The verdict in three sentences
For an Amsterdam operator running four coworking locations with 500 desks and 30 meeting rooms, a good requirements brief fits in about twenty pages and turns every wish into a measurable requirement. That document is what lets you compare offers of 25,000 to 80,000 EUR (2026 market ballpark) and hold a 3 to 6 month timeline. Projects usually slip on corporate membership credits, access control integration and invoicing with the right VAT treatment on every line.
The template, section by section
| Section | What to write | Example of a measurable requirement |
|---|---|---|
| 1. Context and goals | Locations, volumes, current tools, numeric targets | Cut monthly invoicing time from 20 hours to 3 |
| 2. Users and roles | Members, company admins, front desk, management | 4 roles with a written permission matrix |
| 3. Plans and contracts | Hot desks, dedicated desks, private offices, corporate plans | Corporate plan with monthly booking credits, 1 month roll over |
| 4. Bookings | Rooms, desks, phone booths, cancellation rules | A new member books a room in under 30 seconds on mobile |
| 5. Access control | Key cards and mobile keys, time windows, permitted locations | Access live within 5 minutes of contract signature |
| 6. Invoicing and payments | Invoices, credit notes, SEPA direct debit, iDEAL and cards | 100 % of recurring invoices generated automatically on the 1st |
| 7. Data, security, GDPR | Hosting, retention periods, access logs | EU hosting, member data deleted after a retention period set with your adviser |
| 8. Exit and maintenance | Export, code ownership, service levels | Full export within 30 days, critical fixes within 8 working hours |
If a requirement cannot be tested at acceptance, rewrite it. 'Intuitive interface' cannot be tested, while 'a new member books a room in under 30 seconds' can.
Functional requirements with thresholds and priorities
| Requirement | Measurable threshold | Priority |
|---|---|---|
| 500 desks and 30 rooms across 4 locations | Single live calendar | Must have |
| Corporate booking credits | Automatic deduction, alert at 80 % usage | Must have |
| Access control linked to contracts | Access revoked automatically at contract end | Must have |
| Invoicing with Dutch VAT handled per line | Several VAT codes on one invoice, validated with your tax adviser | Must have |
| SEPA direct debit and iDEAL | Mandates stored, failed collections flagged within 24 hours | Must have |
| Member mobile app | Bookings, mobile key, invoices | Should have |
| Occupancy dashboard per location | Weekly room occupancy rate | Should have |
| Events and community features | Sign ups and reminders | Could have |
VAT deserves its own line: the treatment of flexible workspace services can differ from longer term office rental, so confirm the rules with your tax adviser and make sure the system lets you set VAT per product.
Budget and timeline per work package
2026 market ballparks, separate from Kolonell's prices.
| Work package | Indicative budget | Duration |
|---|---|---|
| Discovery and wireframes | 4,000 to 9,000 EUR | 3 to 4 weeks |
| Bookings, plans and credits | 8,000 to 28,000 EUR | 5 to 8 weeks |
| Access control integration | 4,000 to 14,000 EUR | 2 to 4 weeks |
| Invoicing, VAT, SEPA and iDEAL | 5,000 to 16,000 EUR | 3 to 6 weeks |
| Member mobile app | 3,000 to 9,000 EUR | 3 to 5 weeks |
| Acceptance testing, data migration and training | 1,000 to 4,000 EUR | 2 to 3 weeks |
Kolonell's prices for a custom build: medium application 6,100 to 10,670 EUR (4,000,000 to 7,000,000 FCFA), complex application 10,670 to 22,870 EUR and up (7,000,000 to 15,000,000 FCFA and up), booking module on an existing website 340 EUR (225,000 FCFA), client area 230 EUR (150,000 FCFA), maintenance 53 to 183 EUR a month.
Mini case study
Illustrative example: Lotte, founder of a coworking network with four locations in Amsterdam, manages 500 desks, 30 rooms, 260 individual members and 55 corporate plans. Monthly invoicing takes 20 hours and rooms are 40 % occupied.
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Automated invoicing brings that to 3 hours, saving 17 hours a month, 204 hours a year, about 9,200 EUR at 45 EUR an hour. Opening online room booking to non members targets 45 % occupancy: on a base of 6,600 room hours a month, that is 330 more hours. If 30 % are sold to outsiders at 35 EUR, the gain is about 3,465 EUR a month, roughly 41,600 EUR a year. A 55,000 EUR market project pays back in about 13 months.
FAQ
What does coworking management software cost in Amsterdam?
As a 2026 market ballpark, 25,000 to 80,000 EUR depending on work packages. Access control and invoicing often take 30 to 40 % of the budget.
How long should the requirements brief be?
About twenty pages is enough if every requirement is measurable. Beyond 50 pages, vendors skim and price in a safety margin.
Should we integrate our existing access control system?
Yes, if the manufacturer provides a documented API. Allow 2 to 4 weeks of integration and test automatic revocation at contract end.
How do we handle corporate booking credits?
Write the exact rule: hours included, roll over, alert at 80 %, price beyond the allowance. Vague rules lead to disputes every month end.
Can Kolonell build this software?
Yes, remotely, at Kolonell's prices: medium applications 6,100 to 10,670 EUR, complex ones from 10,670 EUR, with EU hosting.
Let's scope your project. Send us your filled template or rough notes, and we will turn them into a priced brief with a budget per work package and a 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.
