Quick Summary
Sincron HR Pro fits nonprofits in Canada and the US because it manages staff, volunteers, grant hours, and credentials in one system, works alongside the payroll and Microsoft 365 you already use, and starts with a free 60-day trial.
TechSoup members and other nonprofits pay 50% less to go live and 20% less per user, in either currency.
Table of Contents
Three in four U.S. nonprofits had open jobs when the National Council of Nonprofits surveyed more than 1,600 of them in 2023, and 28 percent reported longer waiting lists for services than before the pandemic [1]. Behind numbers like those sits a familiar HR setup: one or two people tracking staff, volunteers, certifications, and funder requirements across spreadsheets, shared drives, and inboxes.
An HRIS for nonprofits has to take work off a small team, not hand them another system to manage. Sincron HR Pro was built for this sector, and Sincron HR is a long-standing TechSoup partner in both Canada and the US. Below are the seven ways it fits, what each one includes, and what each one costs.
Why Nonprofit HR Is Stretched Thin in Both Countries
Nonprofits in Canada and the US employ millions of people, usually with HR teams sized for a fraction of the work. In the United States, more than 300,000 nonprofit establishments accounted for 12.8 million jobs in 2022, or 9.9 percent of all private-sector employment, according to the U.S. Bureau of Labor Statistics [2]. In Canada, Statistics Canada counted 2.8 million jobs in non-profit institutions in the fourth quarter of 2024, with total jobs up 2.7 percent over the year [3].
Those workforces carry layers most businesses never deal with. Volunteers need onboarding and background checks. Grant-funded staff split their hours across programs. A provincial ministry, a state agency, a funder, or an accreditor wants to see records on short notice.
1. One System for Staff, Volunteers, and Contractors
Sincron HR Pro manages paid staff, volunteers, and contractors in one system, for organizations from 30 to 10,000 people. During the free trial, your consultant works with your admin to set up a volunteer category. From there, volunteers get contracts, scheduled hours, credential tracking, and background-check records the same way employees do.
Onboarding is automated, so a volunteer's paperwork and orientation steps are finished before their first shift. Role-based permissions keep data in the right hands. An HR Manager, an HR Admin, and an employee each see what their role allows, which matters when an office manager handles HR alongside three other jobs.
2. Staff Time Tracked Grant by Grant
Sincron HR Pro tracks staff time against each grant or program, so you show a funder exactly where its money went. An employee whose salary is split across two grants holds a separate contract for each one and logs hours against the contract they're working under. Program managers see labor allocation contract by contract instead of one blended timesheet, and HR Analytics turns those hours into program-by-program reports.
Many foundations now ask for workforce demographics alongside program results. During the trial, you and your consultant identify the custom fields a funder's reporting calls for. The data then exports for analysis, including Equal Employment Opportunity (EEO) and diversity metrics. The Grant and Volunteer Management page walks through each piece.
3. Audit-Ready, Whoever Is Doing the Auditing
Sincron HR Pro keeps the records reviewers ask for in one place, whether the review comes from a government agency, a licensing body, a funder, or a national or international accreditor. Most nonprofits answer to more than one. In Washington State, for example, behavioral health agencies accredited by CARF International, The Joint Commission, or the Council on Accreditation are reviewed by their accreditor instead of receiving regularly scheduled Department of Health inspections [4]. In Canada, social-service agencies often report to a provincial ministry, such as a Ministry of Children and Families, or to a Community Living organization, and many hold accreditation as well.
The platform stores certifications and clearances in each employee's record and sends alerts before they expire. Contracts and other HR documents get the same expiry tracking. Sincron HR Pro is built to support PIPEDA, HIPAA, and GDPR.
For organizations that are CARF-accredited or working toward accreditation, Sincron HR also has a certified CARF surveyor on staff. Their guidance is billed at the consulting rate, so you pay only when you use it. The Compliance page covers the rest of Sincron's compliance support.
4. You See It Working Before You Pay
Sincron HR Pro starts with a free 60-day Implementation Trial (FIT), and you're free to walk away at any point at no cost. You don't start from a blank system. Sincron HR Pro comes preconfigured, and a dedicated consultant trains your admin and works alongside them as they shape the platform around your own policies and workflows.
A 45-minute FIT Check sets your priorities. Days 1 to 10 cover kickoff, discovery, and workflow mapping. Days 11 to 45 cover core setup and training, and from Day 46 a manager and an employee pilot the system with real work.
For a grant-funded budget, this changes the risk. You decide on Day 61 with your own policies loaded and a pilot behind you, instead of signing a contract on the strength of a sales demo. The first 10 days of the trial are covered step by step in a separate post.
5. Nonprofit Pricing in Your Own Currency, Every Core Module Included
Nonprofits pay $899 to go live instead of $1,799, then $10 per user per month instead of $12.50, and the same figures apply in Canadian and US dollars. That works out to 50 percent off the one-time Go Live fee and 20 percent off the subscription, with a 5-user minimum and no long-term contract.
Every core module is included in the per-user rate: recruitment and applicant tracking, onboarding, personnel and contract management, compliance tracking, benefits and compensation tracking, time and leave with shift scheduling, performance management, training, HR analytics, and employee self-service. Optional add-ons, such as payroll API integration, are priced separately. The Pricing page lays out every step and its cost.
TechSoup Canada and TechSoup USA members get the nonprofit rate through their existing TechSoup validation. You don't need TechSoup to qualify, though. The nonprofit rate is open to any nonprofit in Canada or the US, and the TechSoup Canada and TechSoup USA pages list the details for each country.
6. It Works With the Payroll and Microsoft 365 You Already Run
Sincron HR Pro sends HR and time data to the payroll provider you already use, so you keep your payroll provider when you adopt it. Sincron HR doesn't run payroll itself. Its open API connects to payroll systems, with live connections to Sage 300 and Sage X3, and payroll API integration is available as an optional add-on. The Payroll page explains the options.
If your organization runs on Microsoft 365, Sincron HR Pro includes Office 365 single sign-on with Outlook calendar and Teams integration as standard. Staff sign in with the account they already have, and leave and training dates show up where they already plan their week.
7. Support Sized to a Small HR Team
Sincron HR scales support to your team, from Virtual HR for organizations with up to 20 staff to on-demand consulting for larger agencies. Virtual HR costs a flat $500 per month, the same rate for nonprofits, and gives organizations without a dedicated HR administrator hands-on support from Sincron's HR team. It starts during the free trial if you want it.
Every client gets training through the trial, post-implementation support after go-live, and 24/7 access to the Sincron Learning Hub. HR audits, policy and procedure development, and dedicated HR consulting are available at the consulting rate, when you need them.
HRIS for Nonprofits: What's Included and What's Billed Separately
Most of what a nonprofit needs from an HRIS is included in the subscription, and specialist services are billed only when you use them. The table below sets the seven reasons side by side with their cost.
| Nonprofit need | How Sincron HR Pro handles it | Cost |
|---|---|---|
| Staff, volunteers, and contractors in one system | Volunteer category set up during the trial, with the same contracts, scheduled hours, and credential tracking as staff | Included |
| Grant and program time tracking | A separate contract for each grant, hours logged by contract, program-by-program reports | Included |
| Funder demographic reporting | Custom fields identified during the trial, with EEO and diversity data exports | Included |
| Certifications and audit readiness | Credentials stored in each employee record, renewal alerts, document expiry tracking | Included |
| CARF accreditation guidance | Certified CARF surveyor on staff, for organizations accredited or pursuing accreditation | Consulting rate |
| Payroll | HR and time data sent to your existing provider. Sincron HR doesn't run payroll | Payroll API integration: optional add-on |
| Microsoft 365 | Office 365 single sign-on, Outlook calendar, and Teams integration | Included |
| Implementation | Free 60-day Implementation Trial (FIT). Your consultant trains your admin and supports a pilot from Day 46 | Free. Go Live on Day 61: $899 nonprofit ($1,799 standard) |
| Subscription | Every core module, 5-user minimum, no long-term contract | $10 per user per month nonprofit ($12.50 standard), same figures in CAD and USD |
| Small-team HR support | Virtual HR from Sincron's HR team, for organizations with up to 20 staff | $500 per month flat |
Prices in USD. Canadian organizations pay the same figures in CAD. Consulting services are billed at Sincron HR's hourly consulting rate.
How to Move From Spreadsheets to Sincron HR Pro in 60 Days
Work through these five steps in order.
- Confirm your nonprofit status. TechSoup Canada and TechSoup USA members are already validated. Other nonprofits confirm their status directly with Sincron HR.
- List everyone who reviews you. Write down each government agency, licensing body, funder, and accreditor you report to, and the records each one asks for. This list becomes your setup checklist.
- Book a free demo. The 40 to 45 minute demo shows Sincron HR Pro against your own use case.
- Start the free 60-day trial. The FIT Check sets priorities, your admin trains from the first week, and a manager and an employee pilot the system from Day 46.
- Decide on Day 61. Go live for $899 as a nonprofit, or walk away at no cost.
Frequently Asked Questions
Do we need to be a TechSoup member to get Sincron HR's nonprofit pricing?
No. The nonprofit rate is open to any nonprofit in Canada or the US. TechSoup Canada and TechSoup USA members get it through their existing TechSoup validation, and other nonprofits confirm their status directly with Sincron HR.
Is the nonprofit discount the same in Canada and the US?
Yes. Nonprofits pay $899 to go live instead of $1,799 and $10 per user per month instead of $12.50, with the same figures in Canadian and US dollars. The discount works out to 50 percent off the Go Live fee and 20 percent off the subscription.
Is Sincron HR Pro only for CARF-accredited organizations?
No. Sincron HR Pro serves nonprofits, social-service agencies, and SMBs whether or not they hold any accreditation. Its compliance tracking covers records for government agencies, licensing bodies, funders, and accreditors, and a certified CARF surveyor on staff is available at the consulting rate for organizations that are CARF-accredited or pursuing accreditation.
Can Sincron HR Pro manage volunteers and grant-funded staff in the same system?
Yes. Volunteers get their own category with contracts, scheduled hours, and credential tracking, the same as employees. Grant-funded staff hold a separate contract for each grant or program and log hours against it, which feeds program-by-program reports.
Will we have to switch payroll providers?
No. Sincron HR Pro sends HR and time data to the payroll provider you already use. Sincron HR doesn't run payroll itself, and payroll API integration is available as an optional add-on.
Records That Hold Up When Someone Asks
Your funders, your accreditor, your regulator, and your board all want the same thing from HR: records that hold up when someone asks for them. A spreadsheet held together by one person gets you through until the person keeping it leaves or a review lands in the same month as a grant report.
The free trial lets your own team test Sincron HR Pro on your own files and policies before your budget commits to anything. If it doesn't fit, you walk away. If it does, you go live on Day 61 with the system already working.
References & Legal Citations
[1] National Council of Nonprofits: 2023 Nonprofit Workforce Survey Results: Communities Suffer as the Nonprofit Workforce Shortage Crisis Continues. Survey conducted April 2023. https://www.councilofnonprofits.org/print/pdf/node/769
[2] U.S. Bureau of Labor Statistics: Nonprofit Sector Research Data. Last modified August 15, 2024. https://www.bls.gov/bdm/nonprofits/nonprofits.htm
[3] Statistics Canada: Non-profit institutions and volunteering: Economic contribution, first quarter to fourth quarter 2024. The Daily, March 28, 2025. https://www150.statcan.gc.ca/n1/daily-quotidien/250328/dq250328c-eng.htm
[4] Washington State Department of Health: Behavioral Health Agencies (BHA), Inspection Process. Accessed November 2026. https://doh.wa.gov/licenses-permits-and-certificates/facilities-z/behavioral-health-agencies-bha/inspection-process
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