Case Study

Introduction

Keela is an all-in-one CRM and fundraising platform built specifically for small to mid-sized nonprofits. Designed with simplicity and smart automation in mind, Keela helps nonprofit teams streamline donor communications, manage campaigns, and measure impact—without the need for a dedicated IT team.

To make this streamlined experience possible, Top Remotely partnered with Keela as a development and systems integration partner, working behind the scenes to enhance platform performance, refine UI/UX, and optimize key automation flows. Through deep collaboration, Top Remotely ensured that Keela’s powerful features remained intuitive and accessible to non-technical nonprofit users.

With its intuitive interface and AI-assisted insights, Keela is trusted by over 1,000 nonprofits in North America and beyond, including educational charities, community foundations, and human rights organizations.

Challenges

Growing nonprofits were constrained by:

• Disconnected systems for donor records, email campaigns, and reporting.

• Manual processes leading to missed follow-ups and donor fatigue.

• Lack of visibility into fundraising performance and donor engagement trends.

• Limited tech capacity to deploy scalable digital tools or analyze data.

Top Remotely worked closely with Keela’s leadership and client support teams to identify these operational gaps and transform them into actionable platform upgrades—tailored to the nonprofit sector’s unique needs and limitations.

Objectives

Keela, with implementation and engineering support from Top Remotely, set out to:

• Centralize donor management, email marketing, and donation tracking.

• Improve donor retention through automated, personalized engagement.

• Enable smarter campaign planning with real-time analytics.

• Provide a cost-effective, scalable digital platform tailored to nonprofit workflows.

Top Remotely’s development and QA teams helped ensure these objectives were embedded into the platform’s core architecture—from AI model integration to donation form performance optimization.

Solutions

Keela deployed its purpose-built nonprofit CRM platform, with Top Remotely assisting across development, integration, and feature delivery. Key modules included:

• Smart Donor Profiles: Real-time donor timelines, giving history, segmentation tags, and communication logs.
  
• Fundraising Tools: Customizable donation forms, one-click receipts, recurring giving options, and campaign landing pages.
• Email Marketing Suite: Visual email builder, automation sequences, A/B testing, and performance analytics.
  
• AI-Powered Insights: Smart suggestions for optimal outreach timing and donor retention opportunities.
  
• Reporting & Impact Dashboards: Track fundraising progress, donor lifecycle metrics, and engagement KPIs.

Deployment Process

With support from Top Remotely, Keela delivered a seamless onboarding and deployment process that included:

• Onboarding Workshop: Worked directly with nonprofit staff to map existing workflows and pain points.
  
• Data Migration: Imported donor databases, email lists, and historical campaign data from spreadsheets and legacy CRMs.
  
• Platform Customization: Tailored user roles, form templates, and dashboard views.
  
• Training & Support: Provided interactive sessions, help center resources, and ongoing email/chat support.

Results

Following deployment—facilitated by Top Remotely’s engineering and enablement support—Keela delivered powerful results for its nonprofit clients:

• Boosted donor retention rate by 24% within the first year of adoption.
  
• Increased recurring donation volume by 33%, thanks to targeted campaign automation.
  
• Cut admin time spent on donor outreach by over 40%, enabling teams to focus on impact.
  
• Achieved a 3x improvement in email engagement metrics through smarter segmentation.

Technology Stack

• Backend: Node.js, Express
  
• Frontend: Vue.js
  
• Database: MongoDB
  
• Cloud Hosting: AWS (Elastic Beanstalk, DynamoDB, S3)
  
• Integrations: Zapier, QuickBooks, Mailchimp, Stripe, PayPal
  
• AI Services: Custom-built ML models for donor behavior analysis and campaign prediction

Keela exemplifies how accessible and affordable technology can dramatically improve the operational capacity of mission-driven organizations. With Top Remotely’s deep involvement in building, scaling, and integrating the platform, Keela delivers high-impact tools to nonprofits that previously lacked the resources or technical staff to compete digitally.

By putting intelligence and automation into the hands of small and mid-sized NGOs, Top Remotely helped Keela unlock enterprise-grade capability for grassroots missions—proving that the right tech partner can elevate social impact just as much as technical performance.