The verdict in three sentences
For a network of 6 coworking spaces in Amsterdam, an off-the-shelf SaaS billed at 3 % of revenue remains the right choice as long as the network brings in less than EUR 700,000 a year. Beyond that, a custom booking platform at EUR 25,000 - 45,000 excl. VAT, with badge access control and monthly member billing, becomes cheaper over 3 years. The real criterion is not just cost: it is control over member data, multi-site pricing and the brand experience.
What a multi-site platform must do
An operator of 6 spaces manages hot desks, private offices, meeting rooms rented by the hour and memberships that give access to one or several sites. The platform must book, bill, open doors and report per site, without double entry.
| Function | Off-the-shelf coworking SaaS | Custom platform |
|---|---|---|
| Room and desk booking | included | included, rules per site |
| Multi-site memberships and hour credits | often limited to standard plans | free pricing grid, transferable credits |
| Badge access control | through paid integrations | direct connection to the lock system |
| Monthly billing and SEPA direct debit | included | included, custom accounting export |
| Branded member app | SaaS branding or paid option | 100 % your brand |
| Member data and reversibility | partial export | full ownership |
| Time to go live | 2 - 4 weeks | 3 - 5 months |
The 3-year maths: where the tipping point is
Specialised SaaS tools bill, as a 2026 order of magnitude, a share of revenue around 3 %, or a fee per active member. A custom platform combines an upfront investment, hosting of about EUR 250 excl. VAT per month and yearly maintenance.
| Annual revenue | SaaS cost over 3 years (3 %) | Custom cost over 3 years | Cheaper option |
|---|---|---|---|
| EUR 300,000 | EUR 27,000 | EUR 53,000 - 66,000 | SaaS |
| EUR 500,000 | EUR 45,000 | EUR 53,000 - 66,000 | SaaS |
| EUR 700,000 | EUR 63,000 | EUR 53,000 - 66,000 | break-even |
| EUR 900,000 | EUR 81,000 | EUR 55,000 - 68,000 | custom |
| EUR 1,200,000 | EUR 108,000 | EUR 58,000 - 72,000 | custom |
| EUR 1,500,000 | EUR 135,000 | EUR 60,000 - 75,000 | custom |
Custom cost assumptions: EUR 35,000 excl. VAT average development, EUR 9,000 hosting over 36 months and EUR 3,000 to 7,000 maintenance per year. That cost barely moves with revenue, while the SaaS grows with every new member. Beyond EUR 700,000 a year, the gap widens quickly in favour of custom.
The development budget items
| Work package | 2026 budget (EUR excl. VAT) | Duration |
|---|---|---|
| Scoping, member journeys, pricing grid | 2,500 - 4,000 | 2 weeks |
| Multi-site booking engine | 7,000 - 12,000 | 4 - 5 weeks |
| Memberships, credits and SEPA billing | 5,000 - 9,000 | 3 - 4 weeks |
| Badge access control connection | 3,500 - 7,000 | 2 - 3 weeks |
| Member app (web and mobile PWA) | 4,000 - 8,000 | 3 weeks |
| Back office and per-site reporting | 3,000 - 5,000 | 2 weeks |
| Total | 25,000 - 45,000 | 3 to 5 months |
Access control is the sensitive point: check upfront that the lock or badge vendor exposes an API. Without one, integration can cost EUR 3,000 to 5,000 more or require new hardware.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Daan, managing director of a network of 6 coworking spaces in Amsterdam, generates EUR 950,000 in annual revenue. His current SaaS costs him 3 %, or EUR 28,500 a year and EUR 85,500 over 3 years. A custom platform at EUR 38,000 excl. VAT, with EUR 9,000 hosting and EUR 5,000 yearly maintenance, comes to EUR 62,000 over the same period. The saving reaches EUR 23,500 over 3 years, then about EUR 23,000 a year afterwards, not counting extra sales from multi-site plans his SaaS could not handle.
FAQ
At what revenue does a custom build become profitable?
With a SaaS at 3 % of revenue, the 3-year break-even sits around EUR 700,000 a year. Below EUR 500,000, the SaaS is usually cheaper.
How long does it take to migrate away from a SaaS?
Allow 3 to 5 months of development, then 2 to 4 weeks to migrate members and memberships. The switch ideally happens at the start of a month to align billing.
Can we keep our current badges?
Yes if the access system offers an API, which most recent solutions do. Otherwise, plan EUR 3,000 to 5,000 of extra integration or a hardware refresh.
Who handles hosting and updates?
A maintenance contract covers hosting, security patches and small changes, as an order of magnitude EUR 3,000 to 7,000 excl. VAT per year. New features are quoted separately.
Does the platform also handle room bookings by non-members?
Yes, with a public booking flow and card payment in under 2 minutes. This channel often accounts for 10 to 20 % of a coworking network's revenue.
Let's scope your project. Tell us your number of sites, revenue and current tools: we will calculate your tipping point, an indicative budget and a migration plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
