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Nexpense

For Clubs des Jeunes and youth clubs

Club management software for youth clubs

Parties, bonfires, concerts and a stand at the village fair: a Club des Jeunes lives from its events. Nexpense keeps the member list, the sign-ups and the cash in order, so the committee can spend its time on the next night out instead of the next spreadsheet.

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  • Events with sign-up and waitlists
  • Books everyone can understand
  • Handover between committees
Month calendar with committee meetings, trips and parties

What running a youth club really involves

A youth club is run by young volunteers for the young people of a village or commune. The programme is full of one-off highlights, from the summer party to the winter concert, and between them the committee keeps the group together. People finish school, move away to study or start a job, and every few years a new generation takes the keys to the clubhouse.

That rhythm is hard on a spreadsheet and a group chat. Who is a member this year? Who paid? How much did the last party really earn, and where is the receipt for the sound system? Nexpense gives the club one shared place for those answers, owned by the club and not by whoever happened to set it up. The membership management software overview lists everything that is included.

A member list that is always up to date

Public membership registration page of a student circle

Switch on your public registration page and share the link on social media, on a poster at the clubhouse or at your next event. New members enter their details and answer the questions you choose, and you decide whether applications are accepted straight away or approved by the committee first.

  • Add your own fields, such as date of birth, village or whether someone helps with set-up, and decide which of them are asked on the sign-up form.
  • Record members who do not use email without an address. They appear in the register and the fee list like everyone else.
  • Mark who has paid their yearly contribution and filter the list in one click before a general assembly.
  • Keep former members in the register as inactive, so history is not lost and they do not count towards your plan.

Events with real sign-up, for members and guests

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

Put every date in one shared calendar, with a colour for parties, trips, meetings and work days. When an event has limited places, switch on registration, set the capacity and add the questions you need, such as menu choice or whether someone needs a lift. Once the event is full, further sign-ups join a waitlist and the next person moves up automatically when someone cancels.

Open the doors to friends and guests

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

Every calendar also has a subscription link, so members can follow your dates in the calendar app on their phone.

A treasury the whole committee can read

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

Create a financial period for each year, with a starting balance, and book every transaction under a category such as membership fees, ticket sales, bar income, sponsoring and grants, or sound and lighting, rent, insurance and supplies. Attach the receipt as a PDF or photo to the transaction, so nobody hunts for an invoice months later.

  • Record the result of each event by booking its income and costs in the same category, so you can see afterwards what a party really earned.
  • Give the treasurer write access while the rest of the committee can follow the figures.
  • Download a PDF summary of the period for your general assembly, your commune or a sponsor who asks where the money went.

Nexpense is a bookkeeping tool, not a till: it does not manage bar stock or process payments at the counter. You record the takings afterwards, which is exactly what your accounts need. Read more in our guide to tracking membership fees.

A key for every role, and a clean handover

Team access table with permissions per module for each staff member

Give the president full access, the treasurer write access to the accounts, the events officer control of the calendar and the volunteers on the door only the scanner. When the committee changes, update the roles in a minute. The register, the books and the calendar stay with the club, and nobody has to share a password or hand over a laptop.

Member nights and a quick check at the door

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

Members can show a digital membership card from their portal or add it to Apple Wallet. For a member-only night, a volunteer scans the QR code with their phone and sees at once whether the person is an active member and whether their contribution is paid. See QR code check-in.

Tell everyone the same thing at the same time

Send an email to all active members, to a hand-picked group or to everyone registered for Saturday's event: the call for helpers, the new opening hours or the reminder to bring a friend. First names are filled in for you, every message carries an unsubscribe link and you keep a history of what went out. Staff and members choose their own language, English, French or German, and the portal and emails follow.

Your first week with Nexpense

  1. Register the club

    Sign up your club, confirm your email address and enter the billing details now, so the free trial can become an invoice only when you decide.

  2. Add your members

    Enter the current members and switch on the sign-up page for new ones, with only the questions you really need.

  3. Plan the next event

    Create it in the calendar, set the capacity and share the link in your group chat and on social media.

  4. Invite the committee

    Give the treasurer, the events officer and the door team the access they need and nothing more.

Frequently asked questions

Is Nexpense made for Clubs des Jeunes?

It is built in Luxembourg for volunteer-run associations, and a youth club has exactly the needs it covers: a member list, events with sign-up, simple books and a committee that changes. Every feature is included in every plan.

What does it cost for a small club?

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, no credit card needed.

Can we sell tickets or take payments at the bar?

Not through Nexpense. You record income from tickets and the bar as transactions, and the member list shows who has paid their fee. There is no till or stock management.

Can members without an email address be added?

Yes. Staff can record a member without an email address, and they appear in the register and the fee list like everyone else.

Spend your evenings on the party, not the paperwork

Set up your club in minutes and have the next event, the member list and the books in one place.

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