The verdict in three sentences
For a network of 4 coworking spaces and 900 members in Dubai, a custom booking web app costs, as a 2026 order of magnitude, between USD 25,000 and 42,000 (about AED 92,000 to 154,000), delivered in 14 weeks. It replaces a stack of licences worth roughly USD 1,300 per month and gives you control over invoicing, badges and local card payments in dirhams. With payback around 22 months, the project makes sense from 500 active members or 3 locations.
SaaS licences or your own app: the 3-year math
Most networks start with an international coworking management tool, a separate access-control system and spreadsheet invoicing. The real cost piles up, and foreign payment gateways add currency and cross-border fees.
| Item | Current licences (per month) | Custom app (per month) |
|---|---|---|
| Coworking management software (900 members) | USD 750 | USD 0 |
| Access control and badges | USD 320 | USD 0 (built-in module) |
| Invoicing and reminders tool | USD 130 | USD 0 |
| Foreign card fees (2.9% + FX) | USD 100 | USD 40 (local acquirer, about 1.5%) |
| Hosting, monitoring, maintenance | USD 0 | USD 350 |
| Monthly total | USD 1,300 | USD 390 |
| Total over 36 months (excl. investment) | USD 46,800 | USD 14,040 |
The running-cost gap is about USD 910 per month. Occupancy gains come on top: a real-time multi-site calendar and two-tap mobile booking usually lift meeting-room occupancy by 8 to 12 points.
Detailed budget per module
| Module | Key features | Budget (USD) |
|---|---|---|
| Member area and plans | Plans, hour credits, referrals | 4,500 to 7,000 |
| Room and desk booking | Multi-site calendar, quota rules, SMS reminders | 6,000 to 9,500 |
| Badges and access control | RFID or QR reader integration, hours per plan | 3,500 to 6,500 |
| Monthly invoicing | Compliant invoices (TRN, 5% VAT), credit notes, reminders | 4,000 to 6,500 |
| Local card payments | AED card payments via a local acquirer, saved cards | 2,500 to 4,000 |
| Back office and analytics | Occupancy, revenue per site, churn | 3,000 to 5,500 |
| Design, testing, launch | Mock-ups, QA, team training | 1,500 to 3,000 |
| Total | 25,000 to 42,000 |
Onboarding with a local acquirer requires a merchant agreement and 2 to 4 weeks of technical certification, which should start on day one so it does not block the launch.
14-week schedule
| Phase | Weeks | Deliverable |
|---|---|---|
| Scoping and mock-ups | 1 to 2 | Member journeys, booking rules signed off |
| Core and member area | 3 to 5 | Accounts, plans, credits |
| Booking and badges | 6 to 9 | Calendar, reader integration |
| Invoicing and payments | 10 to 12 | Invoices, payments, certification |
| Migration and acceptance | 13 to 14 | Import of 900 members, site-by-site cutover |
Mini case study
Yasmine, CEO of a network of 4 coworking spaces in Dubai (Business Bay, JLT, Al Quoz and DIFC), pays USD 1,300 a month in licences. She opts for a USD 33,500 app.
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Running-cost savings reach USD 910 per month. Occupancy of the 18 meeting rooms rises from 46% to 55%, about USD 610 of extra monthly revenue. Total gain: USD 1,520 per month. Payback: 33,500 / 1,520, roughly 22 months. Over 36 months, the net gain exceeds USD 21,000.
FAQ
Do local payment gateways accept foreign cards from expat members?
Yes, UAE acquirers accept Visa and Mastercard issued abroad, with settlement in dirhams. Fees typically range from 1.5% to 2.5% depending on the contract negotiated with your bank.
Can we keep our current badge readers?
In most cases yes, if the readers expose an API or a standard protocol (Wiegand, OSDP). Integration then costs USD 3,500 to 4,500 instead of USD 6,500 with a full replacement.
Are generated invoices compliant with UAE VAT rules?
The app includes your TRN, 5% VAT and continuous numbering. It can prepare the export to your accounting software in under 5 minutes per month.
How long does migrating existing members take?
Importing 900 members with their plans and credit balances takes about 3 days, testing included. Cutover happens site by site to limit risk.
Do we need a native mobile app?
A progressive web app covers 90% of uses: booking, QR badge, invoices. A native app adds USD 12,000 to 20,000 and is only justified beyond 2,000 members.
Let's scope your project. Tell us your number of sites, members and current tools: we will scope an app between USD 25,000 and 42,000 with a 14-week schedule. 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.
