Hope in Action, (name changed for privacy) a nonprofit dedicated to helping homeless families, had been relying on an outdated IT system as they grew. In an effort to cut costs, they hired a low-budget IT provider, but soon realized the price wasn’t worth the service. System updates were often missed, their backup system failed when their file server crashed, and they were hit with unexpected fees for basic support. The nonprofit was stuck, facing data loss and growing frustration.

That’s when they decided enough was enough. They switched to a new IT provider who helped them implement a reliable, daily backup system that protected all their data—both on-site and in the cloud. They also worked with their new partner to put clear, predictable pricing in place, eliminating surprise charges for after-hours or on-site visits. The new provider set up stronger cybersecurity measures, including two-factor authentication and staff training to prevent phishing attacks. Finally, Hope in Action worked with a dedicated IT account manager to develop a proactive IT roadmap, ensuring they had the right tools and strategy for future growth.

With these changes, Hope in Action was able to restore confidence in their technology. Their systems were more reliable, their data was secure, and they had the peace of mind to focus on their mission—helping homeless families find housing, jobs, and a better future.

• What hidden costs might your nonprofit face when hiring an IT firm?
• Why is it crucial to choose an IT provider that prioritizes cybersecurity and data protection?
• How can TruAdvantage help your nonprofit avoid unexpected fees and ensure reliable IT support?

As a nonprofit organization, selecting the right IT firm is crucial to maintaining your operations, ensuring data security, and supporting your mission. However, hiring an IT firm without understanding potential hidden costs and service gaps can lead to unexpected expenses and inadequate solutions. While the lowest-priced IT firm may seem attractive, it’s important to dig deeper into the details of their contract. Choosing an inexperienced or underqualified provider can cost your nonprofit more in the long run.

Is Your Nonprofit Hiring an IT Firm? How to Avoid Hidden Costs and Ensure Reliable Service with TruAdvantage

1. Why Cybersecurity is Essential for Nonprofits: Avoid Basic Antivirus Solutions

Cybersecurity is a critical aspect of nonprofit IT infrastructure. With nonprofits often handling sensitive donor information, volunteer data, and financial records, the risk of cyber threats is high. Ransomware attacks, phishing scams, and data breaches can have devastating effects on your organization’s reputation and operations.

Unfortunately, many budget IT firms only offer basic antivirus software that provides insufficient protection against sophisticated threats. Advanced cybersecurity measures, such as two-factor authentication (2FA), employee training on cyber awareness, and endpoint protection, are essential to safeguard your nonprofit. Moreover, insurance providers are now requiring nonprofits to have advanced cyber protections in place to qualify for cyber liability coverage.

At TruAdvantage, we take cybersecurity seriously and implement advanced protection measures to ensure your organization is safe. We offer a comprehensive cybersecurity package that includes 2FA, employee training, and industry-leading endpoint protection. With our services, your nonprofit can reduce the risk of cyber threats while also ensuring compliance with insurance requirements.

2. Data Backup and Recovery Solutions for Nonprofits: Protect Your Organization’s Information

Data loss can be a serious issue for nonprofits, especially if your organization uses cloud-based applications like Microsoft 365 or Google Workspace. However, many cloud services do not guarantee automatic data backups, leaving your organization vulnerable to data loss in case of a cyber attack, server failure, or accidental deletion.

When evaluating IT firms, ensure they provide daily backups of your servers, workstations, and cloud applications. Equally important, verify that your backups are immutable, meaning they cannot be altered or corrupted by hackers. Many insurance policies now require immutable backups to offer coverage for ransomware and other cyber events.

At TruAdvantage, we provide robust backup and disaster recovery solutions that include daily backups and immutable backup technology. Our backups are securely stored and ready to be restored at a moment's notice, minimizing any potential downtime for your nonprofit. With TruAdvantage, you can rest assured that your data is safe, no matter what happens.

3. Avoid Hidden Fees for On-Site and After-Hours IT Support

One common tactic some IT firms use to keep their prices low is omitting fees for on-site support and after-hours service. While these charges might seem hidden at first, they can quickly add up, especially when your nonprofit faces urgent IT issues during off-hours or requires in-person support.

When reviewing service agreements, ask about any additional fees for on-site visits, after-hours support, and emergency troubleshooting. Be sure you understand exactly what is and isn’t included in the IT service agreement to avoid unpleasant surprises later.

At TruAdvantage, we believe in transparency. Our service agreements include on-site and after-hours support with no hidden fees. We provide our nonprofit clients with comprehensive support at a predictable cost, ensuring your organization can get the help it needs, whenever it’s needed.

4. Vendor Liaison Services: Full Support for All Your Nonprofit’s Technology Needs

Nonprofits often rely on various technologies, including phone systems, security cameras, and printers, which may not always be provided by the IT firm. Some IT firms charge extra for resolving issues with devices or systems they did not sell you, leading to unexpected costs.

To avoid these additional charges, choose an IT firm that offers comprehensive support for all technology used by your nonprofit, including devices from third-party vendors. This ensures that you’ll receive uninterrupted support for every piece of equipment you rely on without incurring extra charges for troubleshooting.

At TruAdvantage, we offer full vendor liaison services, meaning we’ll work with all your vendors, regardless of where your technology was purchased. Whether it’s your phone system, security cameras, or other devices, we handle everything with no additional charges, so you can focus on your nonprofit’s mission without worrying about hidden costs.

5. The Importance of Experienced Technicians and Dedicated Account Managers for Nonprofits

Some IT firms reduce costs by hiring less experienced technicians or offering limited support for nonprofits. While cheaper service may seem appealing, it’s important to ensure your nonprofit receives the expertise and attention it deserves.

Experienced technicians, particularly those with a background in networking and cybersecurity, are essential to managing complex IT systems and protecting against cyber threats. Additionally, look for an IT firm that provides a dedicated account manager. An account manager will help you navigate long-term IT planning, budget management, and regulatory compliance to ensure your technology aligns with your nonprofit’s goals and meets industry standards.

At TruAdvantage, our experienced technicians and dedicated account managers work closely with you to create a custom IT roadmap that aligns with your nonprofit’s mission. We provide proactive support and strategic planning, ensuring your technology is always working to further your cause.

6. Ensure Transparency: What’s Included in Your Nonprofit’s IT Service Agreement?

Before committing to an IT service provider, it’s crucial to understand exactly what’s included in the service agreement. Some firms may appear cheaper at first but charge additional fees for necessary services like data backups, cybersecurity protection, and emergency IT support.

Take the time to thoroughly review the contract and ensure all essential services are included. Understanding the full scope of services provided will help you make an informed decision and prevent hidden fees from impacting your nonprofit’s budget.

At TruAdvantage, we offer transparent IT service agreements with no hidden costs. We’ll work with you to ensure all your technology needs are met and provide clear, straightforward pricing. Our goal is to be a trusted IT partner for your nonprofit, offering solutions that help you grow and succeed.

Choose TruAdvantage for Reliable, Transparent IT Services for Your Nonprofit

When it comes to choosing an IT provider for your nonprofit, it’s essential to select a firm that prioritizes cybersecurity, data protection, and comprehensive support. At TruAdvantage, we offer customized IT solutions for nonprofits in the San Jose and San Francisco Bay Area. We’re committed to providing high-quality service with no hidden fees, ensuring your technology is secure, efficient, and ready to support your mission.

If you’re ready to learn how TruAdvantage can support your nonprofit’s IT needs, we’d be happy to offer a Complimentary IT Assessment. Schedule a free 10-minute discovery call with us today and let’s explore how we can help your non-profit reduce risks, improve efficiency, and drive change.

Schedule Your Free Discovery Call or call us at 408-680-8389 today.

For more information on how we support non-profit organizations and help them achieve their missions, be sure to visit our main Nonprofit page. There, you'll find valuable resources, insights, and details about the services we offer to help nonprofits thrive. Visit our NonProfit Main Page here.

Categories: NonProfit Orgs