Applications arrive as email attachments
Applicants download a form, fill it in, email it back and phone to check it arrived. Staff copy details into a spreadsheet, chase missing pages and forward files to reviewers who each keep their own copy.
Website and software for Edmonton non-profits, from intake to funder reports
Small staff, a volunteer board and funders who want numbers by a deadline. We build websites and software for non-profits in Edmonton and the surrounding region: programme sites, application intake, membership and event registration, and reports that come out of the data instead of a weekend in Excel.
Updated
Four places this work leaks time and money.
Funder reports eat the end of every quarter
The numbers a funder asks for live in sign-up sheets, inboxes and a spreadsheet someone built years ago. Each report is rebuilt by hand, and the figures never quite match the previous one.
Membership renewals depend on memory
Renewals, event registrations and payments sit in separate tools that do not talk to each other. Lapsed members keep receiving the newsletter, paid members get chased by mistake, and the board asks for a count nobody believes.
Volunteers are coordinated by group text
Shift sign-ups live in a thread, a shared document and the coordinator's phone. Nobody is sure who has completed the required screening, and a dropped shift is discovered when the volunteer does not arrive.
What we build for this sector.
Programme websites
A site that explains who the programme is for, what it offers and when applications open, written plainly and usable on a phone and with a screen reader. Staff update deadlines, news and documents themselves, without waiting for a developer.
Websites band: $4,500 – $12,000Staged application intake and review
Applicants save and return to a form, upload documents and see their status. Staff screen eligibility, reviewers score against your rubric and declare conflicts, and decisions go out from templates. We have built this for a funding programme in Alberta.
Software band: $18,000 – $50,000Reporting for funders and boards
Applications, participants and outcomes recorded once, then reported in the shape each funder asks for. A dashboard shows progress during the year, so the final report confirms what the board already knows rather than surprising anyone.
Data analytics: from $4,500Membership and event registration
Members join, renew and pay online, and their status updates itself. Event registration handles tickets, member pricing, dietary notes and waitlists, and lapsed members drop off the member list on their own. Exports open in Excel for the treasurer.
Platforms & e-commerce band: $9,000 – $28,000Volunteer coordination
Volunteers sign up for shifts, get reminders and swap shifts without the coordinator in the middle. Screening status, training dates and hours are tracked per person, and volunteer hours flow straight into funder and annual reports.
Automation: from $2,500 per workflowPrivacy, public-sector rules and consent to email
PIPA treats many non-profits differently from businesses: depending on how you are set up, it may apply only to commercial activities, such as selling or sharing donor or membership lists. Alberta's public-sector privacy law, the Protection of Privacy Act (POPA), covers public bodies and replaced FOIP in June 2025. Most non-profits are not public bodies, though a public funder's agreement can set records terms. CASL covers your email. Confirm what applies with an adviser or the Office of the Information and Privacy Commissioner of Alberta; this is general information, not legal advice.
- PIPA coverage depends on your structure and activities
- POPA applies to public bodies, not most non-profits
- Funding agreements can add records requirements
- CASL consent and unsubscribe on every mailing list
In detail
What website and software does a small non-profit actually need?
Usually less than a vendor will try to sell it. Most organisations need a clear programme website, one place where applications or registrations arrive, a member or donor list that stays current, and a way to report to funders without rebuilding numbers by hand. Everything else can wait until those four work.
We start from the work your staff and volunteers already do, not from a product catalogue. A youth programme with intake rounds, a sports association with seasonal registration and a community agency with drop-in services look nothing alike, so the tools follow your programme calendar and your funders' reporting periods. Because every quote is fixed, the figure can go straight into a capacity-building grant application. Sites in this space are mostly web development projects, with forms and integrations rather than pages alone.
How does staged application intake work for a funding programme?
Applicants complete a form they can save and return to, upload their documents and see where their application stands. Staff screen for eligibility, reviewers score against a shared rubric and declare conflicts, and decisions go out from templates. Every step is recorded, so a funder audit or an appeal can be answered from the file.
We have built for community organisations, including a funding-programme site with staged application intake for a federally backed youth-entrepreneurship programme in Alberta. Rounds open and close on dates staff control, incomplete applications get reminders, and reviewers see only the files assigned to them. The same structure suits bursaries, small grants, pitch competitions and any programme with more applicants than places. It sits in our custom software development band.
Reporting to funders without a weekend in Excel
Funder reports get easier when the data is collected once, in the right shape, at the point of intake. If the application, the attendance record and the outcome survey share one participant record, a quarterly report becomes a filter and an export rather than a reconciliation across four spreadsheets and two inboxes.
Different funders ask for different breakdowns, so reports are built per funder from the same records. Ask participants only for the demographic details a funder genuinely requires, explain why you ask, and report in aggregate. A reporting dashboard from $4,500 shows the board progress during the year. AI can draft narrative sections from your own records, with a staff member editing every word before it goes out; our AI automation work keeps participant names out of prompts and tells you which provider and region each step uses.
Membership, events, volunteers and donors in one list
Members, attendees, volunteers and donors are often the same people, so they belong in one list with roles, not four lists that drift apart. Renewals, event tickets and donations update the same record, and reminders go out on schedule without a volunteer having to remember to send them.
Volunteer coordination needs shift sign-up, reminders and a clear record of who has completed the screening your programmes require before working with youth or vulnerable people. Donor forms need to be short, work on a phone and send the receipt your organisation issues. Newsletters must follow CASL: consent recorded, sender identified, a working unsubscribe. Registered charities have a limited exemption for messages sent mainly to raise funds, and the federal anti-spam guidance explains the rest.
How much does a non-profit website or system cost?
A programme website costs $4,500 – $12,000 and takes four to six weeks. Membership and event registration with payments falls in the $9,000 – $28,000 band. Staged application intake with reviewer scoring and reporting falls in the $18,000 – $50,000 band over eight to sixteen weeks. Each project gets a fixed quote before work starts.
| Option | Best for | Cost |
|---|---|---|
| Programme website | Explaining the programme and opening applications | $4,500 – $12,000, 4–6 weeks |
| Membership and event registration | Associations and clubs with paid members or ticketed events | $9,000 – $28,000, 6–10 weeks |
| Staged application intake and reporting | Funding, bursary and intake programmes | $18,000 – $50,000, 8–16 weeks |
| Funder reporting dashboard | Boards and funders who want progress during the year | From $4,500, 3–6 weeks |
| Website care | Updates, backups and security for a small team | From $150/month, cancel anytime |
Grant budgets often set the amount before the scope is clear, so tell us the figure early and we will say what it covers. The full bands are on our pricing page.
Asked before they write.
How much does a website for a non-profit cost in Edmonton?
A programme or organisation website runs $4,500 – $12,000 and takes four to six weeks. The price depends on page count, how much content we write with you and what the site connects to, such as donations or event registration. The quote is fixed before work starts, so the figure can go into a grant budget unchanged.
Can you build an application portal for our grant or bursary programme?
Yes. We have built staged application intake for a federally backed youth-entrepreneurship programme in Alberta. Applicants save drafts and upload documents, staff screen eligibility, reviewers score against your rubric and decisions go out from templates. This sits in the $18,000 – $50,000 band and takes eight to sixteen weeks, depending on the number of stages.
Does Alberta's public-sector privacy law apply to our non-profit?
Probably not directly. The Protection of Privacy Act (POPA), which replaced FOIP in June 2025, and the Access to Information Act apply to public bodies such as government departments, municipalities, school boards and post-secondary institutions. Most non-profits are not public bodies. If you deliver a programme under an agreement with a public body, that agreement may set rules for the records you keep. Confirm with your funder or adviser.
Do non-profits have to follow CASL for email newsletters?
In most cases, yes. CASL applies to commercial electronic messages, which can include event promotions and ticket or merchandise sales. You need consent, clear identification of the sender and a working unsubscribe. Registered charities have a limited exemption for messages whose main purpose is raising funds. We set up sign-up forms that record consent and when it was given.
Do you work with associations and clubs, not only charities?
Yes. Associations need membership renewals, member-only resources, event registration and a board that can see numbers without asking staff. Clubs need seasonal registration, waivers and volunteer shifts. The underlying tools are similar, but we build each one around your membership year, your fee structure and the reports your board actually reads.
What is not included in a non-profit project?
Payment processing fees go to the payment provider, and email platform or hosting subscriptions are billed by those vendors. We do not write grant applications or give legal advice on privacy or charity rules. Content writing beyond what the quote names, translation and photography are quoted separately if you need them, so the budget holds.
The services behind these systems.
Web development
$4,500 – $12,0004–6 weeks
Glasshead Tech does web development in Edmonton for organisations whose site must do more than inform: forms that route into your systems, member logins, staged application intake and tool integrations. Websites cost $4,500 to $12,000 CAD over four to six weeks; platforms with payments or heavier logic start from $9,000. Every quote is fixed before work starts.
Custom software
$18,000 – $50,0008–16 weeks
Glasshead Tech does custom software development in Edmonton, building the systems Alberta companies run daily operations on: quoting, scheduling, job costing, safety documentation, field capture, client portals and booking. Builds cost $18,000 to $50,000 CAD and take 8 to 16 weeks, with a fixed quote before coding starts. You own the code, data and accounts at handover.
Data and dashboards
From $4,5003–6 weeks
Glasshead Tech sets up data analytics for Edmonton businesses as one trusted view of the few numbers that run the company, pulled automatically from accounting, job costing, CRM, e-commerce and spreadsheets. It is built in Power BI or as a custom dashboard, from $4,500 over 3–6 weeks, priced in writing before any work.
Automation
From $2,5002–4 weeks per workflow
Glasshead Tech builds business automation for Alberta companies, so nobody re-keys data between the tools they already pay for: quotes become invoices, web enquiries land in the CRM with an owner, and reports assemble on schedule. Each rule-based workflow costs from $2,500 CAD, takes two to four weeks and is quoted fixed before work starts.
Website maintenance
From $150/monthmonthly, cancel anytime
Glasshead Tech provides website maintenance in Edmonton through care plans that start from $150 per month, cancel anytime. A plan covers hosting where needed, software updates, backups, uptime and security monitoring, small content edits and support by email and phone. Larger changes are quoted separately. Sites built by someone else get a review before we take them over.
Near you.
Edmonton
Alberta's capital, where the studio is based
Glasshead Tech does web design for Edmonton businesses and publishes the range up front: $4,500 to $12,000, four to six weeks to launch. The same Edmonton studio builds custom software and AI automation and runs IT support. Discovery happens in person or by video, the quote is fixed first, and replies come within 24 hours.
St. Albert
adjacent to Edmonton's northwest edge
Glasshead Tech does web design for St. Albert owner-operators competing with Edmonton results in local search. A website costs $4,500 to $12,000 and takes four to six weeks. Local search, including your Google Business Profile, starts at $1,000 a month, and IT support at $300 a month. Quotes are fixed, with replies within 24 hours.
Red Deer
central Alberta, roughly between Edmonton and Calgary
Glasshead Tech does web design for Red Deer trades, retailers and agriculture-linked businesses, built for your team to update. Websites cost $4,500 – $12,000 over 4–6 weeks; online stores cost $9,000 – $28,000 over 6–10 weeks. We work from Edmonton, run central Alberta projects remotely, visit by arrangement and fix the quote before work begins.
Fort McMurray and Grande Prairie
the oil sands and the northwest of Alberta
Glasshead Tech does web design for Fort McMurray and Grande Prairie businesses, with sites you manage from anywhere, at $4,500 – $12,000 over 4–6 weeks. For remote crews we build offline field apps for safety forms, tickets and timesheets, priced $18,000 – $50,000 over 8–16 weeks. Northern projects run remotely from Edmonton on a fixed quote.
Tell us about the programme and its funders.
Send a short note about your applicants, members or volunteers and your reporting deadlines. We reply within 24 hours and give a fixed quote you can put in a budget.