How Small Nonprofits Can Use Automation to Save Time and Reduce Errors

The research

Multiple nonprofit case studies demonstrate that automation can handle repetitive tasks like data entry, reconciliations, and reporting—freeing staff time and reducing errors. For example, Spain’s ONCE used automation to streamline compliance-heavy workflows and improve staff productivity. Another case from New York Foundling shows staff time saved weekly by automating manual data tasks. Sector surveys also confirm increased intent to invest in practical, efficiency-oriented tech.

My take on it

For small nonprofits, automation is most effective when wrapped around existing tools (Excel, CRM exports, email, shared drives) rather than requiring a whole new platform. Start with one high-volume, rules-based process and measure staff hours reclaimed. Treat it as a pilot to build trust and internal champions.

What this means for you

• Map your top 3 repetitive workflows (e.g., donor imports, grant deadline reminders, recurring reports).

• Estimate weekly time spent and error risk; pilot your automation on the highest-leverage task.

• Pair the pilot with a simple success metric (hours saved, error rate, turnaround time) and a 60–90-day review.

• Build a “bot owner” role into someone’s existing duties for light monitoring and updates.

Want a quick working session to pick your best first automation pilot and outline how your org could benefit? Book a call below and we’ll schedule it.

References

word.nten.org/wp-content/uploads/2024/04/2024-Nonprofit-Digital-Investments-Report.pdf?

New York Foundling - RPA Use Cases in Social Services | UiPath

UiPath employees donated their own time to help NY Foundling, speed up processes with automation plans, saving them hours weekly in manual data entry.

www.uipath.com/resources/automation-case-studies/new-york-foundling-ngo-rpa?

Nonprofit Organization RPA Case Study - Once | UiPath

See how Once turned to RPA to solve many of the inefficiencies that had built up over its 82-year existence, leading to better service and more productive employees.

www.uipath.com/resources/automation-case-studies/once-nonprofit-organization-rpa?