The verdict in three sentences
A network of 6 coworking spaces and 1,400 members that wants to sell corporate accounts with monthly credits quickly hits the limits of off-the-shelf management software, billed at EUR 300 to 900 per month per site. A custom booking platform connects rooms, access badges and consolidated billing, and becomes a sales argument against the large international chains. The Kolonell budget sits in the complex tier of custom applications, 7,000,000 to 15,000,000+ FCFA (EUR 10,670 to 22,870+), with a 12 to 14 week timeline.
The real issue: corporate accounts
Individual members are easy to handle with a standard tool. In Berlin in 2026, the revenue that grows comes from companies: a Series A start-up housing 12 remote staff, a consultancy booking rooms for client workshops, a scale-up giving its sales team access across districts. These clients want one contract, a shared credit wallet, a single monthly invoice with cost centres and a cap per employee.
| Corporate account need | Standard software | Custom platform |
|---|---|---|
| Shared monthly credits | often per member only | wallet per company, cap per employee |
| Access to all 6 sites | paid add-on or missing | rights per site and time slot |
| Consolidated invoice | one invoice per member | one invoice per company, split by cost centre |
| Manager approval | rare | approval above a credit threshold |
| German e-invoicing (XRechnung, ZUGFeRD) | depends on vendor | structured format built in from day one |
| Negotiated rates | single price list | discount per contract, room-specific prices |
| Usage reporting for the client | missing | monthly usage rate per team |
Regulatory point: since 1 January 2025 every German business must be able to receive e-invoices, and issuing them becomes mandatory from 2027 for companies above EUR 800,000 turnover, then for all in 2028. Your corporate clients will ask for structured invoices, so plan for them now.
Rooms, badges and payment: the architecture
The platform combines four building blocks:
- Booking engine: 42 rooms at EUR 25 to 90 per hour excluding VAT, off-peak pricing, minimum duration, cleaning buffer between slots, tablet display outside each room.
- Access control: API integration with connected locks and readers, badge or QR code active only during the booked slot.
- Billing: memberships, credit consumption, overages, SEPA direct debit or card, automatic reminders.
- Corporate client space: employee management, caps, accounting export.
| Option | Indicative cost for 6 sites | Timeline | Limitation |
|---|---|---|---|
| Off-the-shelf coworking software | EUR 300 to 900 per month per site, so EUR 21,600 to 64,800 per year | 1 to 2 months | rigid corporate accounts |
| Standard software plus integration add-ons | EUR 30,000 to 70,000 per year (2026 estimate) | 2 to 3 months | several vendors to manage |
| Kolonell platform, medium tier | 4,000,000 to 7,000,000 FCFA (EUR 6,100 to 10,670) | 10 to 12 weeks | booking and billing, no badges |
| Kolonell platform, complex tier | 7,000,000 to 15,000,000+ FCFA (EUR 10,670 to 22,870+) | 12 to 14 weeks | badges, multi-site and corporate accounts included |
| Kolonell maintenance | 35,000, 75,000 or 120,000 FCFA per month (EUR 53, 114 or 183) | ongoing | level set by the SLA |
Access hardware, hosting and payment provider fees are priced in the quote. Our method is described on the web applications page.
The 12 to 14 week plan
Weeks 1 and 2: scoping of offers, credit rules and billing model. Weeks 3 to 7: booking engine, member space, payments. Weeks 8 to 10: corporate accounts and consolidated invoices. Weeks 11 and 12: badge integration on a pilot site. Weeks 13 and 14: migration of 1,400 members and roll-out to the other 5 sites, by importing contracts and balances with no retyping.
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Lena Hoffmann, founder of a 6-site coworking network in Berlin, pays EUR 600 per month per site for software today, so EUR 43,200 per year.
- The 42 rooms offer about 7,056 hours a month (8 hours × 21 days × 42 rooms). If occupancy rises from 38% to 41% thanks to corporate credits, that is 212 more hours a month at an average EUR 45: EUR 9,540 a month, or EUR 114,480 a year.
- Licences removed: EUR 43,200 a year.
- Estimated annual gain: EUR 157,680.
Taking EUR 22,870 as the indicative upper base of the complex tier, plus 12 months of Premium maintenance at EUR 183, so EUR 2,196, year one costs about EUR 25,066. Payback comes in roughly two months.
FAQ
Can we keep our current smart locks?
In most cases yes, if the manufacturer offers an API. Across 6 sites, integrating an existing system takes 1 to 2 weeks, far cheaper than replacing hardware.
How do we migrate 1,400 members without downtime?
By importing contracts, credit balances and tokenised payment methods site by site. Each site switches over a weekend.
Does the platform handle VAT and e-invoicing?
Yes, 19% VAT on room hire, mandatory invoice fields and XRechnung or ZUGFeRD output. The exact format is chosen during scoping.
Can we open a seventh site later?
Yes, a site is created through configuration: rooms, opening hours, prices, readers. Allow 1 to 3 days of setup.
Let's scope your project. We will define your corporate offers, badge integration and a 12 to 14 week delivery plan with you. 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.
