One of the most important things you can do as a NP/NGO is to represent the many ways you help your community.  You want this to be a combination of highly objective data with stories that illuminate the ways that you support your target clients.  This can be best accomplished through a case management software that helps you to track your services and report out on them.  Before you say that you can’t afford it, there are many reasonable options out there to consider and all of them will provide demos and quotes.