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You need funding for a technology project – a new CRM, a database upgrade, a client-facing app, cybersecurity improvements – and you’re going after grant money. Good call. Technology grants are competitive, but winnable if you know what funders are looking for. This guide walks you through the entire process: finding the right funders, building your project plan, writing a proposal that stands out, and avoiding the mistakes that sink most technology grant applications.

Step 1: Find the Right Funders (Before You Write a Word)

Don’t waste time applying to funders who don’t fund technology. Here’s where to look:

Technology-specific funders:

Google.org / Google Ad Grants – Funds technology for social impact. Also offers $10K/month in free Google Ads to eligible nonprofits.
Microsoft Tech for Social Impact – Discounted and donated software plus grant funding for technology capacity building
Salesforce.org – 10 free Salesforce licenses for eligible nonprofits, plus implementation grants
TechSoup – Not a funder, but provides deeply discounted software and hardware. Start here for immediate needs while pursuing grants for larger projects.
NTEN (Nonprofit Technology Enterprise Network) – Publishes grant opportunities and connects nonprofits with technology funders

Foundations that fund technology components:

Knight Foundation – Technology for community engagement and information access
Bill & Melinda Gates Foundation – Technology for global health and education
Local community foundations – Many have “capacity building” or “infrastructure” grant programs that cover technology upgrades. Search your local community foundation’s grant calendar.

Government sources:

Grants.gov – Search for technology-related federal grants. Filter by “technology” and your program area.
USDA Rural Development – Funds technology infrastructure in rural communities
State technology grants – Many states offer technology modernization grants for nonprofits. Check your state’s grants portal.

Pro tip: Before applying, call the program officer. Ask: “We’re planning a [describe project]. Is this a fit for your program?” A 10-minute conversation can save you 40 hours of proposal writing.

Step 2: Build Your Project Plan First

Write the project plan before you write the grant. This forces clarity and produces a stronger proposal. Answer these questions:

The Problem (be specific, use numbers):

What operational or programmatic problem does this technology solve?
What’s the cost of the status quo? (Staff hours wasted, clients not served, revenue lost)
Example: “Our case managers spend 12 hours/week on manual data entry across disconnected spreadsheets. That’s 624 hours/year per manager that could be spent on direct client service – equivalent to serving 200 additional families annually.”

The Solution (be specific, show your homework):

What technology are you implementing? (Name the product/platform)
Why this solution over alternatives? (Include 2-3 alternatives you considered)
Who else uses it? (Get references from peer organizations)
What’s the total cost of ownership for 3 years? (Not just purchase price – include implementation, training, annual licensing, and support)

The Implementation Plan:

Phase 1 (Month 1-2): Vendor selection finalized, contracts signed, project team assembled
Phase 2 (Month 3-5): Configuration, data migration, testing
Phase 3 (Month 6-7): Staff training, pilot with one department/program
Phase 4 (Month 8-10): Full rollout, troubleshooting, optimization
Phase 5 (Month 11-12): Evaluation, documentation, sustainability planning

The Team:

Project lead (name + qualifications)
Internal champion for each department affected
External implementation consultant (if applicable)
Who handles change management and training?

Step 3: Write the Proposal

Here’s section-by-section guidance for a technology grant proposal:

Executive Summary (Write This Last, 1 Page Max)

Template: “[Org name] requests [$amount] to [implement/upgrade/build] [specific technology] that will [specific outcome]. This [timeframe] project will enable [quantified impact], serving [number] [clients/families/communities]. [Org name] has [relevant capacity/experience] and will sustain the technology beyond the grant period through [sustainability plan].”

Statement of Need (1-2 Pages)

Lead with the problem, not the technology. Funders don’t fund tools – they fund outcomes. Use this structure:

Describe the community/population you serve and the challenge they face
Explain how your current technology gap limits your ability to address that challenge
Quantify the gap: staff hours lost, clients underserved, data you can’t collect, revenue you can’t track
Connect to the funder’s priorities: “This aligns with [Foundation’s] focus on [their stated priority]”

Project Description (2-3 Pages)

This is your project plan in narrative form. Include:

Goals and measurable objectives (use SMART format)
Technology selection and rationale
Implementation timeline with milestones
Change management and training plan (funders know this is where projects fail)
Data security and privacy protections
Sustainability plan: how you’ll fund ongoing costs after the grant ends

Evaluation Plan (1 Page)

Define 4-6 specific, measurable indicators:

Efficiency: “Reduce data entry time from 12 hours/week to 3 hours/week per case manager”
Effectiveness: “Increase client follow-up completion rate from 60% to 90%”
Adoption: “Achieve 95% staff utilization of new system within 6 months”
Financial: “Reduce annual reporting costs by $8,000 through automated report generation”

Specify when and how you’ll collect this data, and who’s responsible for evaluation.

Budget (Be Detailed and Get Real Quotes)

Sample technology grant budget structure:

Software licenses/subscriptions (Year 1): $X,XXX – [Vendor quote attached]
Implementation/configuration services: $X,XXX – [Consultant quote attached]
Data migration: $X,XXX
Hardware (if applicable): $X,XXX
Staff training (initial): $X,XXX
Project management staff time (X% of salary for Y months): $X,XXX
Contingency (10%): $X,XXX
Total project cost: $XX,XXX
Amount requested: $XX,XXX
Organization match: $X,XXX (in-kind staff time, existing infrastructure, etc.)

Critical: Get actual vendor quotes and attach them. “Estimated” costs undermine your credibility. Funders know that vague budgets mean you haven’t done your homework.

8 Mistakes That Kill Technology Grant Proposals

Leading with technology instead of impact. “We want to implement Salesforce” vs. “We need to increase donor retention by 15% and Salesforce is the tool that gets us there.” Always problem first, tech second.
No sustainability plan. Funders don’t want to fund technology that dies when the grant ends. Show how you’ll cover Year 2+ costs: operating budget allocation, earned revenue, or a technology reserve fund.
Ignoring change management. Budget at least 15-20% of your project for training and adoption support. The best technology fails if staff won’t use it.
Vague outcomes. “Improve efficiency” isn’t measurable. “Reduce reporting time by 60%” is.
Unrealistic timelines. Technology projects take 1.5-2x longer than planned. Build buffer into every phase.
No project team identified. “We’ll hire a consultant” is weaker than “We’ve engaged [Consultant Name] who has implemented [this system] for [3 similar organizations].”
Not following instructions. A shocking number of proposals are rejected for formatting violations, missing attachments, or exceeding page limits. Read the RFP three times.
Applying without contacting the program officer. A pre-submission conversation costs nothing and can save you from writing a misaligned proposal.

After Submission: What to Do While You Wait

Keep your project team engaged and ready to mobilize quickly if funded
Apply to at least 2-3 additional technology funders – don’t bet on a single grant
If rejected, request reviewer feedback. Most funders provide it, and it’s invaluable for your next submission.
Document any new developments that strengthen your case (pilot results, partner commitments, organizational changes)
Thank the program officer regardless of outcome. Grant relationships are long-term investments.

Your Grant Writing Action Plan

This week: Identify 3-5 potential funders using the sources above. Call program officers to confirm fit.
Week 2: Build your project plan (problem, solution, implementation, team, budget).
Week 3: Get vendor quotes and letters of support from partners.
Week 4-5: Write the proposal following the section-by-section guide above.
Week 6: Have someone outside your organization read and critique the proposal. Submit.

Technology grants are competitive, but they’re winnable when you lead with impact, show your homework, and present a realistic plan. Start with the funder research today – the rest follows from there.

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