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Nexpense

For student associations

Membership software for student associations

Every year a new board takes over, members graduate and events fill up in minutes. Nexpense keeps your register, treasury and calendar in order, however often the committee changes.

Start your free 7-day trialSee how registration works
  • Online sign-up with approval
  • Roles for every committee seat
  • English, French, German
Public membership registration page of a student circle

The problem every student association shares

Student societies run on enthusiasm and short mandates. The board that built the member list in autumn hands over in spring, the treasurer's spreadsheet leaves with them, and the new committee starts from a half-remembered folder. Memberships are renewed every academic year, events sell out within hours, and the people who need to see the books change every twelve months.

Nexpense is designed for that rhythm. The register, the books and the calendar belong to the association, not to a person, and access is a setting you change in a minute. Our membership management software overview explains the full toolset.

Built for Luxembourg's cercles d'étudiants

Luxembourg's student circles are run by students for students: a cercle for a university city, a field of study or a shared background, organising welcome parties, trips, general assemblies and everyday get-togethers. Many belong to ACEL, the umbrella association of Luxembourg's student circles. Whatever your size, you share the same rhythm: a committee elected every year, members spread across universities and countries, and a treasurer who has to show the books at the general assembly.

  • Your three languages. Committee and members choose English, French or German, and the portal, the sign-up form and the emails follow. Nobody translates by hand.
  • A clean yearly handover. Give each committee seat its own access and take it away in one click when the mandate ends. The register, the books and the calendar stay with the cercle.
  • Members everywhere. Members only need a browser: students abroad update their own details, sign up for trips and show their card from their phone.
  • Small budgets. Plans are sized by active members and every feature is included from day one, so a small cercle never pays for what it does not use.
  • Built and hosted in Europe. Nexpense is developed in Luxembourg, with primary processing in the European Economic Area and a data processing agreement for your committee to sign.

Online sign-up that you control

Public membership registration page of a student circle

Switch on your public registration page and share the link on social media, at the freshers' fair or on a poster. New members enter their name and email and answer the questions you choose: faculty, programme, year of study or how they heard about you. You decide whether applications are accepted automatically or reviewed by the committee first.

  • Add an introduction, payment instructions and your membership terms with an optional link to your statutes.
  • Require applicants to accept the terms before they can submit.
  • See pending applications in a banner on the dashboard and the Members page, approve or reject with a reason.
  • Answers appear on the member's profile as registration answers, separate from the attributes you maintain yourself.

Academic years, not calendar years

Financial periods have names and dates of your choosing, so a period can run from September to August and be called 2026/27. Close the old period when the year is over, open the next and keep the history. The member list can show who had joined by the end of a period, which makes handover and annual reports much easier to reproduce.

Events that sell out, handled gracefully

Public event page where guests can register without an account

A party, a career night or a trip has a fixed capacity. Set it once and sign-ups beyond that join a waitlist in order; as soon as someone cancels, the next person is promoted. For events open to friends and partner societies, share a public link so guests who are not members can register with their contact details and receive a confirmation email with a cancel link.

Members who do not need to see everything can follow your events through a calendar subscription in their own app. Read more about what the calendar can do.

A seat for everyone, and nothing more than they need

Team access table with permissions per module for each staff member

Give the president full access, the treasurer write access to accounting, the events officer full control of the calendar and the volunteers on the door only the scanner. When the committee changes, update the roles and the next board inherits a clean system. Nobody has to share a password.

Members can carry a digital membership card on their phone, which is handy for member-only evenings and for proving membership at your own events.

Built for international campuses

Staff and members each choose their own language in their settings: English, French or German. Registration forms, emails and the portal follow, which matters on a campus where nobody shares a mother tongue.

Your first week with Nexpense

  1. Register the society

    Create the association, confirm your email and add your billing details, so the free trial can turn into an invoice when you are ready.

  2. Set up the sign-up page

    Switch on public registration, write a two-line introduction and add only the questions you really need, such as faculty and year of study.

  3. Invite the committee

    Give each seat the right access, so the treasurer sees the books and the events officer sees the calendar.

  4. Share the link

    Post the registration link where students already are, and review the first applications together at your next meeting.

Frequently asked questions

Does the university have to approve the tool?

Nexpense is an independent web service, so your association can sign up on its own. Check with your students' union if it has data-protection requirements, and share our data processing agreement with them.

What does it cost for a small society?

The Starter plan covers up to 50 active members for a fixed yearly price, and includes every feature. Start with the free 7-day trial.

Can members renew each year?

Members stay in the register. Create a new financial period for the new year and record each renewal as a fee payment, and the list shows who is paid.

ACEL (Association des Cercles d'Étudiants Luxembourgeois) is named only to describe the kind of circles Nexpense is designed for. Nexpense is not affiliated with or endorsed by ACEL.

Hand over a system, not a spreadsheet

Set up your society in minutes and make next year's handover the easy part.

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