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Nexpense

For nonprofits and NGOs

Membership software for nonprofits and NGOs

Funders, members and regulators all expect you to know where the money goes and to look after people's data. Nexpense gives volunteer-run organisations a clear register, tidy books and careful communication.

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  • Receipts on every transaction
  • Hosted in the EEA
  • Roles for volunteers
Accounting page with income and expense totals and a table of transactions

Accountability starts with tidy records

Nonprofits are judged on transparency. A grant report asks for income by source; a board member asks how much went into the summer programme; the general assembly wants to approve the annual accounts. When the figures live in a personal spreadsheet and the receipts are in a shoebox, every question takes an evening.

Nexpense keeps members and money in the same system, so the answers are one click away. See the complete list on our features page.

Simple bookkeeping for volunteer treasurers

Accounting page with income and expense totals and a table of transactions

Record income and expenses per financial period, assign each to a category such as grants, donations, membership fees, project costs or insurance, and attach the receipt as a PDF or photo. Drag a file onto the transaction table and a new expense opens with the receipt already attached. Receipts are stored privately and are previewed only for people with access.

  • Starting balance per period, with the closing balance always visible.
  • Filter by period, type, category or free text, and link a transaction to one or several members.
  • Download a PDF summary of income and expenses by category for the period, ready for the annual report or a funder.
  • Mark entries as open or done as payments arrive.

Clear roles for volunteers, board and auditors

Team access table with permissions per module for each staff member

Nonprofits rely on many hands with different responsibilities. Nexpense lets you grant access per module, so each person sees what their role needs and nothing else.

  • Treasurer: write access to accounting and read access to members.
  • Membership secretary: write access to members, no access to accounting.
  • Event coordinator: events-only or full calendar access.
  • Auditor or advisor: read access to members and accounting, nothing editable.
  • Chair: full access, including inviting and removing team members.

When roles change after an election, update the permissions in one place. Nobody has to share a login or pass around an exported spreadsheet.

Members, volunteers and supporters in one register

Not everyone who belongs to your organisation is a paying member. Use the status and custom attributes to distinguish members, volunteers and supporters, and record whatever matters to you: a role, a project, a language or a consent. Members can maintain their own details in the portal, which keeps your register accurate without extra admin.

A public registration page lets new people apply online. You can review each application, add your terms and show payment instructions for the membership fee.

Careful with people's data

Nexpense is built and supported in Luxembourg, and primary processing takes place in the European Economic Area. Each association's data is isolated at the database level, and a data processing agreement is part of sign-up. Staff permissions limit who can see what, passwords are stored hashed and email addresses are verified.

  • Every broadcast email carries an unsubscribe link, and members who opt out are excluded from future sends.
  • Before sending, staff confirm they have a lawful basis, and overriding an unsubscribe requires an explicit, separate confirmation.
  • Delivery bodies are purged after 12 months, while metadata is retained.
  • You can permanently delete your association and all of its data from Settings.

This is a description of the tools, not legal advice. Your organisation remains responsible for its own lawful basis and records.

Events, meetings and volunteers' calendars

Month calendar with committee meetings, trips and parties

Plan assemblies, workshops and fundraisers in shared calendars. Registration with capacity and waitlist is built in, and a public link lets guests sign up without an account. Members can subscribe to a calendar feed in the app they already use.

Frequently asked questions

Is Nexpense a donor management system?

No. It manages members, books and events. You can record donations as income in a category of your choice, but it does not issue tax receipts or run fundraising campaigns.

Can we give an auditor read-only access?

Yes. Create a team account with read access to members and accounting and no permission to change anything.

Where is our data hosted?

Primary processing takes place in the European Economic Area. See the FAQ and our privacy policy for details.

Spend less time on admin, more on your mission

Try Nexpense free for seven days. Invite your treasurer, your coordinator and your board.

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