The verdict in three sentences
For a single location, a coworking SaaS (Nexudus, Cobot) at 100-400 EUR/month is enough and connects in a few weeks. A multi-site operator with access IoT, SEPA direct debit and per-center cost accounting justifies custom software from 25,000 to 60,000 EUR. The decisive gain comes from automated recurring billing, which removes up to 60% of admin time.
Specialized SaaS or custom: the 2026 grid
The tipping point depends on the number of sites, access-control integration and the required accounting granularity. Here are the 2026 benchmarks.
| Solution | 2026 cost | Ideal target | Main limit |
|---|---|---|---|
| Cobot | 100-250 EUR/month | Single site, SME | Limited customization |
| Nexudus | 150-400 EUR/month | Mid-size network | Learning curve |
| Custom Starter | 25,000-35,000 EUR | 1-2 sites, specific needs | 10-14 week lead time |
| Custom Multi-site | 40,000-60,000 EUR | 3+ site operator | Recurring maintenance budget |
| Access IoT module | +8,000-15,000 EUR | Badge access control | Hardware to integrate |
SaaS wins for a single-site operator; custom takes over as soon as you must consolidate several centers with cost accounting and rebill charges at actual cost.
The high-impact modules
Not all modules are equal. The table below ranks them by return on time and cash flow.
| Module | Impact | Dev effort | Priority |
|---|---|---|---|
| Recurring billing + SEPA | -60% admin time | Medium | Critical |
| Real-time room booking | Occupancy +15% | Medium | High |
| Flex contracts & renewals | Fewer unpaid invoices | Medium | High |
| Access control (IoT) | Security + 24/7 | High | Site-dependent |
| Self-service resident portal | -40% support tickets | Medium | High |
| Per-center rebilled charges | Managed net margin | High | Critical (multi-site) |
The absolute priority remains recurring billing with SEPA direct debit: it frees the team and secures monthly collection.
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Mini case study
Sophie, manager of a coworking network in Bordeaux (3 sites, 480 flex members), bills manually each month: 2 people spend 5 combined days on it, roughly 3,200 EUR/month of time. A custom tool at 45,000 EUR automates SEPA recurring billing and the resident portal: billing time drops to 1.5 days (-60%), saving nearly 23,000 EUR/year. Add +15% occupancy from real-time booking on 720,000 EUR of revenue, and the tool pays back in under 15 months.
FAQ
Can a SaaS like Nexudus handle multiple sites? Yes, but consolidated cost accounting and fine per-center charge rebilling quickly hit their limits. Beyond 3 sites with accounting requirements, custom becomes more cost-effective.
Is SEPA direct debit hard to integrate? Integrating a recurring SEPA mandate typically costs 3,000 to 6,000 EUR of development, plus payment-provider fees. It is the module with the best return on admin time.
Should access control be integrated from the start? Not necessarily: access IoT (badges, connected locks) adds 8,000 to 15,000 EUR and can be added in phase 2. Prioritize billing and booking first.
What is the lead time for custom development? Budget 10 to 14 weeks for one or two sites, and 4 to 6 months for a multi-site platform with cost accounting. Plan 15 to 20% of the initial cost as annual maintenance.
Can charges be rebilled at actual cost per center? Yes, that is precisely one of custom's strong arguments: each site becomes a cost center with its charges, margin and occupancy managed separately.
Let's scope your project. Tell us your number of sites, flex desks and your access and cost-accounting needs for a costed scope between 25,000 and 60,000 EUR. 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.
