For UK charities & CICs

The foundation beneath your mission

We set up AI tools that handle your back-office admin. Finding grants, writing bids, keeping on top of compliance, updating donors. Everything runs on your own UK servers, and nothing goes out without your say-so.

Talk to us How it works
Fountains Abbey undercroft, ribbed stone vaults receding into warm natural light Fountains Abbey, North Yorkshire
76%
of charities use AI in some form, but only 2% use it strategically
Charity Digital Skills Report 2025
77%
of charity leaders say their finances got worse last year
Charity Finance Group 2025
3m
fewer volunteers expected across the sector this year
NCVO 2025
15–20
hours spent per grant report just finding data that should be to hand
Sector average

The problem

The sector is stretched thin. The tools aren't built for you.

Rising costs, shrinking grants, and three million fewer volunteers. Your team is already doing the work of two people. The technology that could help is either too expensive, too generic, or too risky to use without proper governance.

Enterprise tools are out of reach

Microsoft Copilot Studio and Salesforce Agentforce are built for organisations with £10m+ budgets and full-time IT staff. They're not designed for a charity running on grant funding.

Generic AI agencies miss the point

They charge £10,000 to £30,000 and have never heard of SORP, Charity Commission reporting, or why your beneficiary data can't leave the UK.

DIY AI has no guardrails

Staff paste things into ChatGPT with no audit trail, no approval process, and no cost controls. Trustees can't see what's happening. Funders can't verify the outputs.

Your people are burning out

Roles keep growing without anyone redesigning them. The phrase 'doing the work of two people' comes up in every sector survey. The staff who care most about the mission carry the heaviest admin load.

Small team working together at a shared table with laptops

'We take the admin weight off the people who care most about the mission.'

How it works

Your own AI back-office, on UK servers you control.

Your system is completely separate from every other client's. Your data stays in the UK, and a person checks every piece of work before it goes anywhere.

Small team planning together around a table with laptops and sticky notes

Discovery

We look at how your team spends its time, find the tasks that eat the most hours, and work out which ones to automate first.

Deployment

We set everything up on UK servers that only your organisation can access. Your data is kept completely separate from every other client.

Governance

Everything the AI produces is a draft. Your staff see it, change it if they need to, and approve it. Nothing goes out without a real person signing it off.

Ongoing support

We keep everything running, watch the costs, and send you a monthly report on how things are going. As your needs change, we adjust.

What we handle

Nine jobs we take off your plate.

Each one runs on a schedule, handles a specific piece of admin, and sends you a draft to check before anything goes out.

Grant Scout

Finds grants you're eligible for

Weekly

Bid Writer

Drafts bid sections from funder briefs

When needed

Impact Reporter

Compiles stats and outcomes into reports

Monthly

TAR Drafter

Writes annual report sections to SORP 2026 rules

Quarterly

Donor Steward

Thank-yous, Gift Aid prompts, re-engagement

Daily

Comms & Social

Turns a short update into a week of content

3x weekly

Volunteer Coordinator

Scheduling, onboarding, milestone recognition

Daily

Fraud Radar

Flags compliance risks and phishing attempts

Weekly

SORP Compliance

Checks your financial narrative against SORP 2026

Monthly

Governance

Designed around the data you actually handle.

Charities work with sensitive information about vulnerable people. The governance isn't an add-on. It's the starting point.

A person checks everything

Every piece of work the AI produces is a draft. Your team reviews it and approves it before it goes anywhere.

Your data stays in the UK

Everything runs on servers in the UK. Beneficiary records, donor details, grant documents: none of it leaves the country.

A full audit trail

Every action, approval, and change is logged permanently. When a funder or trustee asks, the answer is there.

Pricing

Priced for the organisations that need it.

Every charity is different, so we quote based on what you actually need. Here's roughly how it works.

Setup

One-off

Get up and running

  • We assess which tasks to automate
  • Set up your system on UK servers
  • Train your staff to use it
  • Support while you settle in
Talk to us
Managed

Monthly

Ongoing support

  • Hosting and maintenance
  • Updates and improvements
  • AI running costs
  • Regular check-ins on how it's working
Talk to us
Our approach

What to expect

How we work

  • No per-seat licensing fees
  • Transparent AI running costs
  • Designed for charity budgets
  • No lock-in, your data is always yours
Talk to us
Fountains Abbey corridor, stone columns and vaults stretching into the distance

Why us

'We run a CIC ourselves. We know what admin does to a small team trying to deliver something that matters. We built this because we needed it.'

Undercroft was born out of Spectrum Dynamics CIC. We're not a tech vendor looking in from the outside. We work in this sector, and we built the tool we wished existed.

[email protected]