Free Nonprofit Program

Professional nonprofit asset management. Free for eligible organizations.

Keep every donated, purchased and grant-funded asset accounted for — across programs, locations and teams — without adding software cost to your mission.

Apply for the Nonprofit Program See what's included

$0 subscription
Unlimited assets
Up to 20 users
25 GB storage

A dedicated program, separate from our regular Nova free plan. Eligibility is reviewed individually.

Nonprofit staff and volunteers cataloguing and packing donated laptops and equipment in a store room, beside shelving stacked with labelled donation boxes

A dedicated program for nonprofits

UniAsset's Nonprofit Program is separate from our regular free plan. Eligible nonprofits receive a broader set of professional asset-management and maintenance capabilities at no subscription cost — not a discount on a smaller plan.

Regular free plan

Nova

Open to any organization, free forever.

Unlimited assets
5 users
500 MB storage
Weekly digest email only
Asset register, documents and QR codes

Maintenance, work orders, check-out and depreciation are not part of the regular free plan.

FOR ELIGIBLE NONPROFITS

Nonprofit Program

$0subscription

Assigned after review of a nonprofit request.

Unlimited assets
Up to 20 users
25 GB storage
500 / month email notifications
Preventive maintenance and work orders
Checklists, inspections and incidents
Asset check-out and custody history
Depreciation, TCO and Fixed Asset Register
Custom fields and custom statuses

Professional asset management and maintenance, at no subscription cost.

The Nonprofit Program is not one of our public pricing tiers and is not available through checkout. It is assigned to organizations whose nonprofit request has been reviewed and approved. Our public plans are on the pricing page.

Built for the accountability nonprofits already carry

Nonprofit teams are accountable for equipment bought with grants, given by donors, funded by programs and shared between sites — usually with a small team and no dedicated asset function. These are the questions that have to stay answerable, and UniAsset makes one system of record the place they are answered from.

What do we own?

One register for equipment, furniture, technology, vehicles, facilities equipment, supplies and every other accountable asset — however it arrived.

Where is it?

Track assets across offices, branches, campuses, programs, warehouses and field locations, with locations nested to match how your organization is actually arranged.

Who is responsible?

Assign assets to people and departments, and keep the custody history that shows who held what, and when.

Is it being maintained?

Schedule preventive maintenance, record repairs and service costs, and see what is due or already overdue.

Where are the documents?

Keep warranties, invoices, insurance documents, certificates and permits attached to the asset they belong to — with expiry monitoring.

What did it cost?

Track purchase cost, maintenance spend, depreciation, net book value and total cost of ownership across the portfolio.

Can we prove what happened?

Every asset carries its own history, and incidents capture an immutable snapshot of the asset exactly as it was when the event was reported.

One register. One history per asset. One place the answers come from — for programs, finance, facilities and the board alike.

Everything you need to manage nonprofit assets

The Nonprofit Program carries the full asset-management and maintenance capability set — the same operational features commercial customers pay for.

Track every asset

The register that answers what you own, where it is and who has it.

Unlimited asset records
Serial, manufacturer, model and vendor
Purchase cost, purchase date and warranty expiry
Status, criticality and custom statuses
Categories, locations and departments
People and assignment
Asset stock and consumables with low-stock alerts
Search, filtering and stale-asset detection
CSV import and export
Archive and restore

Keep equipment working

Preventive maintenance and repair work, on a schedule instead of by memory.

Preventive maintenance schedules
Service records and repair history
Preventive and corrective work orders
Inspection work and reusable checklists
Pass/fail, numeric, text and photo checklist items
Automatic corrective work order from a failed inspection
Escalation when work does not progress
Maintenance due and overdue alerts
Maintenance cost history

Protect accountability

Custody, evidence and a record that holds up when someone asks.

QR code generated for every asset
Printable QR labels and phone scanning
Scan history with method, user and device
Asset check-out and check-in
Borrower, expected return and overdue detection
Checkout sessions and checkout history
Incident records with severity, status and notes
Immutable asset snapshot on every incident
Roles: owner, admin, manager, employee, viewer

Keep documents organized

The paperwork that proves ownership, cover and compliance — filed against the asset.

Warranties and invoices
Insurance certificates
Compliance documents and certificates
Manuals and images
Document assets: licences, permits, registrations, certifications
Expiry monitoring with advance alerts
Organization-wide file and image views

Understand asset cost

What the portfolio is worth, what it is costing and what is worth replacing.

Purchase cost tracking
Depreciation schedules
Net book value per asset and across the portfolio
Total cost of ownership
Cost-risk analysis on assets consuming disproportionate repair spend
Fixed Asset Register

Report with confidence

Exportable reports for boards, funders, finance and internal review.

Asset report
Asset cost, category cost and department cost
Maintenance report
Depreciation report
Fixed Asset Register
Compliance report against document expiry
Checkout report
Trend reports

Know before it becomes a problem

UniAsset monitors the conditions that quietly turn into failures and writes them to your in-app notification centre. Email delivery on the Nonprofit Program is capped at 500 / month; in-app notifications and the weekly digest are not affected by that cap.

Maintenance due and overdue
Preventive maintenance due and overdue
Document expiry
Warranty expiry
Low stock
Checkout due and overdue
Work order assignment
Weekly digest

Free, with generous limits

The Nonprofit Program is designed to provide substantial operational capability without subscription cost. These are the limits, stated plainly — they keep the program sustainable while covering the needs of most nonprofit teams.

Nonprofit Program

What every approved organization gets

Subscription: $0
Assets: Unlimited
Users: Up to 20 users
Storage: 25 GB
Email notifications: 500 / month

No asset cap

Put the whole organization on the register, not a sample of it.

Room for evidence

Documents, certificates and photos against every asset.

Whole-team access

Staff and volunteers, each with a role that fits them.

Apply for the Nonprofit Program

Reviewed individually. No credit card at sign-up.

From donated laptop to accountable asset

What the platform actually does is easiest to see on a single item. Here is one donated laptop, from the day it arrives to the day it appears in a report.

Received
A supporter donates a laptop to your organization.
Recorded
Add it to the register with serial, model, condition and value.
Tagged
UniAsset generates its QR code. Print the label and fix it to the laptop.
Assigned
Assign it to a person, a department and a location.
Documented
Attach the donation record, invoice or warranty to the asset.
Maintained
Log servicing and repairs; costs accumulate against the asset.
Checked out
Lend it to a field worker with an expected return date.
Traced
Its history shows every assignment, movement and recorded event.
Reported
It appears in the asset report and the Fixed Asset Register.

The same shape works for the rest of what you run

Medical equipment

Serial numbers, service schedules, inspection checklists and certificates tracked against expiry — with incident records when something fails in use.

Vehicles

Preventive maintenance intervals, repair costs, insurance and registration documents, and custody when a vehicle moves between programs.

Field equipment

Check kit out to a field team with an expected return date, identify it by QR at the receiving site, and see what is overdue back.

Facility equipment

Generators, HVAC, kitchen and AV equipment on preventive schedules, with warranty expiry and total cost of ownership over time.

One platform for many kinds of nonprofit assets

UniAsset is designed for mission-driven organizations of very different shapes. A single community centre and a multi-country field operation have the same underlying problem, at different scale.

NGOs and humanitarian organizations

Equipment, vehicles, field assets, technology, supplies and program assets across distributed sites.

Charities and foundations

Donated equipment, office assets, technology and resources distributed to the people you serve.

Religious organizations

Facilities equipment, vehicles, AV and sound equipment, furniture and shared community resources.

Education and community programs

Laptops, projectors, laboratory equipment, furniture and learning resources across classrooms and centres.

Sports and community organizations

Sports equipment, grounds and facilities equipment, vehicles and shared resources.

Not sure whether your organization fits? Eligibility is reviewed individually, so the honest answer is to apply and tell us what you do.

Apply for the Nonprofit Program

Typical assets nonprofit teams put on the register

Laptops and IT equipment
Projectors and AV
Medical equipment
Mobility equipment
Generators
Sports equipment
Furniture
Vehicles
Books and resources
Field and relief kit
Office equipment
Tools and machinery

Make every resource easier to account for

Nonprofit assets are often purchased with grants, donations, restricted funding or program budgets, and the questions that follow arrive months later, from someone who was not there. UniAsset keeps the operational record around those assets in one place, so the answer is retrieved rather than reconstructed.

What a UniAsset record holds for any single asset:

Acquisition information: Purchase or donation details, cost and date
Current location: Site, building or program, down the location hierarchy
Responsible person: The individual and department accountable for it
Maintenance history: Every service, repair and what it cost
Documents: Invoices, warranties, insurance and certificates
Asset history: Assignments, movements and recorded events
Condition and status: Current status, criticality and open incidents
Cost position: Depreciation, net book value and total cost of ownership

This makes internal accountability and reporting materially easier. It does not replace your finance function or automatically satisfy any particular funder's reporting requirements — what it does is make sure the underlying operational record exists, stays current, and can be exported when it is asked for.

How the Nonprofit Program works

There is no separate application portal and no sales call. You create your organization, apply from inside the product, and a person reviews it.

Create your organization
Set up your UniAsset workspace. No credit card is asked for at sign-up, and you can start adding assets straight away.
Apply
In Settings → Organization, set your organization type, then submit a nonprofit request explaining who you are and what you do.
Verification
A person reviews every request. We may ask for evidence of nonprofit status or organizational registration.
Approved
Your organization moves onto the Nonprofit Program at $0, and everything already in your register comes with you.

A step-by-step walkthrough, including what to put in your justification, is in our guide to requesting nonprofit pricing.

Who can apply?

The Nonprofit Program is intended for eligible nonprofit and mission-driven organizations, including NGOs, charities, humanitarian organizations, religious organizations, community organizations and similar institutions. In the product, the request becomes available once your organization type is set to NGO, non-profit, religious.

Eligibility is reviewed individually. We may request evidence of nonprofit status or organizational registration before approval, so it helps to include your registration details and a short description of what your organization does when you apply.

Apply for the Nonprofit Program Explore UniAsset

Need more?

The Nonprofit Program is built around the core asset-management and maintenance capabilities most organizations need. Some advanced platform capabilities remain part of UniAsset's higher commercial plans, and we would rather say so here than let you find out later:

Executive Dashboard
Portfolio-level financial and operational intelligence for leadership.
SLA Engine
Service-level response windows, criticality multipliers, breach tracking and breach notifications on work orders.
Multi-site analytics
Compare performance and utilisation across multiple sites.
REST API & integrations
API keys, the integration hub, developer guide and activity log.
Webhooks
Push asset and work order events to your own systems in real time.
RFID & NFC
Track assets with RFID and NFC tags.
IoT signals
Ingest telemetry from connected devices and monitor asset health signals.
Disposal accounting
Record asset disposals with gain/loss accounting against net book value.
Custom roles
Define bespoke permission sets beyond the built-in system roles.
Priority support
Faster response times and a direct line to the support team.
Microsoft Entra directory sync
Provision and deactivate users automatically from Microsoft Entra ID.

If your organization has requirements beyond the Nonprofit Program — more than 20 users, more storage, or any of the capabilities above — contact us and we will help you understand the available options.

What is nonprofit asset management?

Nonprofit asset management is the practice of keeping an accurate, current record of everything an organization owns or is responsible for — equipment, vehicles, technology, furniture, facilities equipment and supplies — together with where each item is, who holds it, what condition it is in, what it cost, and what has happened to it.

It differs from commercial asset management mainly in where the pressure comes from. Nonprofits typically acquire assets through several routes at once — donations in kind, grant-funded purchases, program budgets and restricted funding — and distribute them across offices, programs, branches and field sites staffed by a mix of employees and volunteers. The result is a register that changes hands often, held to an accountability expectation from funders, boards and auditors that is at least as high as any commercial equivalent.

In practice, most organizations start with a spreadsheet. It works until the register outgrows one person's memory: versions diverge, a laptop moves between programs without anyone recording it, a generator misses a service interval, an insurance certificate lapses unnoticed, and preparing a fixed asset register at year end becomes a fortnight of archaeology.

Nonprofit asset management software replaces that with one system of record. The inventory lives in one place, every asset carries its own history, QR labels make physical items identifiable in the field, maintenance runs on a schedule rather than by memory, documents sit against the asset they belong to with expiry monitoring, and reports — asset, cost, maintenance, compliance, depreciation and the Fixed Asset Register — come from the live record rather than being rebuilt by hand.

UniAsset provides that as a single platform. The Nonprofit Program exists so that the cost of the software is not the reason an organization goes without it.

Nonprofit Program questions

Is UniAsset free for nonprofits?

Yes. Eligible organizations approved for the Nonprofit Program pay no subscription fee. It is not a trial or a time-limited discount — it is a dedicated plan set at $0.

Is the Nonprofit Program the same as your free plan?

No. Nova is our regular free plan, available to any organization, with 5 users and 500 MB of storage. The Nonprofit Program is a separate plan for reviewed nonprofit organizations, and it adds maintenance and work orders, checklists and inspections, incidents, asset check-out, depreciation and cost analytics, and custom fields and statuses — alongside higher user, storage and notification limits.

How many assets can a nonprofit track?

Unlimited. There is no cap on the number of assets on the register in the Nonprofit Program.

How many users are included?

Up to 20 users, each with their own login and role. Roles run from owner and admin through manager, employee and viewer, so volunteers can update records without seeing financial data or organization settings.

How much storage is included?

25 GB, shared across documents, certificates, invoices and asset images.

How many email notifications do we get?

500 / month. In-app notifications and the weekly digest email are not affected by that limit, so nothing important goes unseen if the monthly email allowance is reached.

Can we import our existing asset list?

Yes. CSV import is available, so an existing spreadsheet register can be mapped and brought in rather than re-typed. Export works the same way.

Can we manage multiple locations?

Yes. Locations are hierarchical, so a country, a city office, a building and a room can all be modelled, and assets can be filtered and reported by location.

Can we track maintenance?

Yes. The Nonprofit Program includes preventive maintenance schedules, service records, preventive and corrective work orders, inspections and checklists, maintenance due and overdue alerts, and maintenance cost history.

Can we attach documents to assets?

Yes. Warranties, invoices, insurance certificates, compliance documents, manuals and images can all be attached to the asset they belong to, and documents with an expiry date are monitored and alerted on before they lapse.

Can we use QR codes?

Yes. A QR code is generated for every asset automatically. Labels can be printed and scanned from a phone, and every scan is recorded with the method, the user and the device.

Who is eligible for the Nonprofit Program?

The programme is intended for eligible nonprofit and mission-driven organizations. In the product, the request becomes available once your organization type is set to NGO, non-profit, religious. Eligibility is reviewed individually and we may ask for evidence of nonprofit status or registration.

How do we apply?

Create your organization, set your organization type in Settings → Organization, then submit a nonprofit request with a short justification covering who you are, what you do and your registration details. Every request is reviewed by a person, and you are notified by email of the decision.

Do we need a credit card to start?

No. Creating an organization does not ask for payment details, and the Nonprofit Program has no subscription to pay once approved.

What happens if we need more than 20 users?

If your organization needs more than 20 users, more storage, or capabilities outside the programme, get in touch and we will help you work out the options.

What is not included in the Nonprofit Program?

The programme carries the core asset-management and maintenance capabilities. Advanced platform capabilities remain part of the higher commercial plans: Executive Dashboard, SLA Engine, Multi-site analytics, REST API & integrations, Webhooks, RFID & NFC, IoT signals, Disposal accounting, Custom roles, Priority support, Microsoft Entra directory sync.