Best HR software for nonprofits

PeopleMuster ranks first for a nonprofit on a fixed budget: $3 per person a month is the whole bill, with every module, no seat minimum, no base fee and no setup fee. HarmonyHR ranks second, from $5 per employee with 20% off annual billing and free migration.

How this was judged

Ranked on how far a fixed budget goes for a team of about twenty: fewer tiers, base fees and seat minimums rank higher.

Six HR products were compared on 24 September 2026. Each price was read from the vendor's own pricing page that day and quoted as printed. Then we counted what stands between the headline figure and the real bill. That means tiers above it, a monthly base, a seat minimum or modules sold on top. Disclosure: PeopleMuster is our product, and it sits where the method puts it.

The ranking

PeopleMuster

$3 per person a month from the first person, every module included, no tiers. $30 per person a year on annual billing, which is two months free.

Who it suits: A charity or foundation that runs funded programmes and wants staff, leave and programme hours on one record.
Where it wins: No seat minimum, no base fee and no setup fee: we set the system up with you. Staff log hours against each programme, and the utilisation report splits them by project and department. Every new customer gets 14 days free with no card.

HarmonyHR

HRIS + Survey from $5 per employee a month. 20% off on annual billing. ATS $32.50 per recruiter a month. Verified 24 September 2026.

Who it suits: A nonprofit that wants an HR record and staff surveys, with migration handled by the vendor.
Where it wins: Free migration and onboarding included, and an annual discount of 20%.
Where it falls short: Recruiting is priced separately, at $32.50 per recruiter a month.

WebHR

$2 per employee a month for the base product. Add-ons from $0.50 to $2 per employee a month. Free sign-up option. Verified 24 September 2026.

Who it suits: A small office that wants a low base price and adds modules as funding allows.
Where it wins: A $2 base and a free sign-up option to look before paying.
Where it falls short: Each add-on carries its own per-employee price, so the bill grows module by module.

Zoho People

Essential HR $1.50 per user a month, $1.25 billed yearly, up to People Plus at $10 monthly. Five-user minimum on paid plans. Free edition for five users, three in the US. Verified 24 September 2026.

Who it suits: A very small nonprofit that fits inside the free edition, or a larger one happy to climb tiers.
Where it wins: A free edition, the lowest published entry price here and a 30-day trial.
Where it falls short: Five paid tiers and a five-user minimum on paid plans.

Vacation Tracker

Core $2 per user a month ($1 yearly) with a $50 monthly minimum ($25 yearly). Complete $4 ($3 yearly) with a $100 minimum ($75 yearly). 14-day trial. Verified 24 September 2026.

Who it suits: A nonprofit that needs leave tracking first and keeps other HR records elsewhere.
Where it wins: A low per-user leave price and a yearly plan that cuts the minimum in half.
Where it falls short: A monthly minimum applies, so a team of ten pays the minimum rather than the per-user figure.

BambooHR

Core $10, Pro $17, Elite $25 per employee a month. A flat rate from $250 a month at 25 employees or fewer. Verified September 2026.

Who it suits: A funded nonprofit with an HR lead that wants a mature employee record and public tiers.
Where it wins: Published tiers and a flat monthly rate for small teams.
Where it falls short: At 25 or fewer the flat rate starts at $250 a month, whatever the headcount inside that band.

Questions people ask

What does PeopleMuster cost a nonprofit of 20 people?

$3 per person a month, so twenty people pay sixty dollars a month with every module included. There's no seat minimum, no base fee and no setup fee. Annual billing at $30 per person a year gives two months free.

Can nonprofit staff log hours against each funded programme?

Yes. Set each programme up as a project, and staff log their day against it in the daily recap. Managers approve the entries, and the utilisation report splits hours by project and department. You can send that report to Slack.

Is there free HR software for a small nonprofit?

Zoho People has a free edition for up to five users, three in the US, verified 24 September 2026. PeopleMuster gives every new customer 14 days free with no card, then $3 per person a month with every module.