Microsoft 365 Licensing Guide for Australian Not-for-Profits
Microsoft offers donated and heavily discounted Microsoft 365 plans to eligible Australian NFPs.
Understand your options, calculate your costs, and make the most of what’s available to your organisation.
Up to 75% Discount
Updated for 2025/26
Australian NFP Pricing
Microsoft provides eligible Australian not-for-profit organisations with access to donated (free) and discounted cloud productivity tools
through the Microsoft for Nonprofits programme. Registered charities and NFPs can access Microsoft 365 plans covering
email, collaboration, security, and desktop Office apps — often at a fraction of commercial pricing or completely free.
Eligibility is verified through Microsoft’s Nonprofit Portal, and organisations must hold valid ACNC registration, ATO DGR endorsement, or ATO-recognised tax-exempt NFP status.
Who Qualifies for NFP Microsoft 365 Pricing?
ACNC Registration
Registered charities with the Australian Charities and Not-for-profits Commission (ACNC) are eligible. This is the most common pathway for Australian NFPs.
ATO DGR Endorsement
Organisations endorsed as a Deductible Gift Recipient (DGR) by the ATO qualify, even if not separately registered with the ACNC.
ATO Tax-Exempt NFP
Not-for-profit bodies recognised as income tax exempt by the ATO (under Division 50 of the Income Tax Assessment Act) are also eligible.
Microsoft 365 NFP Plans & Pricing (AUD)
All prices are per user/month (paid annually), excluding GST. Donated plans are free for eligible NFPs.
Discounted plans reflect Microsoft’s NFP pricing for the Australian market.
Microsoft 365 Business Basic
- Web & mobile Office apps (Word, Excel, PowerPoint, Outlook)
- Microsoft Teams (up to 300 participants)
- Exchange email hosting (50 GB mailbox)
- OneDrive cloud storage (1 TB per user)
- SharePoint & Microsoft Lists
- Copilot Chat (web-based AI assistant)
- Basic security & compliance features
- Desktop Office apps not included
- Advanced security not included
Microsoft 365 Business Standard
- Everything in Business Basic
- Desktop Office apps (Word, Excel, PowerPoint, Outlook)
- Microsoft Bookings
- Exchange Online Protection (email security)
- Copilot Chat
- Advanced threat protection not included
- Device management not included
Microsoft 365 Business Premium
- Everything in Business Standard
- Advanced Threat Protection (Safe Links, Safe Attachments)
- Intune device management & mobile app management
- Azure Information Protection & data loss prevention
- Conditional Access & multi-factor authentication
- Copilot Chat
- Best value for NFPs needing strong cybersecurity
Microsoft 365 E3
- Full desktop, web & mobile Office suite
- Microsoft Teams & Exchange Online (100 GB mailbox)
- Windows Enterprise licensing
- Unified endpoint management (Intune)
- Advanced compliance & eDiscovery
- Data loss prevention across workloads
- Azure AD Premium P1
- Ideal for orgs with 300+ users or complex compliance needs
Microsoft 365 E5
- Everything in E3
- Microsoft Defender for Office 365 Plan 2
- Microsoft Defender for Endpoint
- Advanced analytics with Power BI Pro
- Azure AD Premium P2 (identity protection)
- Audio Conferencing & Phone System
- Advanced compliance (Insider Risk, Communication Compliance)
- For NFPs with the highest security & analytics requirements
Microsoft 365 F3
- Web & mobile Office apps
- Microsoft Teams
- Exchange (2 GB mailbox)
- OneDrive (2 GB storage)
- Intune device management
- Ideal for volunteers & frontline staff
- Desktop Office apps not included
- Reduced mailbox & storage limits
NFP Microsoft 365 Licence Cost Calculator
Add the number of licences you need for each plan to estimate your monthly and annual costs. Business Basic licences (up to 300) are free.
Business Basic
Donated — Free
Business Standard
Discounted
Business Premium
Discounted
Enterprise E3
Discounted
Enterprise E5
Discounted
Frontline F3
Discounted
Microsoft 365 Copilot (Add-on)
Add-on
Total Licences
Monthly Cost (excl. GST)
Annual Cost (excl. GST)
Annual Cost (incl. GST)
NFP Microsoft 365 Licensing FAQ
How ALL IT Services Helps Australian Not-for-Profits With Microsoft 365
Navigating Microsoft’s NFP licensing can be complex — eligibility changes, grant retirements, renewal deadlines, and mixing plans across staff and volunteers all add up to real admin overhead and financial risk.
ALL IT Services works with not-for-profits across Sydney, Melbourne, Brisbane, Orange, and regional NSW to ensure you’re getting the maximum value from Microsoft’s NFP programme. We handle the licensing strategy so your team can focus on delivering impact.
As a Microsoft Partner, we have direct access to NFP pricing tiers and can provision, manage, and optimise your licences on an ongoing basis — aligned to your funding cycles and headcount changes.
Licence Audit & Optimisation
We review your current Microsoft 365 licences, identify unused or misallocated seats, and recommend the most cost-effective plan mix. Many NFPs are overpaying without realising it — we fix that.
NFP Grant & Discount Applications
We manage your Microsoft Nonprofit Portal registration, verify eligibility, and ensure you’re accessing every donated and discounted licence available. We handle re-verifications so you never lose access.
Migration & Deployment
Moving from on-premise Exchange, Google Workspace, or legacy systems? We plan and execute migrations to Microsoft 365 with zero data loss, minimal disruption, and full staff training.
Security & Compliance Configuration
We configure Conditional Access, MFA, data loss prevention, and Intune device management to meet ACNC governance standards, Privacy Act obligations, and Essential Eight baselines — included in your plan.
Funding-Cycle Aligned Billing
We structure your licensing costs to align with grant periods and financial year budgets, so you can report accurately to boards, funders, and auditors without surprise expenses mid-cycle.
Ongoing Managed Support
Our helpdesk supports your staff and volunteers with Microsoft 365 issues, onboarding/offboarding, and day-to-day admin. We’re your outsourced IT team, at a price designed for NFP budgets.
A Message for NFP Chief Financial Officers & Finance Managers
If you’re responsible for IT spend at an Australian not-for-profit, Microsoft 365 licensing is likely one of your largest recurring technology costs. The good news: with the right plan mix, it doesn’t have to be.
ALL IT Services works directly with NFP CFOs and Finance Managers to model licensing scenarios, forecast costs across funding periods, and ensure your organisation captures every available discount. Here’s what we deliver for your finance function:
- Annual licensing cost modelling aligned to your financial year and grant reporting periods
- Clear per-user cost breakdowns by role (staff, volunteers, executives, field workers) for board reporting
- Proactive renewal management — we flag upcoming price changes, grant expirations, and re-verification deadlines before they become surprises
- Licence true-ups when headcount changes — scale up or down without penalty, matched to your actual team size
- Audit-ready documentation of your Microsoft 365 entitlements, assignments, and NFP verification status
- Total cost of ownership analysis: Microsoft 365 vs. Google Workspace vs. hybrid approaches
Need Help Navigating NFP Licensing?
ALL IT Services specialises in supporting Australian not-for-profits with Microsoft 365 licensing, migration, and ongoing management.
Let us help you get the right licences at the best price — so you can focus on your mission.