The verdict in three sentences
For an operator of 5 spaces and 900 desks, a custom booking platform costs EUR 40,000 to 75,000 excluding VAT in 2026, versus EUR 400 to 1,500 per month for off-the-shelf software that often adds a 2% commission on payments. Break-even sits between 30 and 40 months, sooner if your meeting room revenue exceeds EUR 600,000 a year. The real gain is less about licence savings than about features specific to your offer: dynamic pricing, credits shared across sites, unified badge access.
Off-the-shelf software or custom platform: the numbers
Packaged coworking solutions work well at the start. Beyond 3 sites, the limits show: a single membership model, paid badge integrations, a generic white-label mobile app and a commission taken on every transaction.
| Criterion | Off-the-shelf software | Custom platform |
|---|---|---|
| Upfront cost | EUR 0 to 3,000 setup | EUR 40,000 to 75,000 |
| Recurring cost | EUR 400 to 1,500/month + 2% of payments | EUR 600 to 1,200/month (hosting, maintenance) |
| Credits shared across 5 sites | Often impossible or an add-on | Native, any rules |
| Badge and smart lock integration | Limited connectors, EUR 50 to 150/month | Direct API to your hardware |
| Mobile app under your brand | Generic white label | iOS and Android in your identity |
| Member data ownership | With the vendor | With you, full export |
| Specific features | Vendor roadmap | Your roadmap |
Estimate: a network collecting EUR 900,000 a year through the platform pays EUR 18,000 in commission at 2%, plus roughly EUR 12,000 in subscription. That is EUR 30,000 a year in software cost, before optional modules.
What the EUR 40,000 to 75,000 budget covers
Scope drives price. A solid core covers booking, billing and members; advanced modules raise the bill.
| Module | 2026 range (excl. VAT) | Indicative timeline |
|---|---|---|
| Room and desk booking, real-time calendar | EUR 9,000 to 15,000 | 4 to 6 weeks |
| Member area, plans, multi-site credits | EUR 7,000 to 12,000 | 3 to 5 weeks |
| Recurring billing, SEPA direct debit, Stripe | EUR 6,000 to 11,000 | 3 to 4 weeks |
| Badge and smart lock integration | EUR 5,000 to 10,000 | 2 to 4 weeks |
| iOS and Android mobile app | EUR 8,000 to 18,000 | 5 to 8 weeks |
| Back office, occupancy analytics | EUR 4,000 to 7,000 | 2 to 3 weeks |
| Data migration and go-live | EUR 1,000 to 2,000 | 1 week |
A EUR 40,000 project delivers the web core and a simple mobile app in 4 months. At EUR 75,000 you get occupancy-based dynamic pricing, a corporate portal for clients renting 20 desks and a link to your accounting software. Allow 4 to 6 months in total.
Break-even calculation
The formula is simple: build cost divided by net monthly savings. Net savings are the software fees avoided minus hosting and maintenance of your platform.
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| Scenario | Investment | Net monthly savings | Break-even |
|---|---|---|---|
| Small scope, EUR 600,000/year collected | EUR 40,000 | EUR 1,100 | 36 months |
| Medium scope, EUR 900,000/year | EUR 55,000 | EUR 1,700 | 32 months |
| Large scope, EUR 1,200,000/year | EUR 75,000 | EUR 2,100 | 36 months |
| Large scope + 5% occupancy uplift | EUR 75,000 | EUR 3,900 | 19 months |
| Network of only 2 sites | EUR 40,000 | EUR 350 | over 100 months |
The last row shows the limit: below 3 sites, off-the-shelf software remains the rational choice.
Mini case study
Lena, head of operations for a network of 5 coworking spaces in Berlin (Kreuzberg, Mitte, Friedrichshain, Prenzlauer Berg, Neukölln), collects EUR 950,000 a year through her current platform. She pays EUR 19,000 in commission and EUR 14,400 in subscription, EUR 33,400 a year. After a custom build at EUR 58,000, recurring costs drop to EUR 11,000 a year. Savings: EUR 22,400 a year, EUR 1,870 a month, for a 31-month break-even. If cross-site credits lift meeting room occupancy from 58% to 64%, she gains about EUR 2,000 in extra monthly revenue and falls below 16 months.
FAQ
How long does launch take? Allow 4 to 6 months from scoping workshop to go-live. A first web version can open to members by month 3, with the mobile app following 6 to 8 weeks later.
Can we keep our current badges and locks? In most cases yes, if the manufacturer exposes an API or SDK. Integration costs EUR 5,000 to 10,000 depending on the number of doors and readers.
Who hosts the platform, and where? GDPR-compliant hosting in Europe costs EUR 150 to 400 per month for 900 desks. You own the code and the data.
Which payment fees remain? Stripe charges about 1.5% + EUR 0.25 per European card and SEPA direct debit around EUR 0.35 per transaction. That is well below 2% on all revenue.
Is maintenance included? The warranty covers 3 months. After that, an evolutive maintenance contract costs EUR 400 to 800 per month depending on the volume of changes.
Let's scope your project. Send us your number of sites, desks and annual booking volume: we will price the scope, an indicative budget between EUR 40,000 and 75,000 and a 4 to 6 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.
