Expert Hours packages
Flexible hours for ongoing support across technology and marketing. Starter, Growth and Scale.
How We Work
One project manager. The whole team behind it.
Access a coordinated technology and marketing team for your nonprofit without building one in-house — with the Maxiva Client Portal, clear Expert Hours pricing and no long-term contract or minimum term.
Your nonprofit
Your project manager
One point of contact
Developers
Marketers
Business analysts
Designers
Salesforce specialists
More, as needed
Expert Hours18 of 30 used
Example: Growth package · logged in the Client Portal
Your project manager
Each client has one dedicated project manager as the main point of contact, who brings in the people needed to deliver the work.
Your project manager coordinates developers, business analysts, marketers, designers and other specialists within an agreed scope and the Expert Hours you purchase. This isn't full-time staffing or unlimited service: each engagement defines what's included.
What your project manager does
- Keeps a shared list of priorities, reviewed with you
- Brings in the right specialist for each piece of work
- Reviews progress with you and agrees next steps
- Tracks work and hours in the Maxiva Client Portal
- Explains how additional requests are handled before work starts
Maxiva Client Portal
See your projects, tasks and hours in one place
All work runs through the Maxiva Client Portal at portal.maxiva.tech, live and in use. You can see what's in progress, what it has used and what comes next.
Client Login
Projects
Create projects and see what's in progress.
Team onboarding
Invite and onboard your team members.
Work requests
Submit requests as priorities come up.
Tasks
Create, assign and follow tasks.
Documents
Attach and share documents in one place.
Appointments
Book time with your project manager or specialists.
Task chat
Chat with Maxiva specialists inside each task.
Logged hours
See the hours and work the Maxiva team logs.
Purchase hours
Buy or top up Expert Hours when you need them.
Reminders
Automatic reminders at 75% of hours used and 14 days before expiry.
From first conversation to ongoing support
How we begin, agree deliverables, and continue supporting your team over time.
- Step 1Online & Free
Free Impact Assessment
Map your manual work online and see your current baseline. The Maxiva team reviews your answers.
- Step 230–45 min call
Report and Discovery Call
Receive recommendations by email, then talk them through on a free 30–45 minute call.
- Step 3Defined outcome
Fixed-scope project
One defined improvement, delivered and measured — for example, a donation operations, reporting or donor follow-up improvement — with a fixed scope and an Expert Hours ceiling or a fixed price.
- Step 4Client Portal
Ongoing support
Continuing improvement across technology and marketing, led by your project manager and topped up in the Client Portal.
Roadmap option: For needs across several systems, a Roadmap (about 10–20 Expert Hours) sets out your current state, gaps, a phased plan, and effort and cost estimates.
A typical first month
What onboarding looks like week by week
- Days 1–2
Welcome email, Client Portal accounts created and your team onboarded.
- Week 1
Kick-off with your project manager: goals, baseline measures from your assessment, and first priorities entered as tasks.
- Weeks 2–3
A first deliverable — ideally a quick win from your assessment, such as an automated receipt or a cleaned contact list.
- Week 4
Check-in on progress, hours used and next priorities.
What your first proposal states
Clear deliverables and boundaries upfront
- The deliverable and its success measure, with your baseline
- What's excluded
- Your responsibilities: system access, data, decisions and staff time
- Acceptance criteria: how we both agree the work is done
- The cost: a fixed price, or an Expert Hours ceiling that isn't exceeded without your approval
Free and paid, clearly separated
Transparent billing rules with no hidden fees
Free
The online Impact Assessment, Maxiva's review, your recommendations and a Discovery Call to discuss them.
Paid
Deeper diagnostics that need system access or data review, starting engagements, roadmaps, projects and ongoing support through Expert Hours.
Two ways to work with us
Buy a flexible block of Expert Hours and apply them wherever they are needed most, or book a fixed-scope project for a defined outcome. You control the budget and the goal, with no long-term contract.
Fixed-scope projects
A defined outcome, with set deliverables and price agreed before we start.
Expert Hours packages
Buy Expert Hours when you need them and use them wherever they're needed across technology and marketing. The more hours in a package, the lower the hourly rate. No long-term contract or minimum term: a short set of standard service terms is accepted at purchase.
Starter
10 Expert Hours
$1,400
$140 per hour
- Valid for
- 2 months
For example: system administration, fixes, small automations, a monthly report.
Most Popular
Growth
30 Expert Hours
$3,900
$130 per hour
- Valid for
- 3 months
For example: integrations, dashboards, campaign support.
Scale
50 Expert Hours
$6,000
$120 per hour
- Valid for
- 6 months
For example: roadmap delivery, development, marketing execution, strategy reviews. Can be aligned with your fiscal year or grant period.
Standard rate outside a package: $140 per hour. Typical uses are examples, not limits.
What Expert Hours cover
Expert Hours cover specialist time on your work, such as project coordination, analysis, development, testing, documentation and marketing execution.
The Maxiva team logs its hours in the Client Portal, so you can see them as they're used and purchase more when you need them.
See how hours work
- Top up at any time: when you buy another package, your remaining hours move to the later of the two expiry dates, so a top-up doesn't shorten an existing expiry.
- 14-day grace period: expired hours can be reactivated by buying a new package within 14 days of expiry.
- Reminders: the portal reminds you when 75% of your hours are used and 14 days before expiry.
- No refunds or transfers: expired hours aren't refunded, and hours can't be transferred to another organization.
- Scale option: on request, a Scale package can be aligned with your fiscal year or grant period.
Have a referral code? Enter it to receive 10% bonus hours on your first package. Referral codes work on every Expert Hours package, for technology or marketing work, and are entered at purchase in the Client Portal.
Marketing packages use the same Expert Hours, prices and validity. See Marketing, and start with a free Marketing Audit.
How we protect your data
Your donor, supporter and program data stays yours. Here is how the Maxiva team handles it.
Only the people working on your project get access, and only to the systems their work needs.
Named accounts with multi-factor sign-in — never shared logins.
Everyone on the team works under a confidentiality agreement.
Your data stays in your systems. We don't keep copies of donor or beneficiary records on our own devices.
When an engagement ends, we hand over all admin access and documentation, and remove our accounts.
Frequently asked questions
Is there a long-term contract or minimum term?
No. You buy Expert Hours packages whenever you need them, under short standard service terms accepted at purchase, with no minimum commitment. Each engagement defines the work included, responsibilities, communication and how additional requests are handled.
How are priorities agreed?
Your project manager keeps a shared list of priorities and reviews it with you. New requests go into the Client Portal, and work outside the agreed scope is quoted and approved before work starts.
What happens if we use our hours before they expire?
You can top up in the Client Portal at any time. Your remaining hours move to the later of the two expiry dates, so a top-up doesn't shorten an existing expiry. If you regularly use your hours early, a larger package lowers your hourly rate.
What happens when hours expire?
You have a 14-day grace period: buy a new package within 14 days of expiry to reactivate the expired hours. The portal reminds you at 75% of hours used and 14 days before expiry. Expired hours aren't refunded or transferred.
Can we align hours with our fiscal year or a grant?
Yes. On request, a Scale package's expiry date can be aligned with your fiscal year or grant period.
Do you only work with Salesforce?
No. Maxiva isn't tied to one platform. We work with the systems you already use — for example Salesforce, RingCentral, Twilio, Mailchimp, Stripe and Microsoft 365 — and build what's missing. For Salesforce, you work with an Official Salesforce Partner.
How is our data protected?
Only the Maxiva team members working on your project can access your systems, using named accounts with multi-factor sign-in, under a confidentiality agreement. When an engagement ends, we hand over admin access and remove our accounts. For Maxiva Giving, the system runs in your own environment, your data is encrypted, and card payments are processed by trusted providers such as Stripe. See how we protect your data.
Where do we start?
With the free Maxiva Impact Assessment. It maps your manual work and gives you a reviewed baseline to plan from. See how the assessment works.
Start with a clear picture of where your team's time goes.
The free Maxiva Impact Assessment maps your manual work and shows your current baseline. The Maxiva team then reviews it and sends practical recommendations.