Frequently asked questions
Short answers to the questions foundations ask us most. Each topic is covered in more detail in the chapters that follow.
Control and choice
Can we choose which grantees get access, or does our whole portfolio get it?
It's your decision. We recommend offering it to your whole portfolio. Not all grantees will use it at once, maybe around 25% at the start, and you only pay for the support that's actually used. This way the support reaches every grantee who is ready and eager to use it. If you prefer, your program officers can also introduce grantees one by one when a need comes up.
Do our grantees pick their own consultant, or do you assign one?
The grantee chooses. After a 30 to 45 minute needs call, we suggest two or three consultants per topic, based on their expertise, working methods, and cultural, language or regional fit. The grantee meets them and picks the one that fits best. For coaching, most grantees have a chemistry check with two or three coaches before choosing.
Can we limit support to certain topics, regions or types of support?
Yes. Before signing, we agree on your total budget, the duration and any regional or thematic focus. We apply it when your grantees ask for support, and we can adjust priorities during the year based on demand.
Can a grantee bring in a consultant they already know and trust?
Yes. If a grantee already works with a consultant they trust, they can bring them into the platform. The consultant goes through our usual vetting and follows the same code of conduct. In fact, grantee referrals are how we find many of our best consultants.
Should we set a limit on the budget or number of projects per grantee?
We recommend not setting strict limits. Some grantees will use the service now and then, others more often, and those frequent users are often your most strategic grantees. When you tell grantees about the service, it works well to say the foundation covers at least one project per grantee per year. A typical project costs USD 4,000 to 8,000. We handle all fee discussions, so grantees can focus on their needs rather than the cost. If you want an internal ceiling, for example USD 10,000 per project, our coordination team manages projects so they stay within it.
Do grantees need an organizational assessment before they start?
That's up to you. It works best when the grantee is in the driving seat and isn't held back by extra requirements, because most grantees know exactly what they want to work on, and these are usually sound projects. Some grantees come to us with a project idea suggested by their program officer, which works well too. Others ask for a discovery call to talk through their needs, which we're glad to do. And some foundations prefer an organizational self-assessment, or a facilitated assessment leading to an OD roadmap. We can provide both as a service.
Quality and risk
How do you vet consultants, and how do you check the quality of each project?
Most new consultants are referred by foundations, grantees or peer consultants we trust. We interview each one, check references and look for a proven track record of high-quality work with nonprofits, and every consultant follows our code of conduct. We follow a consultant's first engagement very closely and step in at the first disappointing sign, though this rarely happens. For every project, we review the statement of work before it reaches you, collect grantee feedback at the end, and follow up a few months later to see what lasted. Repeated negative feedback or a breach of ethics means the consultant's profile is unpublished.
Because we collect satisfaction and impact data on every consultant and follow every project closely, we know how our consultants perform over the years. And because that knowledge is shared across many foundation ecosystems, each foundation can offer its grantees a far wider and more diverse choice of trusted consultants than it could build on its own.
What happens if a project goes wrong, or a grantee wants to stop midway?
Our coordinators stay in touch with both sides and step in early if something isn't working. We can stop or revise a project at the planning stage if the approach is generic, the fees are unjustified or the consultant won't adapt the scope. Grantees can also stop a project midway if it loses relevance, doesn't meet their expectations or the match isn't right. Anyone can raise a concern through our complaints policy.
Do we see the grantee's needs and weaknesses, or is that kept confidential?
The relationship between a grantee and their consultant or coach is private. You see the statement of work, which the grantee reviews and approves before it's shared with you. You also see activities and budget use, the final reports from both the grantee and the consultant, and the grantee's feedback, all in your dashboard. These reports make interesting reading, because they also cover next steps and upcoming needs in the grantee's organizational development, from both points of view. You see all the data we see, in real time.
Money and admin
How does payment work?
Once the contract or grant agreement is signed, we invoice the full amount or a first instalment, and work starts when that payment arrives. What matters to us is having enough funds to cover all committed consulting projects and training courses, plus the related working time of our team. After that, the model is based on use: you pay only for the support your grantees actually receive, you approve every project before it starts, and you can top up anytime.
What happens to unused budget at the end of the year?
Unused funds can roll over into the next year or be returned to you, as agreed in your contract.
Can we give the budget as a grant rather than a service contract?
Yes. Our standard model is a direct contract with Nonprofit Builder, a Swiss-based LLC. We can also work under a grant, including expenditure responsibility or a program grant, following your compliance requirements. US-based funders who need a domestic intermediary can work through Myriad USA, which charges a small administrative fee. See our funder contract template.
Can you work in our currency and with our contracting requirements?
We adapt to your contracting and compliance requirements, and we handle contracts and payments with consultants in any country. We can invoice you in USD, EUR or CHF.
Getting started and results
How quickly can our grantees start once we sign?
Within a week of signature and first payment, we open your dashboard and assign your dedicated coordinator. A 45 to 60 minute orientation call with your team follows, and then grantees can start. Approving proposals within two working days keeps the momentum going.
How much time and involvement does this take for our foundation and program officers?
It works best when program officers are actively involved: talking about organizational development openly with their grantees, in a spirit of trust, and then referring them to us. We can help them build confidence to talk about OD, with tools and orientation webinars. Once a grantee is referred, we take care of the rest, from orientation to matching.
As the foundation's coordinator, you approve consulting projects before they start, usually a few each week, and twice a year the list of grantee staff signing up for training courses. You can read incoming reports in the CRM and check in with grantees on how it went. We recommend a monthly catch-up with your focal point at NPB, and keeping an eye on budget use on the CRM's finance page so funds don't run out.
How do we tell our grantees about the service?
Whatever fits your style: a newsletter or group announcement, an email introduction from program officers, or a quick mention in a meeting followed by an invite link. We prepare an onboarding pack for you, with a one-page description of the offer (co-branded if you like), simple visuals and sample emails.
How many of our grantees will actually use it?
On average, about 35% of the grantees who hear about the service go on to work with at least one consultant, and about 20% do two or three projects. In some programs it reaches 80 to 95%. Uptake depends mostly on how actively program officers promote it.
Can we start with a small pilot before committing a larger budget?
Yes. Many foundations start with a handful of grantees and grow from there. The budget stays flexible, and you can top up anytime.
What reporting do we get, and how often?
Your dashboard shows requests, statements of work, activities and budget use in real time, along with final reports and grantee feedback. We also send quarterly summaries of engagement and fund use, recommend a monthly catch-up with your focal point, and provide full financial and narrative reporting.
How do you measure impact?
We collect feedback after every engagement and hold a follow-up conversation with each grantee about six months later, to see what has changed. We track satisfaction, returning grantees and concrete progress on each challenge. Over time, we look for grantees who set clear priorities, make visible progress in at least three areas and keep learning. Some funders also commission an external evaluation, which can be paid from the consulting budget.
Can we co-fund with other foundations, or join an existing pooled programme?
Yes. Our training programs are already open to grantees across foundations, and several funders can support the same group of grantees or a shared hub, with clear budgets and reporting for each. In your dashboard you can also see whether a grantee has co-funders or co-funded projects, so you have the full picture of the support they receive.
For foundations with specific needs
Can you design a cohort programme for a group of our grantees?
Yes. We design incubators and cohorts for grantees with shared themes or regions, combining group training with individual coaching and progress tracking. All grantees join the group learning, and those who are most ready can add one-to-one consulting.
Can you help with an exit strategy when we leave a region or close a programme?
Yes. Exit cohorts help grantees keep their mission going after your funding ends, with structured training and consulting to secure new funding and continue their work.
Is in-person support possible?
Yes. Most support happens remotely, but we can arrange onsite workshops for groups of grantees in one region, as well as in-person strategy workshops or team retreats. Travel costs are included in the proposal and paid from the consulting budget.
Which organizations benefit most?
Organizations of every size use the service. Most of our grantees are small and mid-sized nonprofits that lack in-house capacity but are starting to scale, and they usually see the biggest gains from consulting. It takes some capacity to build capacity, and these organizations tend to have it, along with an eagerness to grow and change.
Younger organizations often do better starting with a training program such as an incubator, to build skills, self-awareness and confidence, plus some one-to-one hours on demand, until they're ready to work with consultants. Every course is built around a tangible takeaway, so the learning turns into results.
Who will we work with at Nonprofit Builder?
Every foundation has a named coordinator who supports grantee onboarding, follows progress and resolves issues quickly. Our management team leads the needs assessments and matching, and our finance officer oversees payments and financial reporting.
What services does Nonprofit Builder provide?
Nonprofit Builder is a global platform and service partner that helps foundations strengthen their grantees through high-quality, tailored organizational development (OD) support.
We source, match, and manage the right experts for every need. Each engagement is handled end-to-end: from consultant selection and contracting to quality assurance, payments, learning, and reporting.
A. Comprehensive OD services
Organizations can access support across all areas of organizational development. We work with consultants, coaches, and training facilitators who are experienced in strengthening nonprofits of all sizes and contexts.
Our database includes 941 vetted experts from Africa, Asia, Latin America, Europe, and North America, covering over 15 languages including English, French, Spanish, Portuguese, Swahili, and Bahasa. Each consultant understands the cultural and operational realities of the organizations they support.
Guided consulting projects
A consultant is paired with each organization to provide hands-on, customized support.
- Projects typically last 3 to 6 months, with 8 to 10 consulting days, depending on complexity.
- They focus on both immediate problem-solving and lasting system change.
The “Big Five” topics most in demand are:
- Strategy: clarifying direction, goals, and priorities.
- Communications: messaging, branding, storytelling, social media, and digital tools.
- Fundraising: donor mapping, proposal writing, and resource diversification.
- Leadership and team development: structures, roles, and performance.
- Governance and organizational structure: board engagement, decision-making systems, and accountability.
Beyond these, grantees frequently request help with financial management, HR and compensation design, staff wellbeing, succession planning, technology, and security.
When a grantee needs expertise not yet in our pool, we source new consultants globally, interview, reference-check, and onboard them, expanding the system continuously.
We currently interview and onboard 5 to 6 consultants per week and plan to add 100 to 150 new experts in the coming year. New consultants are usually referred by trusted peers, funders, or organizations that have already benefited from our support.
Training courses
Nonprofit Builder regularly runs short and practical training programs to complement consulting.
- Group size: 10 to 15 participants for interaction and peer learning.
- Format: 2-hour sessions every two weeks, usually 4 to 5 sessions per course.
- Languages: English, French, Spanish, and others depending on cohort.
Each participant works on a tangible asset (e.g., fundraising plan, communication narrative, team structure) they can immediately apply in their organization.
Training programs often serve as entry points for grantees to later access individual consulting or coaching, helping them define their priorities and readiness for deeper work.
Leadership and capacity coaching
We distinguish between two types of coaches:
- Leadership coaches: certified executive coaches, most trained by the Co-Active Training Institute (CTI), who help senior leaders grow self-awareness, confidence, and decision-making skills. The focus is the person as a leader.
- Capacity coaches: seasoned generalist consultants who advise executives on strategy, prioritization, team dynamics, and organizational structure. They work at the organizational level and can connect the leader to specialized consultants when needed.
To ensure a good match, grantees usually have a chemistry check with two or three coaches before selecting one. Coaching may be assigned directly by Nonprofit Builder or coordinated jointly with the foundation’s OD lead.
Our coaching pool now covers multiple geographies, time zones, and languages, offering access to over 40 active coaches.
Baseline measurement and OD roadmap
Each organization begins with a light baseline assessment to capture its current stage of development and key priorities.
This can be followed by a three-session facilitated process, often led by a capacity coach, resulting in an OD Roadmap: a clear plan of capacity areas, goals, and progress indicators.
The same expert may accompany the organization over 12 to 24 months, either directly or by coordinating additional consultants. This approach allows Nonprofit Builder to track growth and measure progress across the foundation’s portfolio.
Exit cohorts, incubators, resource hubs, and help desks
In addition to the core one-to-one consulting and training services, Nonprofit Builder also designs and manages tailored program formats that respond to funders’ evolving needs and portfolio contexts. Each serves a different strategic purpose within a funder’s capacity-building approach.
- Exit cohorts: help grantees sustain their mission after a funding program concludes, offering structured training and consulting support to secure new funding and continue operations beyond the life of the grant.
- Incubators: intensive, multi-month learning journeys for a defined group of organizations around shared themes or regions, combining collective training with individual coaching and measurable progress tracking.
- Resource hubs: thematic or regional platforms that curate trusted consultants, small grants, and collective learning events. Examples include the US Safety and Security Hub under the Nonprofit Secure program.
- Help desks: ongoing, light-touch access to quick expert advice or referrals for organizations that need short guidance rather than full consulting engagements. They often run alongside larger programs to maintain continuity between projects. Example: Global Security Help Desk.
B. Special projects and service modalities
In addition to direct support for grantees, Nonprofit Builder designs and manages special initiatives that respond to funders’ strategic goals:
- Learning events connecting grantees and consultants around a shared theme.
- Research and benchmarking on specific topics of interest (e.g. compensation and benefits).
- Regional consultant sourcing to strengthen local OD ecosystems (e.g. SEA Hub project).
- Learning programs for foundation staff.
For services where Nonprofit Builder only serves as a fiscal administrator (holding contracts and making payments for other providers), a 10% coordination fee applies.
C. What makes us different
The hand-holding and quality assurance are built into every step.
- A to Z delivery: from needs assessment and matching to contracting, payments, and impact tracking, all managed through our secure CRM.
- Local relevance: a global pool of consultants with deep regional and thematic expertise, ensuring cultural fit and practical relevance.
- Dedicated coordination staff: every foundation has a named focal point at NPB who supports grantee onboarding, monitors progress, and resolves issues quickly.
- Improvement from the data: engagement data and feedback loops feed into the Impact Browser and inform continuous learning and refinement of services.
- Continuous growth: we learn from each project, expand the consultant pool weekly, and improve our systems based on funder and grantee feedback.
D. What foundations gain
- High flexibility: grantees choose what they need, when they need it.
- High quality: all consultants vetted, supervised, and supported throughout.
- Full visibility: every project tracked, monitored, and reported in real time.
- Efficiency: a single contracting and payment channel replacing dozens of small grants or subcontracts.
- Continuity: data, relationships, and learnings carried forward year to year.
Budgets typically follow a 70/30 structure (70% direct services, 30% coordination). In higher-cost contexts (e.g., US or Switzerland), the coordination layer may reach a higher percentage, reflecting local staffing and oversight needs.
How do we start?
Once a foundation decides to partner with Nonprofit Builder, we follow a simple sequence.
1. Pre-contract alignment
Before signing, we confirm with the foundation:
- Scope and focus: the total budget, duration, and any regional or thematic focus.
- Expected volume: an indicative number of grantees and types of services likely to be used (consulting, coaching, training).
- Operational contact: the program lead or operations manager who will liaise with Nonprofit Builder.
2. Contract signature and first payment
Once the parameters are agreed:
- The contract (or grant agreement) is finalized and signed by both parties.
- Nonprofit Builder issues an invoice for the contract amount or first installment.
- Work begins once the initial payment is received, so consultant contracting and onboarding can proceed without delay.
3. Workspace setup and launch
Within one week of contract signature and payment:
- Nonprofit Builder activates the foundation’s CRM workspace and dashboard, providing visibility of grantee requests, consultant engagements, and budget use.
- We confirm access permissions: which funder team members can approve Statements of Work (SOWs), or invite grantees directly.
- A dedicated Nonprofit Builder coordinator is assigned to the foundation for operational and reporting matters.
4. Orientation
A short orientation call (45 to 60 minutes) is held with the program officer(s) and other relevant team members to:
- Review the process and expected timelines.
- Demonstrate how the CRM platform works.
- Walk through the consultant database.
- Agree on communication routines and check-ins with the foundation focal points (these are usually monthly meetings).
5. Choosing how grantees will access support
Foundations can work in one of two ways, or combine both, depending on portfolio size and maturity.
Curated introduction model: works best for smaller or relationship-driven portfolios. Program officers introduce grantees individually by email when a need arises. Once introduced, NPB schedules a 30 to 45 minute needs assessment call, documents the grantee’s priorities, and proposes 2 to 3 consultant options per topic area. The foundation can review these suggestions and approve or adjust before contracting begins.
Self-service (open access) model: for larger or mature portfolios, grantees access Nonprofit Builder’s platform directly. Each grantee receives a personalized invitation link (sent by NPB or the program officer). The system displays relevant consultants and allows them to book a discovery call or request an engagement directly. Grantees may complete a short intake survey to describe their organization’s size, needs, and preferred languages. Program officers can still view all activities via the funder dashboard, which tracks requests, SOWs, and activities in real time.
6. Grantee onboarding materials
NPB prepares a customized onboarding packet for each funder, which typically includes:
- A one-page description of the support offer (co-branded if desired).
- Simple visuals showing how to access and use the platform.
- Sample communications (short announcement text or email draft) for funders to share with grantees.
- Optional text for inclusion in newsletters or websites.
7. Continuous support
Throughout implementation, NPB provides close accompaniment and live assistance:
- Supports each grantee from first contact to project completion.
- Troubleshoots any consultant issues or scheduling challenges.
- Provides quarterly summaries of engagement levels and fund utilization.
- Adjusts portfolio priorities based on demand.
Each funder gets a clear process, real-time visibility, and minimal administrative burden, while grantees get a personal entry into Nonprofit Builder’s system.
How do we tell grantees about Nonprofit Builder?
There are a few simple ways to introduce Nonprofit Builder. Choose what fits your portfolio size and communication style.
Newsletter or group announcement
Explain the value of the service, share the welcome page, and list next steps:
- Reach out to Nonprofit Builder by email, chat box, or Calendly link to request a call. Best for smaller cohorts.
- Fill out the onboarding survey and attend an induction session. Best for large cohorts or full portfolios. (Nonprofit Builder sends calendar invites to everyone who completed the survey and confirmed interest.)
Email introduction by program officers
Program officers can introduce grantees collectively or individually, by email. Nonprofit Builder follows up directly and organizes an induction session. We'll share sample emails in your onboarding pack.
Oral introduction
When program officers mention the support in meetings or calls, they can simply send the invite link for the grantee to join the platform afterward.
How do we work with grantees?
We meet with grantees to discuss what priorities they wish to work on, recommend and choose the experts who would be the best fit, and agree on the timeline of the organizational development journey. We maintain relationships with grantees by regularly checking in with them, collecting feedback on capacity-building work, and measuring their progress over time.
Our recommendations draw on Nonprofit Builder’s vetted global pool of 941 consultants, coaches, and trainers. They are informed by:
- The nature of the organizational development challenge and the availability of consultants who are particularly strong in this area;
- Whether the grantee prefers particular methods of work, and a consultant masters this particular method;
- Whether cultural, linguistic, and/or geographical proximity is required, and a consultant’s profile can ensure such proximity;
- Other elements of expertise relevant to each request.
The grantee meets with the consultant, discusses the upcoming support and related expectations, and if they feel they are the right match for each other, the consultant prepares a Statement of Work (SOW), agrees on it with the grantee, and shares it with Nonprofit Builder.
We review each proposal to ensure it meets our quality standards, includes all necessary elements, and offers fair value. When needed, we negotiate the scope or budget. Once finalized, the proposal is shared with the funder for approval.
Once approved, Nonprofit Builder oversees implementation, monitors progress, and troubleshoots any logistical or collaboration issues. Upon completion, the consultant submits a brief report summarizing activities and results, and the grantee provides feedback. Both consultant reports and grantee feedback can be viewed in the Impact Browser on the CRM (each funder views their own grantees).
How many grantees use the service?
We recommend offering the service to as many grantees as possible and announcing it to all of them. Not all grantees will use it from the get-go, so we will not be overwhelmed, and this lets us reach all those who really want to use it. These patterns help us and funders plan the overall service capacity, staffing, and budget allocation for the year.
Funnel 1: email invitations or direct introductions
Used when program officers introduce grantees individually or share their contacts for Nonprofit Builder to follow up.
For some programs, the share of grantees who worked with at least one consultant may reach 80 to 95%.
Funnel 2: cohort or self-service launch
Used when the funder invites a full cohort or portfolio of grantees through a survey or induction session.
These are approximate averages; patterns differ by foundation. Engagement rates depend on how actively program officers promote the service, the maturity of grantee organizations, and whether learning events or cohorts run in parallel.
Organizations that benefit most
Nonprofit Builder’s model works for organizations of all sizes, but the greatest impact is typically seen among small and mid-sized nonprofits that lack in-house capacity or access to specialized expertise. These partners benefit from tailored, on-demand consulting that helps them build systems, confidence, and long-term sustainability.
Larger organizations often use the service more selectively: to access short-term or niche expertise, test new ideas, or provide professional development for specific team members.
What are the typical consulting fees?
Fees vary by topic, geography, and seniority. Nonprofit Builder ensures fair consultant compensation and clear value for funders through centralized contracting, quality oversight, and hands-on coordination.
Consulting
- USD 50 to 120 per hour for consulting engagements, depending on experience and geography.
- In some regions such as the United States or Western Europe, rates may reach USD 200 to 250 per hour for senior experts.
- Typical projects range between USD 4,000 and 8,000, but in some programs, where projects are more complex or involve several consultants, the cost can reach USD 25,000 to 100,000 (and occasionally up to USD 150,000).
Consulting projects may include research and analysis, drafting materials, facilitation, planning, and follow-up support, in addition to virtual meetings. Most support is provided remotely, but in-person engagements can be arranged when needed. In such cases, travel costs are included in the consulting proposal and covered from the consulting budget.
Coaching
- USD 250 to 300 per hour for coaching or mentorship engagements.
- Average number of coaching sessions: around 10.
- Coaching fees cover preparation, reflection, and brief progress exchanges between sessions.
Training
- USD 700 per participant (for full course attendance).
- Training fees include course design, facilitation, materials, and coordination.
How to make the service a success
The success of the service depends on collaboration, clarity, and trust between the foundation, its program officers, and Nonprofit Builder.
- Engage program officers early: introduce us to your team and grantees. We can organize short induction sessions to walk everyone through how the service works. The better we know each other, the better we can serve you.
- Frame it right with grantees: emphasize that this service is for stronger teams. It’s about having expert help to make the next steps easier and clearer. Framings that work well: “This is a practical resource to help you think through your next phase.” “You choose what to focus on; Nonprofit Builder simply helps you find the right expert.” “It’s a space to think ahead, and you won't be evaluated.”
- Use an aspirational lens: encourage program officers to focus on the future rather than current weaknesses. Simple guiding questions include: What’s your 3 to 5 year vision? What needs to be strengthened to get there? What are your top priorities for this year, and how can we help?
- Adopt a coaching mindset: there’s no need to fix or diagnose. Listen, affirm, and encourage. For example: “You’ve already done a lot to strengthen your systems. What’s one thing that could make your work easier next year?”
- Keep approvals fast: approving consultant proposals within two working days helps maintain motivation and momentum.
- Normalize capacity building: foundations that talk about learning as a sign of strength see much stronger engagement.
- Create safe space: grantees open up when they feel ownership and confidentiality. Emphasize that Nonprofit Builder’s process is about helping them move forward.
- Stay connected: a monthly check-in between NPB and the funder team helps track uptake, resolve issues early, and celebrate progress.
How does Nonprofit Builder control quality?
Nonprofit Builder applies a multi-layered quality assurance process that combines careful consultant selection, hands-on oversight, and systematic feedback from grantees and funders.
1. Consultant selection
Consultants are selected based on qualifications, experience, and alignment with Nonprofit Builder’s mission. Beyond recommendations from partner foundations, grantees, or peer consultants, each candidate is screened for a demonstrated track record of high-quality work and commitment to nonprofit values.
We look for consultants who are:
- Skilled professionals with their own tested methodologies (often authors, facilitators, or recognized experts in their field).
- Committed to learning and staying current with trends.
- Excellent communicators: personable, responsive, and trusted by clients.
- Value-driven and willing to contribute to the community (e.g. volunteering or pro-bono work).
- Collaborative, open to peer exchange, and aligned with nonprofit ethics.
- Passionate about organizational development as a vocation.
- Able to step in quickly and manage unpredictable workloads.
- Known for achieving results beyond expectations, e.g. unlocking team alignment on top of delivering a plan.
Currently, 941 consultants are active on the Nonprofit Builder platform.
2. Oversight and continuous feedback
Each consulting project is closely monitored by the Nonprofit Builder coordination team:
- Needs assessment and matching: led by management (Anna Kondratyuk and Daniel D’Esposito), ensuring the right expertise and fit.
- Implementation monitoring: coordinators maintain contact with grantees and consultants, prepare call summaries, manage approvals, collect feedback, and follow reporting.
- Financial control: Joelle Gerges, our Chief Financial Officer, oversees consultant payments and financial reporting.
3. Evaluation and accountability
We use multiple mechanisms to evaluate consultant performance and learning outcomes:
- Direct grantee feedback: a short survey after each engagement, e.g. “On a scale of 1 to 10, would you recommend this consultant?” “How did the consultant’s support help you advance your organization?”
- Follow-up interviews: conducted several months after project completion to assess lasting results and skills transfer.
- Feedback on consultant profiles: stored within the Nonprofit Builder CRM.
- External evaluators (when applicable): independent input on quality and outcomes.
Repeated negative feedback, under-delivery, or breaches of professionalism or ethics may result in unpublishing the consultant’s profile. The consultant and relevant foundation are informed, and the decision is final.
Who manages the process?
- Anna KondratyukCEOSwitzerland
- Daniel D’EspositoChief Strategy OfficerSwitzerland
- Joelle GergesChief Financial OfficerCyprus
- Svitlana PinchukConsultancy LeadUkraine
- Natasha UmuhozaCapacity Building Coordinator for AfricaUganda
- Lyn NguyenCoordinator, Asia and Training ProgramVietnam
- Laura CalaCapacity Building Officer, Latin America and CaribbeanColombia
- Muqaddus KundiProgram Officer, AsiaPakistan
- Joan GekondeCapacity Building Officer, EuropeKenya
- Jonel SahadewCoordinatorSouth Africa
- Oprah AyebareCapacity Building OfficerUganda
- Agatha MumoSafeguarding CoordinatorKenya
- Nataliia SharninaOperations ManagerUkraine
- Ajla BazdarLead Software EngineerBosnia and Herzegovina
- Abdullah AldzicSoftware DeveloperBosnia and Herzegovina
See everyone's photo and LinkedIn profile on our team page.
How formal should the organizational assessment be?
This is up to the foundation. For some, an organizational assessment or health check is part of the due diligence or a requirement for the grant. Otherwise, it works best when the grantee is in the driving seat and isn't held back by extra requirements.
How much will each grantee use, and should we set limits?
We recommend not setting strict limits on the number of projects or total cost per grantee. In practice, some organizations will be occasional users of the service, while others will engage more frequently and draw more resources. These “super-users” are often the most strategic grantees, and letting them go further typically yields the strongest overall results.
When communicating with grantees, it is preferable to say that the foundation will cover at least one project per grantee per year, which could range from a six-month executive-coaching engagement to a focused strategy review.
- Typical project cost: USD 4,000 to 8,000, depending on scope and consultant experience.
- Grantees should focus on their needs in discussion with the consultant and not worry about cost, as Nonprofit Builder handles all fee negotiations and contracting.
What matters most for grantees is how many useful projects they can complete. Some will need only one project a year; others, with more complex organizational goals, may undertake two or more. It’s important not to hold them back.
With several foundations, we have informal internal parameters, for example a maximum of USD 10,000 per project, but this is not communicated to grantees to avoid influencing their choices or limiting ambition.
What are the options for group activities?
Nonprofit Builder organizes training programs twice a year, open to grantees across foundations. Each program covers key organizational development topics such as strategy, fundraising, leadership, financial management, and communications.
When a foundation has a large number of grantees in one geography or with shared needs, we organize onsite workshops or learning events. These can take the form of multi-day sessions on focused themes (e.g., sustainability planning, team leadership, or resource mobilization).
Individual support such as strategy-workshop facilitation or team retreats can also be delivered onsite when in-person work is essential for high-quality results.
Are there any onsite workshops or trainings?
Yes. When relevant and logistically feasible, we arrange onsite collective trainings for clusters of like-minded organizations or those facing similar challenges. These sessions are designed to deepen learning, build peer connections, and produce tangible outputs, such as a draft strategy, fundraising plan, or communication framework.
What is Nonprofit Builder’s business model?
Nonprofit Builder operates on a consumption-based model. The foundation can make the service available to all grantees but pays only for those who actively use it. This ensures flexibility and cost efficiency.
The standard fee structure for most programs is:
- 70% allocated to consultant costs (direct support to grantees)
- 15% for program coordination and management of consulting activities
- 15% contribution to Nonprofit Builder’s platform maintenance and overhead
In higher-cost contexts (e.g., the USA or Western Europe), the coordination share may increase to 35 to 40% to cover local staffing and support needs. For purely administrative or pass-through arrangements, a 10% management fee applies.
This structure lets Nonprofit Builder provide end-to-end service delivery, from sourcing and contracting to quality assurance and reporting, while keeping funder administration light and predictable.
How we formalize the collaboration
Depending on funder preferences, the collaboration can be structured in several ways:
- Direct contract with Nonprofit Builder (standard model): Nonprofit Builder, a Swiss-based LLC, holds the implementation contract, disburses payments to consultants, and provides full financial and narrative reporting.
- Grant arrangement: where the funder issues grants rather than service contracts, Nonprofit Builder can operate under an expenditure-responsibility or program grant structure, following the funder’s compliance requirements.
- Pass-through option: for U.S.-based funders requiring a domestic fiscal intermediary, Nonprofit Builder can operate via Myriad USA, which charges a small administrative fee.
How do you mitigate risks? Can a grantee stop midway?
Nonprofit Builder maintains a strong risk-mitigation framework that protects both grantees and funders while ensuring smooth delivery of services.
Core policies
All consultants and projects are governed by Nonprofit Builder’s policies and ethical framework:
- Code of Conduct for Consultants
- Terms and Conditions for Consulting Engagements
- Personal Data Policy
- Safeguarding Policy
- Whistleblowing Policy and Complaints Policy and Anonymous Form
- Consultants Manual
Project-level safeguards
Nonprofit Builder monitors all engagements and reserves the right to stop or revise a project at the planning stage if any of the following occur:
- The consultant shows indifference or applies a generic, “cookie-cutter” approach that ignores the grantee’s context.
- Proposed fees are unjustifiably high.
- The consultant resists adapting the Statement of Work (SoW) to feedback from the grantee or Nonprofit Builder.
- Any other situation where continuing would expose the grantee to a poor-quality or unethical experience.
Broader risks and how we handle them
Grantees are aware of the service but hesitant to use it: communicate value through program officers and peer examples; emphasize self-directed learning and confidentiality.
Grantees fear capacity building will expose weaknesses: reframe as growth and professional support; use safe and non-evaluative language.
Grantees lack self-awareness of needs: offer guided needs assessments and promote self-assessment tools on the platform.
Some consultants are overbooked: maintain a large pool (941 consultants) and rotate assignments fairly.
Niche topics not yet covered: source new consultants on demand and expand the pool continuously.
Software bugs or disruptions: ongoing platform maintenance and direct IT support for users.
Learning from risks
Each challenge is treated as a learning opportunity. Nonprofit Builder regularly collaborates with OD leads and program officers to refine communication, share good practices from other foundations, and expand the consultant pool to meet emerging needs.
How do you measure impact?
Nonprofit Builder measures impact through a mix of direct feedback, continuous engagement, and learning loops that capture both quantitative data and qualitative insights.
1. Continuous learning and relationship-based evaluation
Maintaining close relationships with grantees is central to our approach. We stay in contact as projects evolve, collect and analyze feedback after each engagement, and review consultant reports for insights and lessons.
About six months after project completion, we hold a follow-up conversation with each grantee to explore:
- What has changed in their organization as a result of the consulting or coaching support?
- What new challenges or priorities have emerged?
- How has their ability to plan and lead their own development evolved?
These conversations are documented and used to refine future programming and consultant matching. Capacity coaches also contribute to this process by supporting grantees in defining their OD roadmaps and tracking progress over time.
Some funders choose to organize external evaluations of their programs to capture broader lessons. These evaluations can be financed directly from the consulting budget and often include consultant-led surveys or interviews after program completion. The findings help funders and Nonprofit Builder fine-tune program design, improve methods, and set up the next contract based on learning from the previous one.
2. Indicators of organizational progress
We assess organizational development by evidence that grantees are becoming intentional, self-aware, and capable of continual growth. Key qualitative indicators include:
- The grantee understands its position in its development journey.
- The grantee sets clear priorities and goals, and acts intentionally to achieve them.
- The grantee establishes foundations and makes visible progress in at least three priority areas.
- The grantee learns how to engage consultants and peers strategically to advance its goals.
- The grantee adopts a path of continual learning and improvement.
We also track the structural components of organizational development:
- The grantee has a well-articulated strategy (theory of change, resource mobilization, communication plan, and measurable goals).
- The grantee’s organizational structure, culture, and governance enable it to pursue those goals effectively.
3. Quantitative indicators
We track the following data points across all programs and foundations:
- Satisfaction: number of grantees served, proportion of returning grantees, satisfaction levels with consultants and with the overall process.
- Direct impact: the degree to which grantees report solving an OD challenge or making tangible progress (e.g., via the feedback question, “Give an example of how you used the acquired knowledge or skills.”)
- OD journey: the extent to which grantees develop deeper understanding of organizational development, appreciate its importance, and adopt continual learning behaviors.
4. What we aim to learn
Each cycle of data collection informs our internal learning questions:
- How is consultant performance evolving?
- How effective is our consultant pool, and where are the gaps?
- How suitable is our support model for different types of organizations?
- How can we improve efficiency and user experience?
- Where do grantees find the most value?
- Why do some engage more than others, and what helps increase participation?
5. The OD catalogue: turning learning into practice
The OD catalogue is a living library of topics, example projects, and consultant profiles available through our CRM platform. Funders and grantees can use it to:
- Browse the full range of OD themes (strategy, fundraising, HR, MEL, governance, wellbeing, security, etc.).
- See examples of previous engagements and outcomes.
- Identify relevant consultants and book introductory calls.
The catalogue helps grantees picture what organizational development support looks like in practice, removing the fear of the unknown and making it easier to identify their next priorities. For funders and Nonprofit Builder, it also works as a quality assurance tool, keeping a consistent level of depth, structure, and deliverables across programs.
Updated continuously as new experts join and new projects are completed, the catalogue gives a real-time picture of emerging needs and expertise across the ecosystem.
Ready to talk about your grantees?
Book 45 minutes with Anna Kondratyuk, our CEO, or send us a message.