Club management software for small volunteer clubs

Most clubs run on a mix of Excel files, paper folders and WhatsApp groups. Veräinsbuch is club management software made for small volunteer clubs, societies and associations: tasks, meeting minutes, calendar, polls, inventory and, in the Pro plan, the cash book in one simple app.

Try free for 14 daysNo credit card needed · ready in 2 minutes

Why Excel, paper and WhatsApp stop working

Spreadsheets live on one person’s computer and exist in several versions. Paper folders can’t be searched and get lost when the committee changes. WhatsApp groups are great for quick messages, but tasks, decisions and dates disappear between photos and jokes. The result: the same few people carry the club, and every handover starts from scratch.

What to look for when choosing club software

Simple enough for volunteers who aren’t keen on technology.
Works on phones, without a complicated installation.
Clear pricing, ideally per club and not per member.
Data protection: where is the data stored and who can see it?
Languages that match your members.
A free trial, so the committee can test it on a real project.
Monthly cancellation and a way to download your data.

What Veräinsbuch covers

Tasks with due dates and reminders by push, e-mail or WhatsApp.
Meeting minutes with agenda, attendance, decisions and tasks, shared as PDF.
A club calendar with invitations and calendar subscription.
Polls for dates, ideas and decisions.
Inventory with photos, stock, location and lending.
Committee members, helpers and external contacts.
Pro plan: cash book, expense claims with receipt scan, bank statement import, cash counting and payment receipts.

Built for how volunteers actually work

Veräinsbuch runs in the browser and can be added to the home screen like an app on iPhone, Android or PC, with nothing to install. It works offline and sends entries later. Every member chooses their own language: English, French, German, Luxembourgish or Dutch. Your club gets its own logo, colour and address (yourclub.veraeinsbuch.app), and each club has a separate database on EU servers, with no ads and no selling of data.

What Veräinsbuch doesn’t do

To help you decide honestly: Veräinsbuch does not collect membership fees, is not double-entry or tax accounting software, and has no website builder, newsletter tool, chat, ticketing, online shop or donation receipts. It doesn’t connect to other software. It focuses on organising the committee and the club’s daily work.

What it costs and how to start

Pricing is per club, regardless of the number of members: Basis €9.95 per month with 500 MB storage, Pro €14.95 per month including cash and 1 GB storage. Extra storage of 5 GB costs €1.95 per month. Payment by card or SEPA direct debit, cancel monthly. The 14-day free trial includes all features, needs no credit card and is ready in about two minutes with your club’s name and address.

Simple pricing

Per club, no matter how many members. Cancel any month.

Basis · 9,95 € / month

Tasks & reminders
Meeting minutes
Events & polls
Inventory
Members, helpers & contacts
Push, offline, 5 languages
500 MB storage included

Pro · 14,95 € / month

Everything in Basis
Cash & expenses with receipt scan
Cash book & balance per event
Bank statement import
Cash count & payment proofs
1 GB storage included

Everything is unlocked during the 14-day trial. Then choose Basis or Pro – or simply stop. More storage if needed: +5 GB for €1.95 a month.

Frequently asked questions

What is the best club management software for a small club?

It depends on what your club needs. If you mainly want to organise tasks, meetings, dates and volunteers, plus a simple cash book, choose a tool that is easy for volunteers and priced per club, like Veräinsbuch.

Is there free club management software?

Veräinsbuch is not free forever, but you can try every feature for 14 days without a credit card. After that it costs €9.95 or €14.95 per month per club.

Can Veräinsbuch replace Excel and WhatsApp?

It replaces spreadsheets for tasks, minutes, inventory and the cash book, and keeps dates and decisions out of the chat. It is not a chat app, so many clubs keep a group for quick messages.

Do we need to install anything?

No. Veräinsbuch runs in the browser and can be added to the home screen on iPhone, Android or PC.

Does it cost more if we have many members?

No. The price is per club, regardless of how many members, helpers or contacts you have.

What happens to our data if we cancel?

You keep read-only access for 30 days to view and download everything. Then the account goes offline, but the data is only deleted on request.

How long does it take to set up club management software?

With Veräinsbuch, the trial account is ready in about two minutes: enter your club’s name and address and a guided setup takes you through the first steps. Then invite the committee and add your first tasks and dates.