Transparent pricing for easy budgeting

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.

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.

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.

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. Training is up to 12 hours, delivered virtually, and our trainers usually spread it across weekly meetings 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. All of it is covered by the one-time setup fee.

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.

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. There are exactly two other numbers: the one-time setup fee, published above, and data migration if you need it. Both are quoted before you sign, never after.

$2,000 is our baseline, and it covers the whole standard setup: your own database and code branch at your own address on neednavigator.com, email relay, user accounts, your first program and teams, your option lists, your partner portal if you use one (the login for contacts at partner organizations), help building your initial custom forms and automations, and up to 12 hours of virtual training. It goes up only when you want materially more than that; substantially more training time than 12 hours is the usual reason. If your request falls outside the standard scope, you get a separate quote for it before any work starts, not an invoice afterward.

The term is twelve months, and a signed copy of our Terms of Service accompanies the order. Within the term your seat count is not locked: users can be added or removed month to month at $25 each, without new paperwork. That is deliberate, because seasonal programs and grant cycles move staffing around and your bill should follow.

Because we would not be a good fit below it, and we would rather say that here than halfway through a demo. Need Navigator earns its keep for agencies that have outgrown spreadsheets and shared drives and are growing their staff, the point where the do-it-yourself approach has started to cost real time. A one or two person organization getting started is better served by something simpler and cheaper, and we will tell you so.