You’re working on a grant proposal and you hit the technology section. Maybe the application asks about your “technology plan” or “IT infrastructure.” Maybe there’s a budget line for equipment or software. Maybe the funder wants to know how technology supports the program you’re requesting funding for.
This section trips up a lot of organizations. It feels technical. It’s easy to either overthink it or brush past it with vague language.
Here’s how to get it right.
Why Funders Care About Technology
Funders aren’t asking about technology because they’re curious about your software preferences. They’re asking because technology is a proxy for something bigger: your capacity to deliver and sustain results.
They want to know:
Can you actually implement what you’re proposing? If your program requires tracking 500 clients across three sites, do you have the tools to do that? Or are you planning to figure it out later?
Have you thought this through? Vague language (“we’ll purchase necessary equipment”) signals that you haven’t. Specific language signals that you have.
Will this investment last? Funders have seen too many grants where the technology sits unused six months later. They want evidence that you’ve planned for adoption, training, and ongoing costs.
The technology section isn’t just a box to check. It’s a chance to show that your organization is thoughtful, capable, and ready.
The Key Components
A strong technology section covers six things. You don’t need pages of detail for each. Clear and concise is better than exhaustive.
1. Current State
Start with where you are. What technology do you currently use for this program or function? What’s working? What’s not?
Be honest. You don’t need to pretend everything is fine. Funders understand that nonprofits operate with constraints. What they want is evidence that you understand your own situation.
Example:
“Currently, our case management relies on spreadsheets maintained by program staff. While functional for our current caseload of 50 clients, this approach limits our ability to track outcomes across programs and creates data entry redundancy as we grow.”
2. Proposed Solution
What specifically will you implement? Name the software, hardware, or system. If you haven’t selected a specific product, describe the type of solution and note that you’re in the evaluation process.
Show that you’ve done your homework. Why this solution? How does it fit your needs?
Example:
“We propose implementing Apricot by Social Solutions, a nonprofit-focused case management system. We selected Apricot after evaluating three platforms because of its outcome tracking features and integration with our existing donor database.”
3. Connection to Outcomes
This is where many proposals fall short. You’ve described the technology. Now explain why it matters.
How does this investment advance the program? How does it help you serve more people, improve outcomes, or operate more effectively? Be specific.
Example:
“This system will reduce data entry time by an estimated 10 hours per week, allowing staff to serve 15% more clients. Built-in reporting will enable real-time outcome tracking for the first time, improving our ability to identify what’s working and adjust programming accordingly.”
4. Implementation Plan
Who’s responsible? What’s the timeline? How will staff learn to use it?
Funders want to see that you’ve thought beyond the purchase. Technology that never gets properly implemented helps nobody.
Example:
“Implementation will occur over 12 weeks, led by our Operations Manager with support from the vendor’s onboarding team. All program staff will complete training before go-live. We’ve budgeted for three months of enhanced support during the transition period.”
5. Budget
Be specific and realistic. Break down the costs. Include everything: software licensing, hardware, implementation support, training, and any ongoing expenses in year one.
Underestimating your budget raises red flags. Funders have seen enough technology projects to know what things actually cost. If your numbers seem too low, they’ll wonder what you’re missing.
Example:
“Total technology investment: $15,500
- Software licensing (Year 1): $6,000
- Implementation and data migration: $4,500
- Staff training: $2,000
- Hardware (2 tablets for field staff): $1,500
- Technical support retainer: $1,500″
6. Sustainability
What happens after the grant ends? If there are ongoing costs, how will you cover them?
This is a big one. Funders don’t want to invest in something that falls apart when their money runs out.
Example:
“Annual licensing of $6,000 will be incorporated into our operating budget beginning in Year 2. We anticipate this cost will be offset by reduced administrative time and improved grant reporting efficiency.”
Common Mistakes to Avoid
Being too vague. “General technology improvements” isn’t a fundable request. Specificity shows you’ve done the work.
Forgetting ongoing costs. Software subscriptions, maintenance, updates. These add up. Include them or explain how you’ll handle them.
Disconnecting technology from mission. Always tie the technology back to outcomes. The question isn’t “what do you want to buy?” It’s “how will this help you serve your community better?”
Underestimating training. New software is useless if nobody knows how to use it. Build training into your budget and timeline.
Requesting only hardware. Computers without software, software without training, systems without support. Think about the full picture.
A Template You Can Use
If you’re staring at a blank page, start here. Fill in the brackets with your specifics.
“Currently, [describe current state and limitation]. This limits our ability to [specific problem].
We propose implementing [specific solution], which will [specific benefit]. We selected this solution because [rationale].
Implementation will occur over [timeline] with [who responsible]. Staff training will include [description].
The total investment of [amount] includes [breakdown]. Following the grant period, ongoing costs of [amount] will be sustained through [plan].”
That’s four sentences. You can expand from there, but if your technology section covers those four things clearly, you’re in good shape.
One More Thing
Writing a strong technology section is easier when you actually know what you need. That sounds obvious, but a lot of proposals get written before the organization has done the homework.
If you’re not sure what technology to request, what it should cost, or how to make the case, it might be worth stepping back. A technology assessment can help you clarify the picture before you start writing.
Our assessment can help you figure out where to focus. Or if you want help with the full grant application, that’s something we do too.