The verdict in three sentences
A network of 3 coworking spaces in Miami run on spreadsheets and group chats loses revenue through double-booked rooms, unbilled credits and late company invoices. A custom booking and billing platform costs 45,000 to 95,000 USD and ships in 3 to 4 months, with Stripe payments, automated monthly invoicing, per-product sales tax rules and access control. Off-the-shelf coworking software at 150 to 400 USD a month plus per-member fees is cheaper to start and remains the right choice unless your offers, corporate billing or integrations do not fit its model.
Off-the-shelf software or custom platform: the comparison
| Criterion | Off-the-shelf coworking software | Custom platform |
|---|---|---|
| Upfront cost | 0 to 2,000 USD of setup | 45,000 to 95,000 USD |
| Monthly cost | 150 to 400 USD plus 2 to 5 USD per active member | 600 to 1,200 USD for hosting and maintenance |
| Payments | Stripe or similar, cards and ACH | Stripe, ACH, invoices on net 30, custom flows |
| Corporate billing | Standard monthly invoices | Purchase orders, cost centers, consolidated multi-site invoices |
| Sales tax on ancillary services | Basic configuration | Rules per product type, rate changes handled |
| Brand experience and member app | Vendor template | Fully branded, your own app |
| Data and code ownership | No | Yes, 100% |
Over three years, software at 300 USD a month plus 400 members at 3 USD comes to about 54,000 USD. Custom becomes worthwhile when the network grows, when corporate clients need specific billing, or when the platform itself is a selling point.
Scope and detailed budget
| Module | Content | Indicative budget |
|---|---|---|
| Online booking | Hot desks, private offices, meeting rooms, per-site calendars | 9,000 to 18,000 USD |
| Memberships and plans | Day pass, weekly, monthly, dedicated desk, corporate plans | 6,000 to 12,000 USD |
| Room credits | Included room hours, usage tracking, overage billing | 4,000 to 8,000 USD |
| Payments | Stripe cards, ACH, Apple Pay, failed payment retries | 5,000 to 11,000 USD |
| Corporate invoicing | Monthly invoices, sales tax, reminders, credit notes, QuickBooks export | 8,000 to 16,000 USD |
| Access control | QR code or badge, door integration (Kisi, Brivo), entry history | 6,000 to 15,000 USD |
| Dashboard | Occupancy per site, revenue, active members, top rooms | 7,000 to 15,000 USD |
A launch version (booking, memberships, payments, invoices) starts around 45,000 USD. The full scope with credits, access control and a multi-site dashboard reaches 95,000 USD. Access control hardware is extra, roughly 800 to 1,500 USD per door.
Timeline and points of attention
Allow 3 to 4 months: 2 weeks of scoping your offers and billing rules, 8 to 10 weeks of development, 2 to 3 weeks of pilot on one space. Plan the migration of active members and credit balances from spreadsheets. Card processing fees (about 2.9% + 0.30 USD per transaction) should be built into day-pass pricing, and large corporate accounts pushed to ACH.
Mini case study
Marco, founder of a 3-space coworking network in Miami (Brickell, Wynwood, Coral Gables), rents 9 meeting rooms at an average of 60 USD an hour. Without a tool, about 40 room hours a month go unbilled or get double-booked and comped, which means 2,400 USD lost per month. His 25 corporate clients receive invoices 10 days late on average, delaying about 60,000 USD of monthly cash.
He invests 70,000 USD in the platform plus 900 USD a month of maintenance, while dropping a 350 USD per month software subscription and 1,200 USD of per-member fees. Net monthly gain: 2,400 + 350 + 1,200 - 900 = 3,050 USD, before front-desk time saved. Payback: 70,000 / 3,050 = about 23 months.
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FAQ
How much does a custom coworking platform cost in Miami?
Between 45,000 and 95,000 USD depending on the number of sites and modules. Monthly maintenance runs at 600 to 1,200 USD.
Which payment methods should we support?
Cards, Apple Pay and ACH through Stripe. Card fees are about 2.9% + 0.30 USD, while ACH costs 0.8% capped at 5 USD, which suits corporate accounts.
Do we have to charge sales tax on desk rentals in Florida?
Florida repealed its sales tax on commercial rent effective 1 October 2024, but ancillary items such as printing, food or merchandise can remain taxable at 6% plus the 1% Miami-Dade surtax. The platform applies rules per product type; confirm treatment with your accountant.
Why not just use off-the-shelf coworking software?
At 150 to 400 USD a month plus member fees, it is the right fit for one or two spaces with standard offers. Custom pays off with corporate billing needs, multiple sites and a branded member experience.
How long does it take to launch?
Allow 3 to 4 months, including a 2 to 3 week pilot on one site before rolling out to all three spaces.
Let's scope your project. Describe your spaces, plans and billing rules, and we will quote a platform delivered in 3 to 4 months. 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.
