How Nonprofits Can Turn Donated Tech into an Asset, Not a Liability

When a local business offers you a stack of donated laptops, it feels like a win. More tools for your team, zero hit to your budget, and a feel-good story for your donors.

But here is the catch: we have seen “free” devices end up costing nonprofits thousands in unexpected IT fixes, staff downtime, and compliance headaches. In more than one case, a nonprofit accepted a batch of refurbished laptops only to discover that many could not run required security updates, and others lacked proper licenses. The result was weeks of disruption before staff could work effectively.

Donated tech can absolutely help your mission if you have the right intake process and management plan. In this guide, we will show you how to:

• Spot which donations are worth accepting
• Keep every device secure and compliant from day one
• Stretch their usable life without adding IT headaches

 Why donated devices are not always “free”

The sticker price might be zero, but unmanaged or outdated devices can cost your team time, open cybersecurity gaps, or cause frustration when things don’t work properly.

Common issues we see:

• Devices too old to support modern security standards, such as Windows 11
• Missing software licenses, creating unexpected costs, or compliance issues
• Inconsistent setup, leading to different user experiences across your team
• No visibility or control, especially when devices go missing or underperform

With the right guidance and tools, you can avoid these pitfalls while still benefitting from donated or refurbished devices.

Four smarter ways to accept and use donated tech

Here’s how to make donated devices work for your mission, not against it:

 1. Ask the right questions up front

Not all donations are worth accepting. Before bringing in used equipment, ask the donor:

• Can it run Windows 11? If not, it may become unsupported by Microsoft after 2025.
• Does it come with valid Windows licenses? 
• Is it under warranty or support? If something breaks, how will you fix it?

Quick tip for checking Windows 11 compatibility:

• Devices made in 2019 or later likely support Windows 11
• Devices made before 2018 probably do not
• Check the manufacturing year on the device label, by searching the model online, or by asking the donor.

Sample email to donors:

“Thanks so much for considering a donation. Before we accept the devices, could you let us know if they are compatible with Windows 11 or have already been upgraded? Our goal is to ensure long-term security and support.”

2. Get proper Windows licensing (it’s easier than you think)

Most donated computers do not include legitimate Windows licenses, which creates legal, security, and support risks.

The good news is, TechSoup Canada offers low-cost Windows 11 licenses to eligible nonprofits. This makes it affordable to get donated equipment properly licensed and ready for secure use.

3. Manage all devices centrally (even if they’re donated)

When devices come from multiple places, it’s easy for things to become scattered.

Microsoft Intune can help. Think of it as a central control panel for your devices. Whether your team is remote, hybrid, or in-office, Intune allows you to:

• Apply consistent security settings
• Track devices and software
• Push updates automatically
• Wipe data if a laptop is lost or stolen
• Support your staff more efficiently

This works for donated devices too, as long as they are licensed and compatible.

4. Plan for the entire lifecycle (including retirement)

Managing devices is not just about getting them. It is about tracking them from day one until they are retired.

Treat devices like program assets. Keep a record of who is using them, when they were added, and when they need to be replaced.

When it is time to retire or recycle:

• Wipe them securely to protect your organization and clients
• Work with certified recyclers or refurbishers who can repurpose or dispose of them responsibly
• Remove them from your inventory and management system to prevent tracking inactive devices

If you work with refurbishers such as GreenTech or Compugen, they can often help with this process.

Final thoughts: Tech should support your mission, not slow it down

Donated and refurbished gear is a smart way to stay lean and green, but it works best when done strategically. Here is your formula for success:

• Accept only what meets modern standards
• Use TechSoup for legal, supportable licenses
• Bring every device under centralized management
• Plan the full lifecycle from donation to retirement

Ready to get more from your donated tech?

We take the guesswork, risks, and hidden costs out of using donated devices. Our team assesses your current equipment, makes sure it is secure and compliant, and puts every device under a simple, central management plan. The result is fewer disruptions, lower long-term costs, and a team that can focus on the mission instead of IT problems.  

Thinking about making donated tech work smarter for your team? Start the conversation, or begin with our Donated Device Intake Checklist.