Planning a fundraising auction can be exciting, but also incredibly overwhelming. Spreadsheets pile up, paper bid sheets get lost, and someone always has to chase down payments after the event.
It can feel like you’re managing three full-time jobs at once!
That’s where the right auction software comes in. The right tools make it easier to manage your event, connect with donors, and raise more money for your cause.
So, what does the auction software for nonprofits actually do and how can it help your nonprofit shine? We’ve answered those questions for you, let’s take a look.
Fundraising has changed a lot in recent years. Supporters expect easy, digital ways to participate. And honestly, paper bid sheets just can’t keep up.
Auction software takes care of the messy details like tracking bids and processing payments, so you don’t have to.
You can use auction software to support a live event, run a hybrid format, or host a fully online auction. In the online setting, geography is no longer a barrier so more people can join in.
Hybrid and virtual events are also here to stay. More and more people are taking advantage of the flexibility of these event models. Instead of limiting your fundraiser to those who show up in person, software lets you engage a wider community of supporters.
And let’s face it: costs for things like events, programs, or facility rentals pile up fast. Having the right software means you spend less time buried in logistics and more time raising the funds your nonprofit truly needs to keep going.
The good news is that the best platforms share some common traits. Here’s what to look for.
The right auction software should feel like a helping hand, taking the stress out of handling fundraising so you can focus on your mission.
Here are the main features to look for:
Once you’ve nailed the essentials, these extra features can add excitement, bring in more bids, and make your event feel polished and professional.
Here’s what to keep an eye out for:
Even with all the right features, some auction software works best for specific uses. So, once you’ve narrowed down your options with the above suggestions, keep these points in mind to guide you to your ultimate auction partner.
A small softball team hosting one auction a year doesn’t need the same tools as a nonprofit running monthly fundraisers. Smaller groups should look for something simple and affordable, while larger organizations will benefit from features like detailed reporting and multi-event management.
Not every volunteer is a tech wizard, and that’s okay. Prioritize platforms with intuitive, user-friendly dashboards. Easy navigation is better than a long list of complex features you never (or can’t) use.
Training resources can also make a big difference. Some platforms offer robust video libraries, live online training, or step-by-step guides to walk you through the setup process.
For example, BiddingOwl provides live online training sessions, tutorial videos, and a full Learning Center with how-to guides.
Don’t stop at the monthly fee when comparing platforms. Payment processing rates, setup charges, and “extras” can quickly add up. Many providers offer nonprofit discounts, so be sure to ask. Those savings can make a big difference.
Consider BiddingOwl: there is no monthly fee. Instead, there’s a 5% performance fee on online auctions, which can make budgeting simpler – especially for smaller organizations watching their costs.
If your fundraiser might include both in-person and online elements, make sure the software supports hybrid formats.
That means guests in the room can bid from their phones while supporters at home can join in online at the same time. Everyone sees the same items, gets the same outbid alerts, and checks out through the same system, no matter where they are.
BiddingOwl is built with this flexibility in mind. You can run a live auction in your venue while opening the same items to online participants, keeping the experience seamless for both groups. It’s an easy way to expand your reach without adding extra layers of work for your team.
Great customer support can make or break your event. Ask about response times, available channels (chat, phone, email), and whether you’ll have a dedicated contact.
Fast, friendly help matters most on event day because that’s when everything has to run smoothly. If something goes wrong (a bidder can’t log in, payments won’t process, or live updates stall), you need a support team that can jump in right away and fix it.
Avoid getting locked into long-term commitments until you’re sure the platform works for you. Flexible contracts and reasonable cancellation terms protect your organization if things change, like if your event gets canceled or you decide the software isn’t the right fit after a trial run.
Good terms usually include month-to-month or per-event pricing, the option to cancel with 30 days’ notice, and no penalties or hidden fees if you step away.
Give yourself a cushion of 2–4 weeks to get your auction software up and running. That time goes into things like uploading items, importing donor lists, and personalizing your auction page with your nonprofit’s branding.
Building in this buffer means you won’t be scrambling at the last minute, and you’ll have space to fix little hiccups before supporters ever see them.
Choosing auction software doesn’t have to feel overwhelming. The key is finding a platform that fits your team’s size, comfort level, and goals. For some nonprofits, that means a simple, budget-friendly option; for others, it’s a more robust system with advanced features.
What matters most is that your software makes life easier, not harder. The right platform will take care of the details and help you connect with more supporters. It frees you up to focus on what fundraising is really about: building relationships and making an impact.
BiddingOwl is here to support your nonprofit in raising more funds with less stress. Get started today and make your efforts even more rewarding.