Brenneis AI
Custom Data Systems: When Your Nonprofit Has Outgrown Spreadsheets
Some organizations need a website and a CRM. Others need something more — a real system built around how they actually operate: tracking clients, cases, inventory, or compliance records that a spreadsheet or an aging Microsoft Access database was never built to handle.
If you're managing multiple locations, juggling paper intake forms, or dreading the day your one volunteer who understands "the database" retires — this is that service.
"The volunteer who understands 'the database' isn't a data system. They're a single point of failure."
This is custom software development, not a subscription. It's a distinct engagement from your website build or GHL subscription — priced and scoped like the engineering work it is, starting with a real discovery process rather than a guessed number.
Three Ways We Can Help
Every project is scoped individually. During your free consultation, we'll talk through what you're replacing and what you need, then walk you through what tier fits and what a paid Discovery phase would look like.
Foundational System
For organizations with one core dataset and one type of user. Think: a single staff-facing tool to track clients, equipment, or cases — replacing a spreadsheet or basic Access database with something built to hold up.
Integrated System
For organizations with more moving parts: multiple staff roles with different permissions, multiple locations sharing (or separating) data, or one connected integration — like a website form feeding directly into your internal system.
Enterprise Data System
For organizations with real complexity: migrating years of historical data out of a legacy system, built-in compliance or reporting requirements, e-signature workflows, or multi-location/multi-role routing.
How Pricing Actually Works
Discovery
Tier 2 and Tier 3 projects begin with a paid Discovery phase — a separate, standalone engagement from your GHL subscription or website hosting. Custom software can't be accurately quoted blind, so Discovery is where we map your actual data, workflows, and requirements before any build pricing is finalized. If you move forward with the build, the Discovery fee is credited toward your project cost, provided you move forward within 90 days of receiving your findings.
Support & Hosting Retainer
Once your system is live, it needs ongoing hosting, backups, and support — separate from your GHL subscription, which covers your marketing/CRM platform, not custom-built software. We'll recommend the right support level for your system during scoping. Third-party infrastructure costs (database hosting, storage, etc.) are passed through at cost, itemized and approved before they're billed — no markup, ever.
Discounts
Virginia nonprofits and veteran-owned businesses receive 15% off our build and retainer pricing (not stackable). This applies to our labor and service pricing — it does not apply to third-party infrastructure passthrough, which is already billed at cost with no margin.
Frequently Asked Questions
Is this included in my GHL subscription?
No. Your GHL subscription covers your marketing and CRM platform — contacts, email/SMS/voice, AI chat replies. Custom Data Systems is separate, ground-up software development for internal tools, databases, and workflows GHL isn't built to handle.
How much does this cost?
We don't publish flat pricing for custom builds — every project is scoped individually based on your data and workflows. Tier 2 and 3 projects start with a paid Discovery phase that maps your actual requirements before we quote a number. Book a free consultation and we'll tell you honestly which tier you're likely in.
How long does a project take?
It depends on tier and complexity. We'll give you a real timeline as part of Discovery (or during your free consultation for Foundational-tier projects) — not a guess upfront.
Do you migrate data from Access, Excel, or another system?
Yes — legacy data migration is one of the most common reasons organizations come to us. We map what you have during Discovery and build the migration plan into the project.
What if we decide not to move forward after Discovery?
That's your call. Discovery is a standalone, paid engagement, and you keep the findings either way. If you build with us within 90 days of receiving them, the fee is credited toward the project. After that, you're always welcome to come back and start fresh.
Not sure if this is you? Let's find out together.
Book a free consultation. We'll look at what you're managing today and tell you honestly whether a custom system makes sense — or whether your current setup just needs a tune-up.
Book Your Free Consultation