The verdict in three sentences
For a network of 5 spaces and 1,400 members, a coworking SaaS remains the rational choice as long as local invoicing and access control can be patched at reasonable cost. A custom platform at SGD 90,000 to 170,000 makes sense once the network grows, licences exceed SGD 30,000 a year and accounting workarounds eat time every month. Break-even falls between 4 and 6 years: the decision depends mostly on your expansion plan.
What SaaS handles well, and where it pinches
International coworking management platforms (Nexudus, OfficeRnD, Spacebring, Optix) handle room bookings, day passes, the member app and memberships very well. Pricing runs around SGD 6 to 13 per billable account per month. In a network like this one, where many of the 1,400 registered users sit under corporate contracts or one-off passes, that means about 130 billable accounts, or SGD 13,000 to 30,000 a year depending on modules.
Where it pinches: invoices must show GST at 9 % and the company's GST registration number, and Singapore is phasing in InvoiceNow (Peppol) e-invoicing for GST-registered businesses from 2025. Many SaaS tools need an accounting bridge (Xero or another connector) to produce compliant invoices. PayNow corporate payments and GIRO are also integrated unevenly.
| Criterion | Off-the-shelf SaaS | Custom platform |
|---|---|---|
| Initial cost | SGD 4,000 to 12,000 of setup | SGD 90,000 to 170,000 |
| Annual cost | SGD 13,000 to 30,000 in licences | SGD 10,000 to 18,000 in maintenance |
| Local invoicing (GST 9 %, InvoiceNow) | Via connector or manual rework | Native |
| PayNow and GIRO payments | Partial | Built in |
| Badge access control | Connectors for some brands | Integration with existing hardware |
| Time to launch | 4 to 8 weeks | 4 to 6 months |
| Cost trend as you grow | Scales with members | Nearly fixed |
Detailed budget for a custom platform in 2026
2026 estimates for an agency serving Singapore, or a mixed Singapore and offshore team. For comparison, the French version of this article quotes 450,000 to 850,000 MAD for the equivalent scope in Casablanca.
| Module | 2026 range (SGD, ex GST) | Comment |
|---|---|---|
| Discovery and journey design | 8,000 to 14,000 | Members, space managers, finance |
| Booking for 60 rooms and desks, multi-site | 22,000 to 40,000 | Calendar, credit rules, cancellations |
| Members, corporate contracts, passes | 16,000 to 30,000 | Employee linking, quotas |
| Local invoicing and PayNow payments | 18,000 to 34,000 | GST, credit notes, accounting exports |
| Member app (PWA) | 14,000 to 28,000 | Mobile booking, QR access |
| Occupancy dashboards | 12,000 to 24,000 | Occupancy by space and time slot |
| Total platform | 90,000 to 170,000 | 4 to 6 months |
| Badge access control integration | 12,000 to 25,000 | Depends on hardware across the 5 spaces |
Access control is priced separately because it depends on hardware: a recent system with an API costs half as much as an older installation that has to be partly replaced.
Mini case study
Wei Ling, director of a 5-site coworking network across Tanjong Pagar, One-North and Paya Lebar, compares both options over 5 years. Custom costs SGD 120,000 plus SGD 18,000 for badges, SGD 138,000 in total, then SGD 12,000 a year in maintenance. The SaaS costs SGD 32,000 a year, rising about 12.5 % a year with planned new sites, plus SGD 6,000 a year of finance time reworking invoices, and SGD 8,000 of badge integration upfront. Annual savings from custom grow from SGD 26,000 in year one to about SGD 45,000 in year five. Cumulated, they reach roughly SGD 130,000 by the end of year four against SGD 130,000 of net extra investment: break-even lands at the end of year 4. Without network growth, it slips to year 6.
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FAQ
Can we start on SaaS and migrate to custom later?
Yes, it is often the best strategy. Budget SGD 6,000 to 12,000 to migrate member data, contracts and booking history at switchover.
Can the custom platform handle InvoiceNow?
It can be designed to issue structured GST invoices and connect to an accredited Peppol access point, typically SGD 4,000 to 8,000 of extra integration.
How much does the member mobile app cost?
A PWA costs SGD 14,000 to 28,000 and avoids app store friction. Native iOS and Android apps add SGD 25,000 to 50,000.
How much can meeting room occupancy improve?
With online booking and automatic release of unconfirmed slots, networks often see occupancy rise by 10 to 15 points on meeting rooms.
Who owns the code?
Under a well-drafted custom contract, the coworking network owns the code and data, which adds asset value for a fundraise or sale.
Let's scope your project. Send us your number of spaces, billable members and access control hardware, and we will deliver a costed SaaS versus custom comparison with budget and timeline. 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.
