The verdict in three sentences
For a network of 5 coworking spaces and 900 members in Berlin, a booking SaaS remains the right choice as long as your plans are standard and you stay under 3 locations. Beyond that, the add-ons (access control, billing, payment commissions) push annual cost to EUR 10,000 to 14,000, while a custom application at EUR 22,000 to 40,000 plus EUR 250 a month of maintenance pays back in 3 to 4 years. Custom pays back faster if you sell hybrid plans (hour credits, multi-site access, corporate accounts) that SaaS tools handle poorly.
What a coworking SaaS really costs in 2026
Specialised SaaS tools list public prices of EUR 3 to 6 per member per month. For a 900-member network, vendors offer negotiated volume plans, around EUR 4,000 to 6,500 a year for the core booking module. The real cost appears once you add the components a multi-site network needs.
| SaaS item | Annual cost 2026 (EUR excl. VAT) | Comment |
|---|---|---|
| Core booking (negotiated network plan) | 4,000 to 6,500 | Rooms, desks, member calendar |
| Access control module | 1,800 to 3,000 | Lock and badge integration, often per site |
| Advanced billing module | 1,200 to 2,400 | Hour credits, corporate invoices |
| Platform commission on payments | 1 % of revenue collected, i.e. 2,000 to 2,500 | On top of payment processor fees |
| Extra location beyond plan | 600 to 1,200 per site | Depending on vendor |
| Total for a 5-site network | 10,000 to 14,000 | 2026 order of magnitude |
There is also a hidden cost: manual reconciliation when the SaaS billing does not match your plans. In the networks we work with, it often takes 4 to 6 hours a week for the person in charge of administration.
Custom build: scope and budget
A custom booking application covers the SaaS functions, but on your rules: priority for resident members, quotas per company, off-peak pricing, 24/7 access reserved for certain plans.
| Component | Scope | 2026 budget (EUR excl. VAT) |
|---|---|---|
| Room and desk booking | Real-time calendar, rules per plan, mobile web app | 7,000 to 12,000 |
| Badge access control | Smart lock API, rights by time slot and location | 4,000 to 8,000 |
| Automatic billing | Subscriptions, hour credits, corporate invoices, reminders | 5,000 to 9,000 |
| Online payment | Card, SEPA direct debit, 3D Secure | 2,500 to 4,500 |
| Back office and statistics | Occupancy per room, revenue per site, churn | 2,500 to 4,500 |
| Testing and member migration | Import of 900 accounts, tests, staff training | 1,000 to 2,000 |
| Total | Delivery in 12 to 16 weeks | 22,000 to 40,000 |
On a recurring basis, allow EUR 250 a month for maintenance (updates, security, small changes) and EUR 60 to 100 a month for hosting. Payment processor fees remain, but the 1 % platform commission disappears.
The 5-year break-even point
| Year | Cumulative SaaS cost (EUR 12,200/yr) | Cumulative custom cost (EUR 31,000 + 3,900/yr) |
|---|---|---|
| Year 1 | EUR 12,200 | EUR 34,900 |
| Year 2 | EUR 24,400 | EUR 38,800 |
| Year 3 | EUR 36,600 | EUR 42,700 |
| Year 4 | EUR 48,800 | EUR 46,600 |
| Year 5 | EUR 61,000 | EUR 50,500 |
On software cost alone, the lines cross during year four. Once you factor in the admin time saved, break-even comes much earlier.
Mini case study
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Lukas, founder of a network of 5 coworking spaces in Berlin, pays EUR 12,200 a year for SaaS and add-ons. His office manager spends 6 hours a week reconciling hour credits and corporate invoices, i.e. 276 hours over 46 weeks, valued at EUR 30 loaded cost: EUR 8,280 a year. With a EUR 31,000 application and EUR 3,900 of recurring costs, annual savings reach 12,200 + 8,280 − 3,900 = EUR 16,580, a payback in under 2 years instead of 3.7 years counting licences only.
FAQ
From how many members does custom make sense?
Below 300 members and 2 locations, a SaaS is almost always cheaper. Above 600 members or 3 locations with hybrid plans, custom usually pays back in 2 to 4 years.
Can we keep our current locks and badges?
In most cases, yes, if the manufacturer provides an API. Integration costs EUR 4,000 to 8,000; replacing locks is only needed for closed systems.
How long to migrate without interrupting bookings?
Migration happens over a weekend after 2 weeks of parallel running. The 900 member accounts and their future bookings are imported automatically.
Who owns the application?
You do, code and data included. It is a valuable asset if you open new locations or sell the network.
What does the EUR 250 monthly maintenance include?
Security updates, monitoring, backups and about 2 hours of small changes a month. Major new features are quoted separately.
Let's scope your project. We compare your current SaaS cost with a custom build, with scope, a budget between EUR 22,000 and 40,000 and a 12 to 16 week timeline. 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.
