Pricing
One price, published: $25 per user per month
Most case management software pricing hides behind a quote request. Ours doesn't. Need Navigator is $25 per user per month — per seat, with every module described on this site included — so you can budget it tonight and spend the demo on your actual questions.
Need Navigator
$25
per user
per month
Per seat. Seat limits are enforced per instance.
- All modules described on this site
- Your own instance and private database
- Custom workflows built with you
- Weekly training meetings, usually 6 to 8
- Support from the people who build it
- Nightly backups to secure, encrypted off-site storage
No tiers. No modules sold separately.
What the subscription includes
Every module described on this site is included. A few — the scanner-fed Document Inbox, the public intake portal, the partner portal — are set up and switched on per agency as part of onboarding.
It also includes the relationship. Our implementation team configures Need Navigator to your agency — your programs, your forms, your roles, your vocabulary — and builds custom workflows with you. Our trainers run weekly meetings, usually 6 to 8, until your team is running on its own. After that, support means talking to the people who build the product.
One cost is separate, and we would rather say so here: data migration. Need Navigator has no bulk client-data importer, so migrations from your previous system are handled as a service by our team and quoted per project. Ask, and you will get a real number.
Why the price is on the page
In this category, pricing tends to arrive at the end of a sales process — after the discovery call, the scoping call, and a quote shaped around what a vendor thinks your budget will bear. We think that is backwards. An Executive Director writing a grant budget needs the number first.
So here it is. A ten-person team is $250 a month. A three-person food pantry is $75. You can put it in a board packet without sending us a single email.
And the number stays honest in the software itself: seat limits are enforced per instance, so the seats you pay for and the seats that exist are the same number.
Questions we get about pricing
Who counts as a user?
A user is a staff member with their own login to your instance — caseworkers, front-desk staff, supervisors, administrators. The people you serve are never seats: applying for help online, registering for an event or class, and QR check-in all work without an account. If your staffing makes the count unclear — part-time staff, volunteers, seasonal programs — ask us and we will work through it with you plainly.
What is an instance?
Your instance is your agency's own copy of the Need Navigator application, running with its own private database — not a login on a shared system. Nothing is pooled with other agencies, so cross-agency queries are impossible by construction. It is configured to your programs, forms, roles, and vocabulary, and it is where your seat limit is enforced.
Who owns our data?
You do. Your records live in your agency's own private database, and client data is backed up automatically every night to secure, encrypted off-site storage. Day to day, staff can export data to Excel across roughly sixteen record types — clients, households, visits, needs, referrals, and more — without asking us for anything.
What does onboarding look like?
Our implementation team configures Need Navigator to your agency and builds your custom workflows with you — programs, forms, roles, and the option lists that hold your vocabulary. Trainers then run weekly meetings, usually 6 to 8, until your staff are comfortable working on their own. Modules that need agency-specific setup, such as the scanner-fed Document Inbox or the public intake portal, are switched on during that same work.
Is data migration included?
No, and we would rather say so here than surprise you later. Need Navigator has no bulk client-data importer, so migrations from a previous system are handled as a service: our team maps and moves the data with you, and the work is quoted per project, because every legacy system is different. Tell us what you are coming from and you will get a real number before you commit to anything.
Are there tiers, contracts, or surprise costs?
There are no tiers — $25 per user per month is the price whether you use three modules or all of them, and it does not step up when you switch something on. Beyond seats, the only work we quote separately is data migration, when you need it. For contract specifics such as term length and renewal, ask us directly — we will answer plainly before you are asked to sign anything.
Bring your seat count
Multiply it by $25 and that is the budget line. The demo is for everything else — your programs, your forms, and what onboarding would look like for your agency.