Here’s the bottom line: Google Workspace for nonprofits costs anywhere from $0 to $5.04 per user each month. Most eligible 501(c)(3) organizations get it completely free.
Yes, you read that right. Free.
But before you jump in, let’s break down exactly how much does Google Workspace cost for nonprofits, what you actually get, and when it makes sense to upgrade to a paid plan.
Is Google Workspace Really Free for Nonprofits?
Short answer: Yes, if you’re a qualified 501(c)(3) organization.
Google hands out their Workspace suite at zero cost to eligible nonprofits. We’re talking professional email, 100TB of shared cloud storage, video meetings, and all the collaboration tools your team needs.
The free plan isn’t some stripped-down version either. You’ll get:
- Custom email addresses (@yournonprofit.org)
- Gmail, Drive, Docs, Sheets, Slides, Forms
- Google Meet for up to 100 people
- 100TB pooled storage across your entire team
- 24/7 support
But here’s the catch. Government agencies, hospitals, and schools don’t qualify. They’ve got separate programs through Google.
The Complete Cost Breakdown: Every Plan Explained
Let’s look at what each plan actually costs—and what you’re saving.
Free Plan: Google Workspace for Nonprofits ($0/month)
What you pay: Nothing. Zero. Nada.
What you get: Everything most small nonprofits need. Professional nonprofit email hosting with your domain, enough storage for years of documents, and video meetings that actually work.
Perfect for: Organizations with under 50 people who don’t need to record meetings or host massive video conferences.
Your savings: $72 per user annually compared to regular business pricing. That’s $3,600/year for a 50-person team.
Business Standard for Nonprofits ($3/user/month)
What you pay: $36 per user yearly (or $3.60/month if you pay monthly).
What you get: Everything in the free plan, plus:
- 2TB of personal storage per user
- Meetings with up to 150 people
- Meeting recordings saved to Drive
- Noise cancellation for video calls
Perfect for: Growing nonprofits that need to record training sessions or host all-hands meetings with 100+ attendees.
At the end of this article we share list of top Authorized resellers
Your savings: 75% off the regular $12/month business price.
Real example: A 30-person nonprofit pays just $1,080/year instead of $4,320. That’s $3,240 in annual savings you can redirect to programs.
Business Plus for Nonprofits ($5.04/user/month)
What you pay: $60.48 per user yearly (or $6.05/month billed monthly).
What you get: Advanced security features, meetings for up to 250 people, 5TB per user, and Google Vault for email archiving.
Perfect for: Larger nonprofits handling sensitive donor data or client information. You’ll need this if compliance requires email retention.
Your savings: 72% off the $18/month regular price.
Here’s the math: A 100-person organization pays $6,048/year instead of $21,600. You’re saving $15,552 annually.
Enterprise Plans (70%+ Discount)
What you pay: Custom pricing, but expect 70-80% off standard rates.
What you get: Unlimited storage, 500-person meetings with livestreaming, advanced controls, dedicated support.
Perfect for: Major nonprofits with 200+ employees or international organizations needing data sovereignty controls.
Google Workspace vs Microsoft 365: The Real Cost Comparison
You’re probably wondering how Google stacks up against Microsoft. Here’s the honest breakdown:
Microsoft 365 for Nonprofits:
- Basic plan: Free (but no desktop Office apps)
- Standard plan: $8.40/user/month (50% nonprofit discount)
- Premium: $10/user/month
Google Workspace for Nonprofits:
- Basic: Free (with 100TB pooled storage)
- Standard: $3/user/month
- Plus: $5.04/user/month
The winner? Google wins on pure cost. You’ll pay half what Microsoft charges for comparable tiers.
Microsoft’s advantage? Desktop Office apps if your team can’t live without traditional Word and Excel.
But for nonprofit collaboration tools that prioritize cloud-first teamwork, Google’s pricing beats Microsoft hands down.
Hidden Costs Nobody Talks About
Let’s get real. The advertised cost of Google Workspace for nonprofits doesn’t tell the whole story.
Domain Registration: $10-15/year
You’ll need to own yournonprofit.org before applying. No domain? Budget $12 annually through providers like Namecheap or Google Domains.
Migration Costs: $0-$5,000
Switching from Outlook or another system? You’ve got options:
DIY approach: Free using Google’s migration tools. Takes 1-3 days and some technical comfort.
Professional help: $500-$5,000 depending on your size. Worth it if you’re moving complex setups or years of archived email.
Training Time: Free to $3,000
Google’s Learning Center offers free training. But if you want structured, organization-wide onboarding, professional training runs $500-$3,000.
Here’s the trick: Pick 2-3 tech-savvy staff as “champions.” Train them first, then let them help colleagues. You’ll save thousands.
Add-Ons Without Discounts
Google Voice (business phone): $10-30/user/month—no nonprofit discount here.
Gemini AI features: Pricing for nonprofits hasn’t been announced yet. Regular business pricing hits $20-36/user/month.
Budget separately for these if you need them.
When Should You Actually Upgrade?
Most nonprofits start free and wonder if they should pay for more. Here’s your decision guide:
Stick with the free plan if:
- You’ve got fewer than 75 employees
- Meetings rarely top 100 people
- Recording isn’t essential
- 100TB shared storage is plenty
Upgrade to Business Standard ($3/month) when:
- All-staff meetings regularly hit 100-150 people
- You need to record training sessions or board meetings
- Individual users need guaranteed 2TB storage
- You can afford $3/user and want better features
Jump to Business Plus ($5.04/month) if:
- You handle sensitive donor credit card info
- Client case files require enhanced security
- Compliance demands email archiving (think legal holds)
- Meetings regularly need 150-250 participants
Here’s a simple test: If losing email data would devastate your organization, get Business Plus for Vault archiving.
How to Qualify: The Step-by-Step Process
Getting approved is simpler than you’d think.
You’ll need:
- Current 501(c)(3) status from the IRS
- Your organization’s EIN
- IRS determination letter (PDF)
- A registered domain name
- Physical address (no P.O. boxes)
The process:
- Visit google.com/nonprofits
- Click “Get Started”
- Enter your organization details
- Upload verification documents
- Wait 2-14 business days for approval
Google uses TechSoup to verify nonprofit status. If you’re already in TechSoup’s database, approval happens faster.
Pro tip: Have your IRS letter and EIN ready before starting. You’ll breeze through the application in 10 minutes.
Real Nonprofit Savings: Actual Numbers
Let’s look at what organizations actually save.
Small food bank (15 users):
- Plan: Free
- Annual cost: $0
- Savings vs. business pricing: $1,080/year
Regional arts nonprofit (45 users):
- Plan: Business Standard
- Annual cost: $1,620
- Previous Microsoft 365 cost: $3,240
- Net savings: $1,620/year
National advocacy group (180 users):
- Plan: Business Plus
- Annual cost: $10,886
- Previous on-premise Exchange cost: $28,000
- Net savings: $17,114/year
That last organization? They redirected their savings to hire two additional policy analysts. That’s the power of smart technology budgeting.
Need Help Getting Started?
If you’re ready to cut your nonprofit email hosting costs and upgrade your collaboration tools, LeadsMonky.com specializes in helping nonprofits navigate Google Workspace setup and migration. They’ll handle the technical stuff so you can focus on your mission.
The Bottom Line
Google Workspace for nonprofits cost is either free or dramatically discounted—we’re talking 72-100% savings compared to what for-profit businesses pay.
For most organizations, the free plan delivers everything you need. Larger teams or those with security requirements can upgrade for $3-$5 per user monthly and still save thousands annually.
The real question isn’t whether Google Workspace is worth it. It’s whether you’re taking advantage of savings you already qualify for.
Next step: Visit google.com/nonprofits today and start your application. Most nonprofits get approved within two weeks.
Your technology budget shouldn’t drain resources from your mission. With free Google Workspace for nonprofits, it doesn’t have to.
Where to Buy Google Workspace: Top Authorized Resellers
You can purchase Google Workspace through authorized resellers, which often provide local support, setup assistance, and flexible billing options for businesses. Buying from a trusted reseller ensures you get professional guidance and additional services alongside your subscription.
Top 5 Google Workspace Resellers:
- Leads Monky ( Enjoy up to 70% off with promo code GWS12 – Plus free setup and support)
- Agosto (Save up to 10% off on Google Workspace plans with expert migration support)
- Onix (Get up to 5% off on Google Workspace with enterprise-level deployment and support)
- Cumulus Global (Enjoy up to 20% off Google Workspace plans with certified reseller support)
- GsuiteReseller (USA) (Get up to 10% off on Google Workspace plans with dedicated support)
FAQs
How long does nonprofit verification take?
Usually 2-14 business days through TechSoup validation.
Can Canadian nonprofits qualify?
Yes! Google for Nonprofits operates in 60+ countries with region-specific validators.
What if we lose 501(c)(3) status?
You’ll have a grace period (typically 30 days) to download data before losing access.
Do board members count as users?
Yes, anyone with an account counts. Consider shared committee emails to reduce user count.
Can we mix free and paid plans?
Yes! You can assign different users to different plan levels based on their needs.
