Coworking software costs: a worksheet for comparing quotes

A coworking software quote leaves you with work to do if it gives a subscription price without defining who counts as a member or which extras your space needs. Before choosing a supplier, ask each one to price the same roster and the same operating requirements.

Use the worksheet below to separate recurring charges from the cost of moving. Keep unanswered items marked unknown. A blank fee field is not evidence that the supplier includes it.

Give suppliers the same starting point

Prepare a dated snapshot of your space. Include locations, membership types, people attached to company accounts and the resources you need to manage. Use counts and anonymized examples for the quote; suppliers do not need your members’ personal details to explain their pricing.

Write down the workflows you require, including any systems you intend to retain. Test their fit with the coworking software demo checklist. In this worksheet, record the charges for the configuration that passed those tests.

Ask each supplier to calculate its billable count from your snapshot. Cobot, for example, says it counts active recurring paid memberships and paid team memberships, while excluding groups such as day-pass users, visitors and admins. That definition is specific to Cobot; use each supplier’s own written definition in your comparison. Source: Cobot pricing, checked 7 September 2026.

Hypothetical roster: a space has 40 individual members and 20 people attached to company memberships, plus eight occasional day-pass users. Ask the supplier to show how it treats each group. Do not assume that one company invoice means one billable member, or that everyone with an account counts.

Include a mid-month change in the request: one company teammate leaves and another joins. Ask whether the supplier uses a snapshot date, peak count, unique people during the month or another method. Record whether it prorates changes, when a higher tier starts and when you can move down again.

Copy this quote worksheet

Create one column per supplier. Put the quote date, currency and validity period above it. Ask suppliers to separate included items from paid options, and retain their written answers alongside the worksheet.

Cost or term	What to record for each supplier
Billable units	Definition, count from your roster, included allowance and treatment of team members, guests and inactive accounts
Subscription	Price for your required configuration, billing frequency and any minimum charge
Growth	Price for your next plausible roster; the exact count or location change that triggers an increase
Required extras	Separate charges for the app, booking functions, integrations or other requirements you identified
Retained services	Costs of tools you must keep, such as an access service or a separate booking tool
Payment charges	Software-platform fee and payment-provider fee, each with its percentage, fixed component and applicable transactions
Payment exceptions	Charges or fee treatment for refunds, failed collections and disputes, where relevant
Setup and migration	Import scope, configuration, training, hardware and who pays for any work outside the quote
Support	Included channels and hours; charges for the assistance your team needs
Commitment	Minimum term, amount due at signing, renewal terms, notice deadline and cancellation process
Taxes and currency	Whether quoted amounts include tax; currency and any conversion costs you need to budget
Exit	Export scope, available formats and any quoted assistance or termination charges
Unresolved items	The question, who will answer it and the date you need the answer

Read beyond the headline price. Spacebring’s pricing page, for example, displays a minimum commitment alongside its monthly price. Record both payment frequency and commitment in your worksheet. Source: Spacebring pricing, checked 7 September 2026.

For payment costs, specify the amount you expect to collect through each method and the number of transactions. Keep money collected outside the proposed payment setup separate. Ask which charges apply to member payments and which apply to guest purchases rather than applying one fee to all revenue.

Worked example: monthly cost and first-year cash cost

All figures below are hypothetical planning inputs, not supplier prices, market averages or Kommonz charges. This example assumes a constant roster and payment pattern for twelve months. Amounts exclude tax and currency conversion, so the result is a pre-tax comparison subtotal.

Suppose the operator receives a quote with these terms:

Input	Hypothetical amount
Monthly subscription for the agreed roster	€120
Required monthly extra	€30
Monthly volume through the quoted payment method	€12,000
Successful payment transactions per month	80
Payment-provider fee	1.5% plus €0.20 per transaction
Additional software-platform payment fee	Confirmed €0 in this example
One-time setup and migration	€450
Old software retained during the move	€100 total

The monthly payment-provider charge is:

€12,000 × 1.5% + 80 × €0.20 = €196.

The recurring monthly operating cost for this quoted setup is:

€120 + €30 + €196 = €346.

The first-year cash cost, assuming twelve monthly payments and all setup and overlap costs paid during that year, is:

12 × €346 + €450 + €100 = €4,702 before tax.

Dividing that first-year subtotal by twelve gives €391.83 per month as a budgeting average. The recurring monthly cost remains €346 under these assumptions. Keep both figures visible so that you can distinguish the ongoing budget from the cost of the move.

This example assumes no other charges. In your own worksheet, leave the total provisional until suppliers confirm the rows that apply to your space. If an integration charge remains unknown, write “€346 plus integration charge to confirm” rather than entering zero.

For an annual subscription, enter the quoted annual amount directly in the first-year calculation. Record its payment date in a separate cash schedule. Do not multiply an annual charge by twelve or treat a monthly equivalent as the amount due at signing.

Check the next bill before signing

Ask shortlisted suppliers to return a sample calculation for your current roster and another for a plausible change. You might add the company team already discussing a move into your space, or model a quieter month with fewer memberships. Label estimates as estimates.

Use the answers to resolve these decisions:

Situation	Action before accepting the quote
A supplier has not defined “active member”	Request a calculation using your roster, including the mid-month replacement
A required extra has no confirmed price	Keep the comparison provisional and request its full charge and scope
The lower monthly price requires a longer term	Compare total committed payments and the cash due at signing
A supplier proposes removing an existing tool	Confirm the replacement workflow before subtracting that tool’s cost
Migration work falls outside the subscription	Agree the deliverables and charges using the migration checklist

Keep staff effort beside the cash comparison. Assign someone to estimate the hours needed for preparation, training and routine work left outside the software. Label those estimates and avoid presenting them as measured savings.

Before accepting a quote, have the colleague responsible for billing trace its member count and payment calculation. Resolve the unknowns for required items in writing, then save the agreed worksheet with the quote.