Board portal pricing, explained for nonprofit boards

The four pricing models

None of these is wrong. A per-user plan can be cheap for a five-person board. A quote can be fair. The point is to turn each one into the same number: the total you would pay over a year for everyone who needs access.

How to work out your real annual cost

1. Count everyone who needs access. Directors, officers, the executive director, committee chairs, and anyone who prepares packets.
2. Add next year’s board. New members often overlap with outgoing ones for a month or two.
3. Price the features you need, not the entry plan. E-signatures, voting, and video are sometimes extra.
4. Add one-time fees. Setup, onboarding, data migration, and training.
5. Check the term. Annual prepay, auto-renewal, and the notice period to cancel.

Costs that hide in the contract

• Seat creep: committee members and staff who were not in the first count.
• Feature gates: the plan you were quoted lacks a feature you assumed was included.
• Setup and training fees: charged once, but real money for a small budget.
• Renewal increases: a first-year discount that ends at renewal.
• Exit costs: whether you can export your records, in what format, and for how long after you cancel.

Questions to ask any vendor

• What is the total for our board for one year, with every feature we need?
• Is there a fee for setup, onboarding, or support?
• Can we pay monthly, and can we cancel at any time?
• What does the price become at renewal?
• Do committee members and staff count as paid users?
• How do we get our documents and minutes out if we leave?
• Is there a free trial of the full product, and does it need a credit card?

What Voloboard costs

Voloboard is a flat $99 a month for the whole board. Every director, officer, and committee volunteer is included. Meetings, minutes, the document vault, votes, written consents, e-signatures, the compliance calendar, and the Volo AI assistant are all in that price. There is no setup fee and no annual contract. The trial is the full product, free for 30 days, with no credit card.

We do not publish claims about what other vendors charge, because prices change and many are set by quote. Ask each vendor the questions above and compare the yearly totals side by side.

Is a free board portal enough?

Sometimes. A very small board can get by with shared folders and a video call. The gaps show up later: no approved minutes record, no signatures, no reminders for terms and filings. Our guide to free board management software covers what free options do well and where they stop.