Apricot Case Management Consulting

Calm, reliable Apricot systems nonprofits can trust

Apricot is a powerful platform, but over time many systems become fragile. Forms multiply, reporting gets harder, and staff grow hesitant to touch anything for fear of breaking it.

I help nonprofit organizations repair and stabilize their Apricot systems so data is reliable, reporting holds up under pressure, and staff can use the system with confidence.

This work is focused on clarity, sustainability, and real-world use, not over-customization.

My Experience with Apricot

I’ve worked with the Apricot platform since 2016, across multiple versions of the product and a wide range of nonprofit use cases. I am also a Certified Apricot Expert.

My experience includes:

  • Implementing and administering Apricot internally as a program director

  • Supporting nonprofits with reporting, compliance, and data integrity needs

  • Repairing fragile systems impacted by staff turnover, growth, or platform changes

  • Providing Apricot technical assistance and consulting across diverse program models

Much of this work was done in internal or white-labeled consulting roles, which limits what I can share publicly, but not the depth of experience I bring to client work.

I understand both the technical structure of Apricot and the real constraints nonprofit teams operate under.

The Problems I’m Brought In to Fix

Organizations usually reach out when something feels off, even if the system technically “works.”

Common issues include:

  • Reporting that requires manual workarounds or last-minute exports

  • Forms that no longer reflect current programs or outcomes

  • Data that exists but is hard to trust

  • Staff avoiding the system because it feels confusing or fragile

  • No clear internal owner who understands what can safely be changed

These are not people problems. They are design problems.

Apricot Audit

A focused diagnostic to understand what’s working, what’s risky, and what needs to change.

This is a good fit if:

  • You want clarity before investing in a rebuild

  • Reporting or compliance confidence is slipping

  • You’ve inherited a system you don’t fully understand

Outcome:
Clear findings, prioritized recommendations, and a practical path forward

Apricot Rebuild

A hands-on cleanup and restructuring of your existing Apricot system.

This work may include:

  • Rebuilding forms and data architecture

  • Aligning Apricot with current program delivery and outcomes

  • Improving reporting for funders and leadership

  • Creating admin documentation and staff walkthroughs

Outcome:
A system your team understands, trusts, and can maintain without fear.

Migration services scoped and priced separately.

Ongoing Apricot Support

A limited, ongoing partnership to keep your system clean and aligned as programs evolve.

This is for organizations who:

  • Don’t have an in-house Apricot expert

  • Need continuity and institutional knowledge

  • Want thoughtful guidance instead of ticket-based support

Availability is intentionally limited.

How This Work Is Different

I don’t approach Apricot as a feature checklist or a template exercise.

My focus is on:

  • Designing systems that staff will actually use

  • Avoiding over-customization that creates long-term fragility

  • Making sure knowledge isn’t trapped in one person’s head

  • Leaving teams more capable, not dependent

The goal is not a “perfect” database.
The goal is a reliable one.

Is This the Right Fit?

This work is best suited for organizations that:

  • Are already using Apricot

  • Want to improve or repair what exists

  • Are open to adjusting their current setup

  • Value clarity, sustainability, and staff adoption

If that sounds like you, the next step is a short inquiry to understand your context and determine whether I’m the right person to help.

Submit an Apricot inquiry

FAQs

  • For most of my solo clients, the free version will do. However, if you love charts, color coding, and automations, then you might like the starter version (same one I’m on). If you don’t already have the paid version, I’ll advise if you need it.

  • If necessary, I offer migration services scoped separately from this service. A lot of times, re-creating what you have in Clickup or Notion isn’t the best strategy. We can decide this together.

  • When I first entered the workforce, my manager told me “I love working with newbies because they don’t have bad habits I have to break them of.” That really stuck with me. This service is PERFECT for you if you do not already have experience with project management tools.