The verdict in three sentences
For a coworking operator with several sites and more than 150 members, a booking app with built-in payments and QR code access control lifts meeting room occupancy from 40 % to 55 to 75 %, which pays for the tool within months. Off-the-shelf SaaS (EUR 150 to 400 a month) works for a start, but often handles local payment methods, local invoicing rules and custom plans poorly. A custom app at EUR 9,000 to 17,000 (6,000,000 to 11,000,000 FCFA), delivered in 10 weeks, becomes the better choice once you invoice companies and open a third site.
SaaS or custom: the 2026 comparison
| Criterion | WhatsApp + spreadsheet | International SaaS | Custom app |
|---|---|---|---|
| Upfront cost | EUR 0 | EUR 0 to 1,000 (setup) | EUR 9,000 to 17,000 |
| Monthly cost | Staff time (about a half-time role) | EUR 150 to 400 | EUR 150 to 380 (hosting, maintenance) |
| Local mobile payments | Manual, hand reconciliation | Rarely native, mostly cards | Native, automatic confirmation |
| Recurring invoicing | Word invoices | Yes, sometimes rigid formats | Native, compliant invoices |
| QR code access control | No | Depends on plan, hardware imposed | Yes, standard readers |
| Multi-site | Several WhatsApp groups | Yes | Yes, consolidated dashboard |
| Time to set up | Immediate | 2 to 4 weeks | 10 weeks |
Over three years, SaaS costs EUR 5,400 to 14,400 in subscriptions without ever belonging to you. The gap with custom shrinks sharply, and only custom adapts to your local offers (day passes, student passes, business address services).
Modules and their share of the budget
| Module | Share of budget (2026 order of magnitude) | What it brings |
|---|---|---|
| Room and desk booking (real-time calendar) | 20 % | No more double bookings, 30-min slots |
| Memberships and recurring billing | 20 % | Automatic reminders, unpaid dues halved |
| Mobile payments and cards | 15 % | Instant collection, automatic reconciliation |
| QR code access control | 15 % | Access by membership, entry history |
| Mobile member area (PWA) | 15 % | Book, pay, invite a guest from the phone |
| Multi-site dashboard | 10 % | Occupancy rate, revenue per site |
| Back office and roles | 5 % | Front desk, manager, accountant |
QR readers for doors or turnstiles cost EUR 230 to 610 (150,000 to 400,000 FCFA) per access point, hardware and installation included. Start with the main entrance of each site.
The 10-week plan
Weeks 1 and 2: workshops with the front desk team, list of offers, mock-ups. Weeks 3 to 7: development of booking, memberships and payments. Week 8: access control and dashboard. Week 9: testing with 20 volunteer members. Week 10: migration of all 180 members and launch, with one free month for those who activate their account in the first week.
Mini case study
Ana, founder of a coworking business in Lisbon (3 sites, 180 members, 6 meeting rooms), runs everything on WhatsApp. Her rooms, rented at 10,000 FCFA (about EUR 15) an hour, sit at 40 % occupancy.
- Capacity: 6 rooms × 10 h × 22 days = 1,320 hours a month.
- Goal: move from 40 % to 60 % occupancy, i.e. 264 extra hours sold, 2,640,000 FCFA (about EUR 4,000) a month.
- Current unpaid memberships: about 12 % of 7,200,000 FCFA monthly, i.e. 864,000 FCFA, brought down to 5 % by automatic reminders: 504,000 FCFA (about EUR 770) recovered.
- Investment: custom app at 8,500,000 FCFA + 3 QR readers at 250,000 FCFA = 9,250,000 FCFA (about EUR 14,100), maintenance 150,000 FCFA (about EUR 230) a month.
- Payback: 9,250,000 / (2,640,000 + 504,000 - 150,000) ≈ 3 months.
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FAQ
How much does a coworking booking app cost in 2026?
Budget EUR 9,000 to 17,000 (6,000,000 to 11,000,000 FCFA) for a custom app with payments and QR access. Off-the-shelf SaaS costs EUR 150 to 400 a month.
Can members pay by mobile wallet?
Yes, through a payment aggregator, with fees of 1.5 to 3 % per transaction. Confirmation is automatic and the invoice goes out immediately.
How long until launch?
About 10 weeks, member testing included. A SaaS can be running in 2 to 4 weeks but without the same payment and offer flexibility.
Do we need an app in the stores?
Not at first: a PWA installed from the browser is enough and avoids EUR 2,300 to 4,600 of native development. Members keep it on their home screen.
What occupancy rate should we aim for?
Between 55 and 75 % for meeting rooms is a realistic 2026 target. Above 80 %, it pays to open new rooms or raise peak-hour prices.
Let's scope your project. Describe your sites, membership plans and payment methods: we will price the app, access control and a 10-week launch. 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.
