Should You Hire a Fundraising Consultant?

What to Know Before You Decide

If you’re an Executive Director or Board Chair of a small charity in Canada, you likely wear more hats than you can count. Between managing staff (or volunteers), delivering programs, keeping the lights on, and answering emails late into the night, fundraising can feel like one more mountain to climb—with no guide and no map.

Hiring a fundraising consultant might be the solution—but how do you know if it’s the right move for your organization? In this article, we’ll explore the signs that it might be time to bring in outside help, what a fundraising consultant actually does, and how to find the right fit for your charity’s needs and budget.

What Is a Fundraising Consultant?

A fundraising consultant is a professional who helps charities improve their fundraising efforts. Consultants bring expertise in areas like grant writing, fundraising planning, donor communications, campaign design, and more. Unlike a full-time staff member, a consultant typically works on a project or part-time basis and is often a more flexible and affordable option for small organizations.

What Services Do Fundraising Consultants Offer?

The scope of services can vary depending on the consultant and your organization’s needs. Some of the most common services include:

Fundraising strategy and planning
Grant writing and proposal development
Funder prospect research
Donor communications and stewardship plans
Case for support creation
Monthly donor program setup
Board fundraising training
Event strategy or low-lift campaign planning

A good consultant will tailor their services to your charity’s size, mission, and available resources.

When Should a Small Charity Consider Hiring a Fundraising Consultant?

If you’re on the fence, here are some clear signs that it might be time to reach out for professional help:

1. You Rely on One-Time or Emergency Funding

If your funding is inconsistent or dependent on one-time grants, a consultant can help you build a sustainable fundraising plan that includes monthly donors, repeat grant funders, and year-round giving campaigns.

2. You Don’t Have a Fundraising Staff Member

Most small Canadian charities operate without a full-time fundraiser. A consultant can fill that gap—either temporarily while you build capacity, or on an ongoing basis for a fraction of the cost of an employee.

3. You Don’t Have Time or Expertise to Write Grants

Grant writing takes skill, strategy, and research. A consultant can help identify good-fit funders and craft strong applications that reflect your organization’s impact and capacity.

4. You’re Not Sure Where to Focus Your Efforts

Are you spending time on a gala that barely breaks even? A consultant can help you evaluate what’s working, what’s not, and where to focus your limited time for the best return.

5. You Want to Grow But Don’t Know How

Whether you’re trying to expand your programs or increase your donor base, a fundraising consultant can help you develop and implement a growth strategy aligned with your mission and budget.

Benefits of Hiring a Fundraising Consultant

1. Expertise Without the Overhead

Consultants bring specialized knowledge without the cost of a full-time salary, benefits, or training time. This makes them ideal for small charities needing short-term or part-time support.

2. Fresh Perspective

An outside expert can often spot issues or opportunities you might not see because you’re too close to the work. They bring new ideas, best practices, and honest assessments of your fundraising approach.

3. Flexibility and Focus

Unlike staff who may be juggling multiple roles, a consultant is laser-focused on fundraising. They can help you execute projects that have been sitting on your to-do list for months.

4. Capacity Building

A good consultant doesn’t just do the work—they build your internal capacity to raise funds more effectively in the long term. That could mean developing systems, templates, or training your team.

What to Look for in a Fundraising Consultant

Not all consultants are created equal. Here’s what to look for:

1. Experience With Charities Like Yours

Ask if they’ve worked with small nonprofits, especially in Canada. A consultant familiar with local funders and Canadian tax rules will be more effective.

2. Clarity of Services and Pricing

A professional consultant will offer clear service packages and pricing. Look for someone who is transparent, responsive, and willing to tailor their work to your needs.

3. Collaborative Approach

The best consultants act as partners, not know-it-alls. They listen to your goals, respect your capacity, and work with your team to make realistic improvements.

4. References and Results

Ask for references from other small charities they’ve helped. Don’t be afraid to ask about outcomes—grants received, donor growth, or systems implemented.

How Much Does It Cost to Hire a Fundraising Consultant?

Costs vary depending on the scope of work, but here are some common benchmarks in Canada:

Hourly rates: $75–$150
Grant writing (per application): $1,500–$5,000
Monthly retainer: $500–$3,500 (based on hours and services included)
One-time fundraising plan: $2,500–$5,000

While this may sound like a big investment for a small charity, compare it to the potential return: one grant win or donor campaign could easily cover the consultant’s fee and then some.

Common Misconceptions About Hiring a Consultant

“We’re too small to need a consultant.”

In fact, small charities often benefit the most from targeted, short-term help. A few hours of expert support can save you months of trial-and-error.

“We can’t afford it.”

Many consultants offer scalable packages, flexible billing, or project-based work. Think of it as an investment in your future funding.

“They’ll just do it for us.”

A good consultant will do with you, not just for you—building your confidence and skills as they go.

How to Get Started

If you're ready to explore hiring a consultant:

Define your goals. Do you want help with grants, donor strategy, or campaign planning?
Set your budget. Know what you can afford monthly or per project.
Ask for a discovery call. Most consultants will offer a free initial consultation to discuss your needs.
Request a proposal. Make sure services, timelines, and fees are clearly outlined.
Start with a small project. Build trust and test the fit before committing to a longer engagement.

Final Thoughts

Hiring a fundraising consultant isn’t just for big organizations with big budgets. For small charities in Canada, it can be a game-changer—bringing in expertise, freeing up your time, and helping you grow your impact sustainably.

If you’re stuck, overwhelmed, or ready to scale, a fundraising consultant might be exactly what your organization needs to move forward with clarity and confidence.

Need help figuring out your next fundraising step?
Book a free 15-minute discovery call with us to see how we can work together to strengthen your fundraising efforts—no pressure, no pitch.