:

• Mobile bidding
• Starting bids
• Minimum bid increments
• Maximum bidding
• Outbid notifications
• Auction closing controls
• Overtime bidding
• Bidder registration
• Item photographs
• Item descriptions
• Winner information
• Payment tracking

Consider how the system works both for supporters and the volunteers managing the auction.

If the auction is connected to an in-person event, test how quickly a guest can register and place a bid from a phone.

Live Auction Tools

Some fundraising events combine silent and live auctions.

If this applies to your organization, consider whether the fundraising software can help manage both within the same campaign.

Live auction tools may help organizers record winning bidders, manage items and track payment status.

Keeping silent and live auction activity together can make event administration simpler than maintaining completely separate systems.

Event Ticketing

For organizations running galas, dinners, golf tournaments or other fundraising events, ticketing may be an important part of the software decision.

Consider whether supporters can purchase individual tickets and tables.

Look at how guest information is collected and how organizers manage registrations.

For larger events, check whether the software can also support guest check-in.

The goal should be to reduce manual registration work while giving the fundraising team a clearer picture of expected attendance.

Mobile Bidding

Mobile bidding allows supporters to participate in an auction directly from their phones.

This can remove the need for paper bid sheets and repeated trips to auction tables.

If mobile bidding is important to your campaign, test the experience before choosing software.

Ask:

Does it work through a browser?

Does the supporter need an app?

How quickly can someone register?

How easy is it to find auction items?

What happens when someone is outbid?

Can remote supporters participate?

A feature called "mobile bidding" is only useful if supporters can use it easily.

Supporter Notifications

Fundraising campaigns often require reminders.

For an auction, a bidder may need to know that someone has placed a higher bid.

For an event, supporters may need information about the campaign or closing time.

Software with text or email communication tools can help organizers keep supporters informed.

However, notifications should have a clear purpose.

Too many messages can become distracting.

Use communication tools to help supporters participate rather than simply sending more messages because the feature exists.

Fundraising Event Displays

Large fundraising events can benefit from displaying campaign activity in the room.

Leaderboards and live displays can show information such as auction activity or fundraising progress.

This can connect the digital campaign with the physical event.

If event displays are important to your organization, consider how easily they can be set up and updated during the fundraiser.

The fundraising team should not need to spend the entire event troubleshooting technology.

Online Payments

Payment processing is one of the most important areas to understand when evaluating fundraising software.

Ask how online payments are processed.

Find out which payment provider is used.

Understand what processing fees apply.

Determine whether the fundraising software adds additional transaction fees.

Most importantly, understand where the money goes after the supporter pays.

With GalaBid in Canada, online card payments can be processed through the organization's connected Stripe Canada account. GalaBid does not hold the organization's fundraising proceeds before payout.

Organizations should review payment terms and processing costs before launching a campaign.

Campaign Branding

Supporters should know whose fundraiser they are participating in.

Look for software that allows the organization to add appropriate branding such as its logo, campaign imagery and information about the cause.

For sponsored events, you may also need a way to recognize participating sponsors.

Branding does not need to be complicated.

The campaign should simply feel connected to the organization rather than appearing like an unrelated payment page.

QR Codes and Shareable Campaigns

A fundraising campaign needs an easy way to reach supporters.

Shareable campaign links are useful for email, social media and other digital communications.

QR codes can be particularly helpful at physical fundraising events.

They can be displayed on:

• Registration tables
• Event programs
• Auction displays
• Dinner tables
• Presentation screens
• Posters
• Signage

Supporters scan the code and access the campaign from their phones.

Make sure the campaign experience after the scan is just as simple as scanning the code itself.

Fundraising Reports

Reporting can help organizations understand what happened during a campaign.

Depending on the fundraiser, useful information might include:

• Registered participants
• Total campaign activity
• Auction bids
• Winning bidders
• Donation activity
• Ticket purchases
• Payment status
• Auction item performance

Before choosing software, consider what information your team needs during the campaign and what it will need afterward.

Do not choose a system solely because it offers dozens of reports.

The reports need to answer questions that are actually useful to your organization.

Ease of Use

Fundraising software should not require your team to become software experts.

Consider who will manage the campaign.

Many charities and community organizations rely on small teams or volunteers who may only use the software a few times each year.

Look at how campaigns are created.

Check whether instructions are clear.

Consider how easy it is to add items, change campaign information and manage participants.

Also look at the supporter experience.

Software that is simple for the administrator but confusing for donors and bidders does not solve the full problem.

Customer Support

Support can become especially important when fundraising is connected to a live event.

A problem during campaign setup is inconvenient.

A problem while hundreds of guests are participating can be much more stressful.

Before choosing fundraising software, understand what support is available.

Consider whether support is provided by real people, which channels are available and whether assistance is available when your fundraising event is taking place.

Also look for setup guides and other resources your team can use independently.

Fundraising Software for In-Person Events

Digital fundraising software is not limited to online-only campaigns.

It can also support fundraising inside a physical venue.

Guests can use their phones to bid, donate or access campaign information.

Event organizers can use digital tools to manage ticketing, check-in and payment activity.

Auction leaderboards or fundraising progress can be displayed in the room.

This allows organizations to keep the social experience of an in-person fundraiser while using digital tools for campaign administration.

Fundraising Software for Online Campaigns

Organizations can also use fundraising software without holding a physical event.

An online campaign can allow supporters to participate from different locations.

For example, a charity might run an online silent auction over several days.

A school could create a digital fundraising campaign for its community.

A non-profit could collect donations through an online campaign.

The campaign can then be promoted through email, social media, newsletters and other supporter communications.

For online-only fundraising, mobile usability becomes especially important because the digital campaign is the primary supporter experience.

Fundraising Software for Hybrid Events

Hybrid fundraising combines online participation with an in-person event.

A charity might host a gala in Calgary while allowing appropriate parts of the campaign to remain accessible to supporters elsewhere.

Guests at the venue can participate through their phones while remote supporters access the same online auction.

This format can be useful for organizations with supporters spread across different communities.

If hybrid fundraising is part of your strategy, confirm that the software can support both in-room and remote participation without requiring separate campaigns.

How to Choose Fundraising Software in Canada

Start with your fundraising activities, not the software.

Write down what your organization actually plans to do.

For example:

We need to run a silent auction.

We need to sell 300 event tickets.

We want guests to bid from their phones.

We want to accept donations during the event.

We need to manage guest check-in.

We need Canadian online payment processing.

Once those requirements are clear, compare software against them.

This approach can prevent your team from paying for or becoming distracted by features it does not need.

Check the Mobile Experience

Open the software from a phone before making a decision.

Do not evaluate the system only from screenshots or the administrator dashboard.

Look at it from the supporter's perspective.

Can you understand the campaign?

Can you find the auction?

Can you place a bid?

Can you complete a payment?

Can you return easily after receiving a notification?

If the campaign is difficult to use on a phone, that can create unnecessary friction for supporters.

GalaBid is browser-based, so supporters can participate from a smartphone, tablet or computer without downloading an app.

Understand Pricing and Fees

Fundraising software can use different pricing structures.

Depending on the provider and plan, costs may include platform fees, subscriptions, payment-processing fees or other charges.

Do not compare software based only on the headline price.

Ask what happens when the campaign begins accepting real payments.

Understand which costs are charged to the organization and whether supporters are presented with optional charges or contributions.

Review the payment processor's fees separately when applicable.

The right pricing structure depends on your fundraising model, expected campaign size and available budget.

Consider Canadian Payment Requirements

Canadian organizations should confirm that the software supports their required currency and payment setup.

If you plan to accept online card payments, understand how the payment processor connects to the fundraising software.

Also determine how payouts reach your organization's bank account.

With GalaBid, Canadian organizations can connect a Stripe Canada account for online card payments.

The payment is processed through the connected Stripe account, and GalaBid does not hold the fundraising funds before payout.

Consider Canadian Donation Receipting

Fundraising software can help organizations collect and organize transaction information, but Canadian registered charities remain responsible for following CRA requirements when issuing official donation receipts.

Not every payment made through fundraising software automatically qualifies as a charitable gift.

For example, a straightforward eligible donation may be treated differently from an event purchase or another transaction where the supporter receives something in return.

Registered charities should determine whether a gift qualifies, identify the true donor and calculate the eligible amount where an advantage is involved.

The software your organization uses does not transfer that responsibility away from the charity.

Consider Canadian Raffle Requirements

If your fundraising software includes raffle functionality, remember that having access to the feature does not automatically mean your organization is permitted to run a raffle.

Lotteries, raffles and other gaming activities are regulated in Canada at the provincial and territorial level, and municipal requirements may also apply.

Depending on the jurisdiction and campaign, a licence, permit or other permission may be required.

Confirm the requirements that apply to your organization before activating raffle functionality or selling tickets.

Questions to Ask Before Choosing Fundraising Software

Before making a decision, ask your team:

What fundraising activities do we run most often?

Will supporters participate online, at an event or both?

Does the software work well on mobile devices?

Do supporters need to download an app?

Can we add our organization's branding?

Does it support Canadian dollars?

How are online payments processed?

Where are our funds held?

What payment-processing fees apply?

What other platform costs apply?

Can we manage auctions and event tickets?

Can we communicate with supporters?

What reporting is available?

Can volunteers learn the system easily?

What support is available during our event?

The answers can help your organization compare software based on real needs instead of marketing claims.

How GalaBid Supports Fundraising in Canada

GalaBid provides fundraising software for Canadian charities, non-profits, schools, foundations, sports clubs and community groups running campaigns online, at events or through a combination of both.

Organizations can create branded campaigns and manage fundraising activities from one system.

Depending on the campaign, GalaBid supports silent auctions, donations, raffles where appropriate permissions are in place, event ticketing, guest check-in, live auction items, paddle raises and other fundraising activities.

Supporters can participate through a web browser on their phone, tablet or computer without downloading an app.

Auction campaigns can use features such as mobile bidding, maximum bidding, overtime bidding and text or email outbid notifications.

Organizations can also share their campaign through a link or QR code.

For Canadian online card payments, organizations connect a Stripe Canada account. GalaBid does not hold the organization's fundraising funds before payout.

Fundraising teams can also access campaign and participant information through reporting tools.

The result is one system that can support several parts of a fundraising campaign without requiring supporters to move between multiple experiences.

Fundraising Software FAQs

What is fundraising software?

Fundraising software is technology that helps organizations manage fundraising campaigns digitally. Depending on the software, features can include donations, auctions, event ticketing, payments, supporter communications and campaign reporting.

Who uses fundraising software?

Charities, non-profits, schools, foundations, sports clubs, community organizations and other fundraising groups can use fundraising software.

What should I look for in fundraising software?

Start with the fundraising activities your organization actually runs. Consider mobile usability, payments, auctions, donations, event ticketing, reporting, pricing, branding and customer support.

What is fundraising software for nonprofits?

Fundraising software for nonprofits helps organizations manage activities such as fundraising campaigns, online donations, auctions, events and supporter participation. The exact capabilities vary by provider.

Can fundraising software manage silent auctions?

Some fundraising software includes silent auction functionality. Useful features can include mobile bidding, maximum bids, outbid notifications, auction item management and winner tracking.

Can fundraising software be used at an in-person event?

Yes. Event-focused fundraising software can support activities such as mobile bidding, donations, event ticketing, guest check-in, live auction management and fundraising displays.

Can fundraising software be used for online-only campaigns?

Yes. Organizations can create campaigns that supporters access remotely from their phones or computers.

Can fundraising software support hybrid fundraising?

Yes, depending on the software. A hybrid campaign can combine an in-person event with online participation, allowing supporters inside and outside the venue to participate in appropriate fundraising activities.

Does fundraising software process payments?

Many fundraising systems connect with payment processors to accept online payments. Organizations should understand which processor is used, what fees apply and how funds reach their account.

Does GalaBid support Canadian payments?

Yes. Canadian organizations can connect a Stripe Canada account for online card payments. GalaBid does not hold the organization's fundraising funds before payout.

Do supporters need an app to use GalaBid?

No. GalaBid is browser-based, so supporters can participate from a smartphone, tablet or computer without downloading an app.

Can GalaBid manage fundraising events?

GalaBid includes features for fundraising events such as event ticketing, guest check-in, silent auctions, live auction items, donations and paddle raises.

Can fundraising software issue Canadian tax receipts?

Fundraising software may help collect transaction and donor information, but Canadian registered charities remain responsible for determining whether a gift qualifies for an official donation receipt and ensuring that any receipt meets CRA requirements.

Can fundraising software be used for raffles in Canada?

Software may provide raffle functionality, but Canadian organizations must still comply with applicable provincial, territorial and municipal gaming requirements and obtain any necessary licences or permissions.

Choose Fundraising Software That Fits Your Campaign

The right fundraising software should support how your organization actually raises funds.

Start with your campaign requirements.

Think about your supporters, fundraising activities, event format, payment needs and the amount of time your team has available to manage the campaign.

Then look for software that makes those activities easier to run.

For Canadian charities, non-profits, schools and community organizations that use auctions, donations and fundraising events, GalaBid brings multiple campaign activities together in one browser-based system.

Supporters can participate from their phones or computers without downloading an app, while fundraising teams can manage campaign activity, payments and event features digitally.

Choose fundraising software that makes it easier for your team to manage the campaign and easier for your supporters to take part.

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