PACs are critical for advancing organizational goals, but effectively running one requires more than spreadsheets. Claire McDonough, Head of National Accounts at Sagac Public Affairs, sat down with us to share actionable strategies for selecting and budgeting PAC software that aligns with organizational goals.
Here’s what you need to know:
1. Start with a Needs Assessment
Assess your current tools and future goals before setting a budget or choosing a vendor.
Why upgrade? Claire explained, “You can manage a PAC on an Excel spreadsheet, but why? It’s not a recipe for growth.” Modern software offers scalability and data-driven insights that spreadsheets can’t provide. Want to explore this topic further? Check out our blog, The Key to High-Impact PAC Management: Insights from the “DIY or Buy” Webinar, for a deeper dive into why transitioning from manual processes is essential for PAC success.
Focus on functionality. When selecting PAC software, identifying the right features is key to aligning your tools with both current and future needs. Quorum PAC offers a comprehensive suite of functionalities designed to simplify management and drive growth:
- Donor segmentation and CRM tools. A dynamic contact database lets you manage donors efficiently, store custom information, and even segment groups based on giving patterns.
- Modern PAC websites. Customizable, professional websites streamline donor engagement and make fundraising more impactful.
- Compliance made easy. Tools like FEC and state election commission compliance management, bulk upload of receipts, and bank reconciliation ensure you meet regulatory standards effortlessly.
- Advanced reporting. Auto-updating dashboards and customizable reports allow you to demonstrate the ROI of your PAC operations clearly to executives and stakeholders.
Think long-term. “It’s not just about now—it’s about where you want to go,” Claire noted. Plan for features you’ll need in two to three years, such as peer-to-peer programs or PAC match tools.
By prioritizing these tools and ranking them based on your organization’s goals, you can ensure your PAC management strategy is future-ready and built for long-term success.
2. Budget for More Than Software
Effective budgeting goes beyond the cost of the platform.
- Vendor costs: Software pricing varies based on user access, email volume, and added features like donor websites.
- Internal costs: Claire advised considering IT, HR, and communications teams’ involvement, which can add time and financial costs. “You can’t just leave one vendor and start with another without factoring in internal resources,” she said.
- Overlap expenses: If switching vendors, budget for overlapping contracts, which could last two to four months.A Framework for Making the Right Choice
3. Choose Vendors Strategically
Finding the right fit isn’t just about features—it’s about relationships.
- Ask your peers. “Talk to people whose PACs you admire,” Claire suggested. Look for vendors with strong support teams and good compliance records.
- Prioritize transparency. Understand all of the costs upfront. Ask specific questions about support costs. If you reach out for X, is that an additional charge?
- Clarify post-sale support. Ensure you know who will manage your account and how they’ll handle training and ongoing support.
4. Use Metrics to Demonstrate ROI
The right software should make tracking and showcasing PAC success seamless.
- Dashboards simplify insights. Claire highlighted the benefit of software that tracks key metrics like fundraising progress and donor engagement. “When your boss calls and asks how much we’ve given to Ways and Means, you should have that info at your fingertips,” she said.
- Align with leadership goals. Whether it’s time saved or increased donations, ensure your ROI metrics align with what matters to leadership.
5. Avoid Common Pitfalls
Hidden costs, insufficient features, and rigid contracts are among the challenges organizations face when selecting PAC software.
- Be thorough in discovery. Vendors should conduct detailed discovery calls to identify your needs upfront. “A detailed discovery means things aren’t going to get missed when you get to the other side and you’re implementing your software,” Claire advised.
- Prepare for migration costs. Moving platforms takes time and resources, so be prepared to have overlapping contracts. “You’re going to have some time where your vendors overlap, and you’ll likely need at least two months. For larger PACs, it could be up to four,” Claire explained.
- Account for internal delays. Claire highlighted potential bottlenecks: “If your comms team can’t work on your PAC website for another four months, but your old vendor ends in two, the entire project can go sideways.”
- Protect against hidden fees. Unexpected charges for technical support, software updates, or additional training can strain budgets. “Ask your account manager early: Are there any fees associated with upcoming migrations or updates?” Claire recommended.
- Watch for red flags. Vendors who can’t articulate solutions or show flexibility during negotiations are a concern. “Flexibility in your contractual structure is critical,” Claire noted.
By addressing these challenges early, you’ll set the stage for a successful software implementation and avoid unnecessary complications.
The Bottom Line
Investing in PAC software is an investment in your PAC’s success. Assess your needs, budget wisely, and build strong vendor relationships to set your organization up for long-term growth.
Need more guidance? Check out Quorum’s PAC management tools.
Meet the Expert
- Claire McDonough: Head of National Accounts at Sagac Public Affairs.
- An expert on all things PAC software, Claire is passionate about PAC fundraising, data strategies, market research, political communications, issue advocacy, GOTV, and campaign work on behalf of clients.