Bonterra Apricot

What Is Bonterra Apricot?

Bonterra Apricot is a case management platform for nonprofits and public sector agencies that deliver social services. Staff use it to manage participant records, track program outcomes, and collect information through customizable forms. Admins can also configure forms and automated rules around their program’s specific requirements, while dashboards and reports help them prepare data for funders and partners. For government agencies, Apricot for Government adapts the platform to departments such as public health, public safety, and human services.

What Is Bonterra Apricot Best For?

The platform stands out for its 'Que AI' assistant, which summarizes recent participant activity and turns spoken or written input into structured case notes. Staff can review and edit Que's suggestion before saving them to participant records. This helps caseworkers prepare for interactions and complete documentation without relying on AI-generated content without review.

How Much Does Bonterra Apricot Cost?

Bonterra Apricot pricing may start at $50/user/month, according to industry benchmarks for similar nonprofit and human services case management solutions. Pricing depends on each organization's needs, size, and selected features. The following subscription plans are available at custom pricing:

• Apricot Essentials
• Apricot Pro
• Apricot Enterprise

Along with the base subscription cost, businesses should keep the following potential costs in mind:

• Implementation And Configuration: $2,000–$15,000 for standard deployments and $15,000–$50,000+ for complex deployments
• Data Migration And Onboarding: $2,000–$15,000
• Custom Forms And Workflows: $1,000–$10,000+
• Reporting And Analytics: $1,000–$10,000+
• Integrations And Data Connectivity: $2,000–$15,000+

Some organizations that make extensive use of Apricot's customization and reporting capabilities consider the price worthwhile and appreciate its ease of use. Others, particularly small nonprofits with limited budgets, find the cost high relative to the value they receive.

Disclaimer: Pricing references are based on publicly available third-party information and industry benchmarks. Actual costs may vary.

Bonterra Apricot Integrations

The software can connect to other software through its API using Workato or Zapier as the integration layer.

How Does Bonterra Apricot Work?

Log in to Bonterra Apricot and follow the steps below to use its key features:

• Build custom forms from best-practice templates for each program
• Bring participants in through intake, secure online forms, or an import of existing records
• Manage caseloads, enrolments, exits, and referrals to other programs
• Schedule appointments and record attendance at each session
• Set up automatic rules, email triggers, and alert notifications
• Use Bonterra Que to review participant history, spot early warning signs, and turn spoken notes into case notes through Note Capture, which is in open beta for US-based organizations
• Build reports and dashboards for funders and partners, asking questions about program data in plain language

Who Is Bonterra Apricot For?

Bonterra Apricot caters to a range of organizations, including:

• Healthcare and human services
• K-12 and higher education
• Nonprofits
• Public sector agencies
• Youth development

Bonterra Apricot Use Cases

Based on our examination of the platform, here are common ways organizations use Bonterra Apricot to manage their casework:

1. Nonprofits Cleaning Up Records Before A Grant Report Is Due

Funders expect clear, reliable figures, but disorganized records can make reported data harder to validate. Missing information and duplicate entries may surface only when a reporting deadline is approaching. Staff can run Bonterra Apricot’s Data Integrity Review ahead of time, correct the flagged records, and then present the cleaned results to funders through Impact Hub dashboards. For small teams, finding and fixing these issues early can make reporting easier to manage, particularly when staff maintain records consistently throughout the year.

2. Youth Development Programs Spotting Who Is Slipping Away

Participants may not always show clear signs of disengagement, and staff might not recognize a problem until after several missed sessions. With Bonterra Apricot’s early intervention signals, caseworkers see who may be slipping while the gap is still small. They can then reach out, find out what is getting in the way, and adjust the participant’s plan before the end of a term. Earlier conversations also give staff a better chance of keeping participants engaged through the full program.

3. Schools Keeping Track Of Student Referrals

A counselor might refer a student to an outside service but have limited visibility into what happens after the referral. Bonterra Apricot lets staff record referrals to internal services and external partners, while its scheduling tools can help organize follow-up appointments. Student support often involves multiple staff members, so a shared record gives authorized users visibility into referrals and follow-up activities. The information remains only as current as the updates entered by staff and, where applicable, outside partners.

4. Public Sector Agencies Moving Existing Client Data Into Apricot

Many agencies may already have client records in other systems when they adopt new software, and manually re-entering those records can take time and introduce errors. Bonterra Apricot’s Import Tool lets staff load existing records in bulk, so the move happens through uploads instead of retyping. Its reporting capabilities also support compliance reporting. The initial data import requires planning, as older records may need to be cleaned and standardized before they can be reliably used.

Is Bonterra Apricot Right For You?

Bonterra Apricot may be a good fit for caseworkers whose caseloads, intake, and referrals have outgrown spreadsheets or separate systems. It scales from a single program to operations spread across several sites, since its tools can be adjusted as needs change, although smaller teams should weigh the budget and setup effort involved.

The platform may also suit staff who need to work from the same records. Admins can control who sees what through role-based permissions and field-level controls, so each staff member only reaches the information their job needs.

For teams with compliance requirements, Apricot includes built-in compliance templates and reporting tools that can support internal reviews and funder or agency submissions. Furthermore, it complies with SOC 2, ISO 27001, and HIPAA requirements. The platform also has TX-RAMP authorization and is hosted on AWS GovCloud. For accessibility, Apricot provides a VPAT and supports WCAG standards. Buyers should still confirm that its workflows and records meet their own audit and legal requirements.

The platform's customer base includes Brooklyn Community Services, Phoenix Family, First 5 Riverside County, CASA, Communities in Schools, and Family Services of Tulare County.

Still not sure if Bonterra Apricot is right for you? Contact us at (661) 384-7070, and we will help you make the best decision.