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Nexpense

For sports clubs

Membership software for sports clubs

From season fees and training sign-ups to tournament waitlists and match-day check-in, Nexpense gives your club one place to run it all, without a spreadsheet in sight.

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  • Season-based fee tracking
  • Waitlists for tournaments
  • Match-day QR check-in
Month calendar with committee meetings, trips and parties

What running a sports club really involves

A sports club is part community, part small business. Players join and leave with the seasons, fees fall due at the start of the year, coaches need to know who is coming on Tuesday, and the treasurer needs to know who still owes. All of that usually lives in three or four different places, maintained by different volunteers.

Nexpense brings those places together. The person who adds a new player, the treasurer who books their fee, the coach who plans training and the volunteer on the gate all work from the same, current information, each with only the access they need. For the full picture, read our membership management software overview.

Season fees that track themselves

Member register with search, filters and paid or unpaid membership fee badges

Create a financial period for each season, mark one income category as your membership fee and book payments against the member. The member list then shows who is paid for the season and who is not, with a progress bar and a one-click filter for open fees. The treasurer sees the whole picture; everyone else just sees the result.

  • One financial period per season, with a starting balance and the option to close it when the year is done.
  • Categories for fees, sponsorship, grants and event income, and for pitch rental, equipment, insurance and coaching on the expense side.
  • Receipts attached to the transaction as a PDF or photo, so nobody hunts for the invoice at year end.
  • A PDF summary of the period for the annual general meeting.

Read more in our guide to tracking membership fees.

Squads, shirt sizes and anything else you need to know

Every club has data that no standard form anticipates: which squad someone plays in, their shirt size, whether they have a coaching licence. With custom member attributes you define those fields once, choose their type (text, number, choice, checkbox, date or file) and they appear on every profile. Mark an attribute as “also ask on registration” and new members answer it when they apply.

Members who do not use email, such as younger players, can be recorded without an address. They appear in the register and in the fee list like everyone else, and you reach their families however you do today.

Training, matches and tournaments with real sign-up

Event with 16 of 16 places taken, a waitlist of 3 and a public share link

Give each squad its own coloured calendar, or keep one for training and one for matches. When an event needs a head count, switch on registration, set the capacity and add questions such as shirt size or dietary needs. Members sign up in their portal; once the event is full, further sign-ups join a waitlist, and when someone cancels the next person moves up automatically.

Open your tournament to guests

A public share link lets people who are not members register too, with their contact details, and they receive a confirmation email with a way to cancel. They show up in your participant list with an External badge, under the same capacity rules as members.

Every calendar also has a subscription link, so players and parents can follow your fixtures in the calendar app they already use.

Match-day check-in

Scan result on a phone showing an active member whose fee is paid

Members show the QR code from their portal or their Apple Wallet pass, and a volunteer on the gate scans it with their phone. Within a second the screen shows whether the person is an active member and whether their fee is paid for the current season. No list, no queue and no accounting access needed. See QR code check-in.

Reach the right people, not everyone

Send an email to all active members, to a hand-picked group, or to everyone registered for next weekend's tournament. First names are filled in for you, each message includes an unsubscribe link and you keep a history of what went out. Your plan includes a monthly allowance of broadcast emails, from 300 on Starter to 5,000 on Pro.

Frequently asked questions

How big a club can use Nexpense?

Plans cover up to 500 active members. Inactive members do not count towards the limit, which suits clubs whose rosters change every season.

Can parents register their children?

Your public registration page collects the details you configure, including questions of your own. Members without an email address can be added by staff directly.

Do we need to buy extra modules?

No. Members, accounting, calendar, email, the member portal and digital cards are included in every plan.

Get your club ready for the new season

Set up your club, add your players and have your first fees tracked before the next training session.

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