The verdict in three sentences
A custom booking platform for a coworking network costs EUR 35,000 to 70,000 excl. VAT in 2026, with a 4-month timeline, and the ranges are similar in Amsterdam, Lille or Brussels. With 900 members, off-the-shelf software at EUR 3 to 6 per member per month is still cheaper over three years, but the gap flips around 1,200 members or as soon as your needs (badges, multi-site, hybrid plans) go beyond the standard. The right call depends on your site opening plan, not on the upfront price.
What a coworking network platform must do
A network of 5 spaces handles three flows that must talk to each other: booking meeting rooms and desks, physical access control, and recurring membership billing. Off-the-shelf tools cover the first flow well. Friction appears on the other two: badges from an unsupported manufacturer, room credits shared across sites, corporate plans with re-invoicing per department.
| Module | Off-the-shelf software | Custom | Indicative custom cost 2026 |
|---|---|---|---|
| Room and desk booking (calendar, slots, credits) | Included | Included | EUR 9,000 to 16,000 |
| Member area and mobile app (PWA) | Included, limited branding | Full branding | EUR 6,000 to 12,000 |
| Badge access control (lock APIs, QR, NFC) | Compatible vendors only | Any vendor with an API | EUR 5,000 to 11,000 |
| Stripe recurring billing (subscriptions, proration, VAT) | Included | Included | EUR 6,000 to 12,000 |
| Corporate accounts and per-department invoicing | Partial | Complete | EUR 3,000 to 7,000 |
| Multi-site dashboard (occupancy, revenue per m²) | Standard | Your own KPIs | EUR 3,000 to 7,000 |
| Acceptance testing, go-live, training | Vendor onboarding | Included | EUR 3,000 to 5,000 |
Total: EUR 35,000 excl. VAT for a tight scope, EUR 70,000 for a network that wants its own credit rules, several lock vendors and a full corporate portal.
Custom or off-the-shelf: the three-year math
The tipping point is simple to compute. Software billed at EUR 3 to 6 per member per month, plus payment fees and paid add-ons, compares with the amortized build cost and custom maintenance (about 15% of the build per year, hosting included).
| Assumption (2026 order of magnitude) | 900 members | 1,200 members | 2,000 members |
|---|---|---|---|
| Off-the-shelf at EUR 4.5/member/month, 3 years | EUR 48,600 | EUR 64,800 | EUR 108,000 |
| Paid add-ons (access, accounting), 3 years | EUR 7,200 | EUR 7,200 | EUR 10,800 |
| Total off-the-shelf, 3 years | EUR 55,800 | EUR 72,000 | EUR 118,800 |
| Custom: average build | EUR 52,000 | EUR 52,000 | EUR 58,000 |
| Maintenance and hosting, 3 years (15%/year) | EUR 23,400 | EUR 23,400 | EUR 26,100 |
| Total custom, 3 years | EUR 75,400 | EUR 75,400 | EUR 84,100 |
At 900 members, off-the-shelf wins by almost EUR 20,000. At 1,200 members, both options are neck and neck. At 2,000 members, custom saves about EUR 35,000 over three years and you own an asset that adds value in a fundraise or a sale. Stripe fees (1.5% + EUR 0.25 per European card) apply in both cases.
4-month plan and watch points
| Phase | Duration | Deliverable |
|---|---|---|
| Scoping and workshops with community managers | 2 weeks | Specs, mockups, credit rules |
| Booking and member area | 5 weeks | Multi-site calendar, PWA |
| Stripe billing and corporate accounts | 4 weeks | Subscriptions, proration, VAT invoices |
| Badge and lock integration | 3 weeks | Vendor API, access logs |
| Member migration, testing, launch | 2 weeks | Import, tests on a pilot site |
Three risks come up often: a poorly documented lock vendor API (run a technical test in week 2), migrating existing payment methods (Stripe lets you import without asking for cards again if you already use it), and GDPR on access logs, to be kept 3 months maximum unless justified.
Mini case study
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Thomas runs a network of 5 coworking spaces with 900 members and plans 8 sites by 2028, about 1,500 members. His current software costs EUR 4.5 per member plus EUR 200 per month in add-ons. At 1,500 members: 1,500 × 4.5 × 12 = EUR 81,000 per year, plus EUR 2,400 in add-ons, so EUR 83,400 per year. A custom build at EUR 55,000 excl. VAT, with EUR 8,250 of annual maintenance, pays back in under 9 months at that size. Thomas decides to start the build now, on his flagship pilot site, to be ready before opening the 6th space.
FAQ
How much does a custom coworking booking platform cost in 2026?
Budget EUR 35,000 to 70,000 excl. VAT depending on the number of sites, badge integrations and billing complexity. Maintenance runs at about 15% of the build per year.
From how many members does custom pay off?
The tipping point is around 1,200 members over three years against software at EUR 4.5 per member per month. Below that, off-the-shelf is cheaper unless your needs are very specific.
Can we keep our current badges and locks?
Yes if the manufacturer provides an API or SDK, which covers most recent systems. Plan EUR 5,000 to 11,000 for the integration and a technical test in week 2.
How long does launch take?
About 4 months from scoping to go-live, including 2 weeks of migration and pilot-site testing. A booking-only MVP can ship in 8 weeks.
Does Stripe handle VAT and subscription proration?
Yes, Stripe Billing handles subscriptions, proration and VAT invoices (21% in the Netherlands, 20% in France). Fees stay at 1.5% + EUR 0.25 per European card payment.
Let's scope your project. Send us your number of sites, members and your badge system, and we will price a scope between EUR 35,000 and 70,000 with a 4-month 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.
