Community, government and NGO
Membership and accounts software for clubs and associations
Keep the member list, yearly subscriptions, meeting records and club accounts in one place, so the next committee starts with facts and not guesses.
A club runs on volunteers and enthusiasm, and both fade when the paperwork gets heavy. The member list sits in one phone, subscriptions are chased in a group chat, and the treasurer reconstructs the accounts before every annual meeting. WebsNP builds club and association software that gives your committee a proper membership register, subscription billing, event and meeting records and a clear set of accounts.
The same system suits a youth club, a service club of the Rotary or Lions type, a professional association, a sports club, a traders' association or an alumni group. Each has members, dues, committees and events, but each also has its own categories, terms and traditions. We configure the categories, fee rules and reports around your own constitution, so the software follows your club and does not force a template.
If your membership is large and run as a business, such as a gym, see our membership management software. For a club that raises funds for causes, our donation software pairs well with this. Message WebsNP on WhatsApp at +977 9846280400 for a demo.
Who Club and Association Software is for
Youth and community clubs
Clubs with a changing committee that need a stable record of members, activities and small funds.
Service clubs and Rotary-type bodies
Clubs with membership classes, weekly or monthly meetings, project funds and international or district contributions.
Professional and trade associations
Associations of doctors, engineers, traders, teachers or transporters with annual dues and a registered member list.
Sports and cultural clubs
Teams, cultural groups and academies that collect fees, run events and manage equipment.
Alumni and community associations
Groups that stay in touch with members across cities and abroad and raise money for shared causes.
Problems it solves
| The problem today | How the software fixes it |
|---|---|
| The member list is scattered across phones, registers and old files | One register holds every member with category, join date, contact details and status, and can be exported at any time. |
| Subscriptions are chased by hand and many members slip through | Dues are generated each year or month, unpaid members appear on a list and reminders can go out by SMS or WhatsApp. |
| Nobody can say who attended which meeting or event | Meetings and events keep attendance and minutes, and the record links attendance to member profiles. |
| The treasurer's accounts are in a private notebook | Income, expenses and funds are recorded in a shared ledger with receipts and vouchers, readable by the committee. |
| The new committee inherits confusion | Committee terms, roles and logins are managed in the system, so a handover is changing a role and not collecting files. |
| Project money and general money get mixed | Each project or fund has its own balance and statement, with transfers recorded and explained. |
Features and modules
Member register
Profiles with category, join date, photo, contacts, status and notes, searchable in seconds.
Membership categories
Life, ordinary, student, honorary or any class your constitution defines, each with its own fee rule.
Subscription billing
Yearly, quarterly or monthly dues generated for all members, with part payments and advance payments.
Receipts and payments
Numbered receipts for cash, bank and wallet payments, and vouchers for club expenses.
Reminders by SMS and WhatsApp
Due-date and meeting reminders sent from the system through the gateway you choose.
Meetings and minutes
Dates in Bikram Sambat, agenda, attendance, decisions and follow-up actions stored in one place.
Events and programmes
Budget, registrations, ticket or participation fees and expenses for each event, with a closing report.
Accounts and funds
Cash book, bank book, ledgers and separate funds for projects, welfare and general use.
Committee and roles
Office bearers, terms of office and permissions for president, secretary and treasurer.
Notices and communication
Group notices to all members or a category, with a record of what was sent and when.
Club assets and inventory
Equipment, trophies, furniture and borrowed items with who holds them.
Reports and exports
Member lists, arrears, income and expenditure and annual meeting reports in Excel or PDF.
Built for how Nepal works
Your constitution rules the system
Membership classes, fees, quorum and elections are set by your own constitution and the registering authority. We configure categories and reports around them and you confirm anything legal with the relevant office.
Bikram Sambat calendar and fiscal year
Meetings, anniversaries and the fiscal year starting in Shrawan are handled in BS, with the English date kept beside it when needed.
Members at home and abroad
Many Nepali associations have members in Kathmandu, other districts and overseas. The register and notices work for all of them, and payment methods can be recorded for each.
WhatsApp and SMS are how members actually talk
Reminders and notices can be sent where your members will read them, from the same screen that tracks who has paid.
How we get you started
- Tell us about your club Share the member count, categories, how dues work and what the annual meeting needs from the treasurer.
- See a demo built for you We set up your categories and a few sample members, so you see your own club in the system.
- Receive a written quote Price depends on the modules, members and data entry. You get the quote after the demo, never as a guess.
- Load your members and balances We import your member list from a spreadsheet and help enter opening balances and dues.
- Train the committee and go live Secretary and treasurer are trained, the first subscription cycle runs and support continues on WhatsApp.
Get a demo and quote for Club and Association Software
Tell us about your business and we will reply the same working day with a demo and a clear quote. No obligation.
Chat on WhatsAppOr call / WhatsApp +977 9846280400
Guides: Club and Association Software
How to Choose Club and Association Software in Nepal
Club software should fit volunteers, a changing committee and a modest budget. Here is how to compare options and what to ask a vendor.
Read guide ›How to Collect Club Membership Subscriptions on Time
Chasing friends for money is awkward. A simple, repeatable subscription routine takes the personal tension out of collecting dues.
Read guide ›Club Records in Nepal: Constitution, Registration and Audit
Clubs in Nepal answer to their members and to the office where they are registered. Here is how to keep the records both will ask for.
Read guide ›Excel vs Software for Club Membership: What Changes?
Most clubs start with Excel and a chat group. Here is when that stops working and what dedicated software adds for the effort and cost.
Read guide ›Club Annual General Meeting Checklist for Nepal
The AGM is where trust is won or lost. Use this checklist to prepare notice, accounts, reports and minutes so the meeting runs calmly.
Read guide ›Frequently asked questions
Can we have different fees for different member categories?
Yes. Each category, such as life, ordinary or student, has its own fee rule, and the system generates the right dues for each member. Lifetime membership is recorded as a one-time payment with no yearly dues, if that is how your constitution works.
Can members pay by mobile wallet or bank transfer?
The software records any payment mode your club accepts, with a reference number to match the statement. It does not claim a direct integration with any wallet unless we agree and configure one with you.
Can we send reminders to members abroad?
Yes, by WhatsApp or email, since an SMS gateway in Nepal may not reach foreign numbers. Message costs are charged by the service you use. You choose whom to remind and when.
We are a small youth club. Is this too heavy for us?
We switch on only what you need, which may be just the register, receipts and a simple cash book. You can add events, funds and meetings later as the club grows.
Can the treasurer be prevented from changing old entries?
Yes. Receipts are cancelled and not deleted, every change is logged with the user and time, and permissions limit who can edit. This protects the treasurer as well as the club.
Can we run the annual election or voting in it?
The system keeps the voter list, the committee terms and the minutes. Conducting the vote itself follows your constitution and is normally done in the meeting. We can discuss whether a custom voting step is useful for you.
What happens to our data if the committee changes?
It stays in the system. The new treasurer or secretary receives a login with suitable permissions and sees the full history, while outgoing officers can have access removed.
How much does it cost?
It depends on the number of members, the modules and the data entry needed. We give a written quote after a demo so you can compare it with your budget.