The verdict in three sentences
Below 150 active members, an off-the-shelf SaaS (Nexudus, OfficeRnD, Cobot) remains the most rational choice for an Amsterdam coworking operator. Beyond 3 locations and 300 members, the combined bill for licences, connectors and manual workarounds often exceeds €24,000 a year, and a custom booking application at €25,000 to €55,000 excl. VAT pays back in 18 to 30 months. The real criterion is integration: badge access control, room credits and unified billing in a single tool.
What the SaaS stack of a coworking network really costs
The typical operator of a 4-space network (Zuidas, De Pijp, NDSM, Oost) stacks tools: a member management platform, a booking calendar, a payment module, a badge system and often a separate invoicing tool. Each brick is reasonable on its own. The total is much less so.
| Monthly item | Typical tool | Basis | Estimated monthly cost |
|---|---|---|---|
| Member management | Nexudus or OfficeRnD | 380 members x €3 (network tier) | €1,140 |
| External room booking | Calendly Teams or Skedda | 12 seats x €16 | €190 |
| Online payments | Stripe | 1.5% + €0.25 on €18,000 collected | €320 |
| Access control | Kisi or similar cloud system | 4 sites x €45 licence | €180 |
| Invoicing and dunning | accounting SaaS | multi-entity plan | €120 |
| Connectors (Zapier, Make) | automations | 2 Pro accounts | €60 |
| Total | about €2,010 per month |
Over three years, that is more than €72,000, not counting front-desk time spent fixing double bookings and badges that were never deactivated (2026 order of magnitude: 6 to 8 hours a week).
Off-the-shelf SaaS or custom tool: the 2026 comparison
Specialised SaaS platforms usually charge €8 to €15 per member per month all-in (management, booking, member portal). A custom tool flips the structure: an upfront investment, then a fixed running cost.
| Criterion | Off-the-shelf SaaS | Custom application |
|---|---|---|
| Upfront cost | €0 to €2,000 (configuration) | €25,000 to €55,000 excl. VAT |
| Recurring cost | €8 to €15 per member per month | €300 to €700 per month (hosting, maintenance) |
| Time to go live | 2 to 4 weeks | 10 to 16 weeks |
| Badge access control | via third-party integration, sometimes paid | native (reader API, QR code, NFC) |
| Specific business rules | limited to configuration | unlimited (credits shared across sites, corporate rates) |
| Data ownership | CSV export, limited API | your own PostgreSQL database, documented GDPR |
| Break-even | immediate | 18 to 30 months depending on members |
The €25,000 version covers room and desk booking, the member portal, Stripe payments and accounting export. The €55,000 version adds multi-site access control, pooled room credits, corporate accounts with several employees and a mobile PWA.
A sensible MVP scope
A controlled project starts with an 8 to 10 week MVP, then grows in phases. The classic mistake is trying to rebuild all of Nexudus in version one.
| Phase | Features | Indicative budget excl. VAT | Duration |
|---|---|---|---|
| Phase 1: booking | per-room calendar, slots, cancellation, email reminders | €12,000 to €18,000 | 5 weeks |
| Phase 2: members and payments | subscriptions, credits, Stripe, PDF invoices | €8,000 to €14,000 | 4 weeks |
| Phase 3: access control | badge reader API, visitor QR codes, access log | €5,000 to €12,000 | 3 weeks |
| Phase 4: corporate accounts | multi-user, quotas, grouped invoicing | €4,000 to €8,000 | 2 weeks |
| Phase 5: reporting | occupancy rate, revenue per m², exports | €3,000 to €6,000 | 2 weeks |
Access control deserves special attention: automatically deactivating a badge when a membership ends closes a common gap, former members who can still get into the building.
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Mini case study
Julia runs a network of 4 coworking spaces in Amsterdam with 380 members and pays €2,010 a month in licences, or €24,120 a year. She orders a custom application for €42,000 excl. VAT (phases 1 to 4) with €500 a month for maintenance and hosting, i.e. €6,000 a year. The annual licence saving is 24,120 - 6,000 = €18,120. Adding 6 hours of front-desk time saved per week (about €7,500 a year at a €25 loaded hourly cost), the gain reaches €25,600 a year. Break-even lands around 20 months, after which the tool becomes an asset that can be sold along with the network.
FAQ
From how many members does custom become profitable?
The threshold is usually around 250 to 300 members or 3 sites. Below that, a SaaS at €8 to €15 per member stays cheaper than amortising a €25,000 investment.
Can we keep Stripe and only replace the booking tool?
Yes, and it is recommended: Stripe remains the payment engine (1.5% + €0.25 per European transaction) and the custom app drives subscriptions through its API. Members keep their payment methods during the migration.
Which badge readers are compatible?
Most recent systems expose an API (Kisi, Salto KS, Openpath, Paxton Net2). Integration costs €5,000 to €12,000 excl. VAT depending on the number of sites and whether visitor QR codes are needed.
How long does migration from Nexudus take?
Allow 2 to 3 weeks to import members, contracts and booking history, with 15 days of parallel running. The rest of the project takes 10 to 16 weeks.
Do we need a native mobile app?
Rarely. An installable PWA covers 90% of uses (booking, QR badge, invoices) for an extra €3,000 to €6,000, versus €20,000 or more for two native apps.
Let's scope your project. Send us your number of sites, members and current licences: we will price a booking MVP between €25,000 and €55,000 excl. VAT with a 10 to 16 week 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.
