Free Client Management Software for Counsellors, Charities, and Non-Profits in the UK

Running a charity organisation or NPO is a multi-tasking process that needs automation. As a representative of a non-profit organisation, you keep track of donations, maintain a client database, search for new benefactors, do fundraising, manage a team, and work on your online branding.

You can use multiple software to fulfil your core tasks: Donorfy for charity CRM, JustGiving for collecting donations, SAGE for accounting, and Trello for teamwork. But imagine that every morning you have to launch several apps at once, train your employees to use them, and switch from one tab to another. And your counsellors who work for you also need to keep records of appointments—add one more software to your list. It's not exactly convenient and definitely does not save time and money, which small charities often do not have much.

Today you will see how the Medesk project management software automates the work of providers and the UK charity sector and replaces 5 software packages at once.

Streamline Donor and Patient Management with the Medesk CRM Software

Social services is the largest voluntary subsector, accounting for around a fifth of organisations. 31% of volunteers say they help remotely, either online or over the phone. This means that organisations store data on hundreds of people online and need to be able to access it 24/7 in the case of an emergency.

Medesk allows charities to keep all records in one place, easily accessible and secure. You can make changes to records, create new ones, and attach documents to profiles from any device with internet access. If someone from your team is sick or on holiday, their work can be easily delegated to another person, as Medesk supports customisable access permissions.

The platform also automates repetitive tasks. For example, when a client submits a form, their information automatically populates in the system. You won't need to fill in your details again next time.

To make it easy for you to navigate your list of donors, beneficiaries, and volunteers, create colour-coded tags for different groups of contacts. You can use these same tags in your documents and easily find the data you need, as well as print, forward, and edit it.

Charities often need to coordinate multiple meetings for counselling or outreach services. Medesk’s calendar lets staff set up appointment reminders effortlessly. This reduces no-shows by 30% on average, based on user data from similar organisations.

Improving attendance and relationships with patients in general is important for counsellors working both in a private practice and for the organisation. Charities have many donors, and mental health professionals may have just as many patients whose progress needs to be monitored and health records kept.

The EHR module replaces paper-based medical records and enables all client data to be stored online in compliance with GDPR and the Code of Fundraising Practice. It includes multi-factor authentication and encrypted storage, critical features for any organisation managing confidential information. Medesk maintains a record of data access and edits, which helps charities maintain transparency and accountability—especially valuable if they're audited.

It’s easy to access note templates, session history, and client progress with a single click on a client’s card. This centralised database saves you time that would otherwise be spent managing paper files or scattered digital records.

You can have as few as 1 client or as many as 20. Our prices depend only on the number of appointments you carry out per month. In the end, you only pay a monthly subscription fee that matches your real activity levels.

Your electronic health records are in order

Filling out paperwork takes up to 30% of a therapist's work. We have analysed what custom forms and notes our clients use most often and have prepared a library of ready-made reports and questionnaires, and it's all customisable so you can add anything that's important to you. For example, you can choose our ready-made templates for psychometric scoring, update them as you see fit, or even make them yourself.

Thanks to the inbuilt telemedicine module, you can see clients online, increasing your geographical reach. Clients fill out intake forms on the client portal for online booking before the consultation, so you save time during the session and focus on the client's problems instead of standard questions.

The CRM and EHR software together are an opportunity to connect physician care with fundraising tools within one platform. After making appointments and receiving funds, the next step is implementing financial management tools. Now we'll show you how Medesk handles these tasks.

Make Financial Transparenсy a Part of Your Registered Charity

Under the Charities Act 2011, all organisations with annual income over £5,000 must register with the Charity Commission and be accountable to the government, submitting annual reports and undergoing audits or independent examinations depending on income.

The more transparent you are, the more likely you are to attract volunteers and donors—people trust organisations whose websites show all activity reports, audits, and the auditor's report on the annual accounts.

Medesk solves two problems at once: it helps you collect payments and generate final reports. And here's how it works.

The platform integrates with Stripe for receiving online payments. Stripe handles payments from over 135 countries, making it a trusted solution globally. You'll be able to accept payments not only in the UK but also from abroad.

Stripe offers a discounted processing fee for qualifying nonprofit organisations that will be processing 80% or more of donation payments on Stripe.

Stripe's custom charity pricing structure is only applicable for organisations accepting donations (e.g., not selling products or tickets), so if you fit the parameters, cooperation will be even more favourable.

What about medical billing for counsellors? Don't worry, we have provided for that too. Invoices for services can be created either from the client record or from the calendar by selecting the desired appointment. Then you can send the invoices via email or print them with a few clicks.

For your annual reports, you need all your payments to be stored and processed in one place. Every payment you record in Medesk is automatically synchronised with the Xero accounting software, which can be activated within the platform. This enables you to monitor the flow of cash and share financial reports with board members, donors, volunteers, and others in a click.

Run reports and grow your organisation

We have put together more than 40 different ready-made reports so you can track your organisation's performance. All reports can be customised, tabulated, or shown as visual pie charts.

With the Analytics module, you can gather information both for financial reports and for your own promotion. For example, segment your clients, donors, and volunteers into groups, or report on the performance of each acquisition channel and find out which method attracts more charities to your organisation.

Medesk’s reporting tools help counsellors track client progress and identify needs over time. Counselling centres have seen a 20% improvement in service delivery by analysing key metrics, such as attendance rates and client feedback.

Use easy-to-read dashboards and charts to quickly interpret the key metrics, such as attendance rates, session frequency, and common issues addressed. This visual data supports strategic planning and provides an at-a-glance overview for managers and donors. You can analyse session notes and set goals, which can be especially useful in charity settings where counsellors need to demonstrate impact to funders.

Make people know your brand

Microcharities and small charities (defined by an income less than £10,000 and £10,000 to £100,000, respectively) make up more than 80% of the sector. In order to grow and leave that 80%, you have to work on recognising.

People perceive brands as a combination of various factors: prices, reviews, the history of a brand, its values, even a design. In addition to social media and the uniform style of your website and office, branding should also apply to your documents.

Imagine how brand credibility increases if you put organisations' logos on printed documents, change the colour of the design, its style, and logos in emails sent from edesk. And send automated emails on behalf of the company, not just randomly? The study shows that:

Customers recommend brands due to their market image, performance, and symbolic values, highlighting the vital link between brand image and brand loyalty.

Our platform gives you the opportunity to evaluate, free of charge, functionality that will automate your organisation's operations and take care delivery to the next level. Our clients say that using PMS helps them to evenly distribute the workload, analyse customer behaviour, and ‘boost revenue for everyone's benefit rather than merely redistributing it’.

Try Free Software for Charities and Counsellors Today

Should you make the switch to Medesk? Absolutely! With a free trial and accessible onboarding, Medesk provides counsellors and charities the tools to elevate their services and stay organised. Even if you’re satisfied with your current systems, testing out Medesk could open up new possibilities. Medesk is built to scale, so as your charity grows, Medesk can grow with it.

By using the Medesk practice management software, charities and NPOs can streamline their operations, allowing counsellors to spend more time with clients and less on paperwork. Whether you’re a small charity starting out or an established organisation with many clients, Medesk is designed to meet your needs.

Medesk considers individual roles and responsibilities within the clinic and arranges everything in just the right way for patients, doctors, receptionists, nurses, and practice managers alike. From a marketing perspective, we benefit from the online booking and patient portal modules. Arman Ali, practice manager at Prime Clinic.

The trial period is based on a gamification system: the more lessons you take, the more days of free access you get. In 15 days, you will learn all modules available on the Pro plan, including telehealth and integrations. We built the onboarding system so that you can learn the ins and outs of the job during the trial period and ask our IT support team questions 24/7.

Don't just take our word for it; join the growing number of charities transforming their operations with Medesk. Start your free trial today and see firsthand how it can improve client management, boost efficiency, and enhance your fundraising efforts.