Custom software for coworking operators, flexible office providers, and business centre operators who need member management, booking, access control, and billing built around how their space actually runs.
Generic booking tools handle desks and meeting rooms. We build the full platform -- member accounts at individual, team, and company level, access provisioning linked to membership status, and billing that reconciles automatically at month end.
Member management for individual, team, and company accounts with plan and entitlement tracking
Desk, room, and pod booking with real-time availability and member self-service
Access control integration for door locks and entry systems linked to membership status
Automated billing with per-member invoicing and end-of-month reconciliation
Summary
RaftLabs builds custom software for coworking space operators, flexible office providers, and business centre operators. We develop member management platforms for individual, team, and company accounts; desk and room booking systems; access control integration for door locks and entry systems; automated billing and invoicing; amenity booking; community features; occupancy analytics; and multi-location management tools.
3+Coworking and flexible workspace businesses in 3+ markets
·10-12Week delivery for coworking software
·100+Software products shipped
·FixedCost delivery
Coworking software built for operators managing members, not just booking desks
Coworking operators deal with a layered operational problem that generic booking tools don't solve. A member might be an individual on a hot-desk plan, part of a company team on a dedicated office contract, or a day-pass visitor. Each has different entitlements, different billing rules, and different access rights. Managing those differences manually -- in spreadsheets, email threads, and separate billing tools -- is what turns a growing space into a full-time admin operation.
Access provisioning is where the manual work compounds. When a new member joins, someone has to grant building access, add them to the wifi, set up their booking account, and send the welcome information. When they leave, all of that needs to be reversed. Done manually, it creates gaps -- former members with active access credentials, new members waiting two days for a door code.
We build software that handles the member lifecycle from signup to offboarding, with booking, access, billing, and reporting all connected.
What we build
Member management
Member accounts at individual, team, and company level with plan assignment, entitlement tracking, and billing configuration. Company accounts with a designated administrator who manages their team's seats, access, and spending. Plan management for hot-desk, dedicated desk, private office, and day-pass tiers -- with different booking allowances and amenity entitlements per plan. Onboarding workflow that provisions access, sends welcome information, and creates the booking account in one flow rather than five separate steps. Membership renewal, upgrade, and cancellation with automated billing adjustments and access changes triggered by the status change.
Desk and room booking
Self-service booking for desks, private offices, meeting rooms, phone booths, and lockers with real-time availability. Member-facing booking interface available on web and mobile. Entitlement enforcement so a hot-desk member can book within their plan allowance without requiring staff approval for each reservation. Meeting room booking with duration, attendee count, and equipment selection. Recurring booking for members who want the same desk every Tuesday and Thursday. Booking modifications and cancellations with configurable notice period rules. Admin view of all reservations across all spaces with the ability to manage bookings on behalf of members.
Access control integration
Integration with physical access control systems -- door lock controllers, smart lock platforms, and entry management systems -- so that a member's digital membership status controls their physical building access. Access provisioned automatically when a membership is activated and revoked when it expires or is cancelled. Time-based access rules for members with restricted-hours plans. Visitor management for guests of members with temporary access codes. Multi-door access profiles for members who need access to specific areas -- server rooms, private offices, shared amenities -- based on their plan. Access event log for security and usage reporting.
Automated billing and invoicing
Monthly billing generated automatically from each member's plan, usage, and any additional charges -- meeting room overages, day passes, printing credits -- with no manual reconciliation. Per-member invoice generation with itemised billing breakdown. Payment collection via card on file with automatic retry on failed payments. Company account billing consolidated to a single invoice for the account administrator. Stripe or payment gateway integration with automated reminders for unpaid invoices. Revenue reporting by plan type, location, and time period. Credit and refund management for early cancellations and billing adjustments.
Community and amenity features
Member directory with opt-in profiles so members can find and connect with others in the space. Event management for community events, workshops, and networking sessions with member RSVP tracking. Amenity booking for shared resources beyond desks and rooms -- lockers, storage units, parking spaces, equipment. Member announcements and community updates delivered via the member portal and email. Community engagement metrics for operators -- event attendance, directory profile completion, amenity utilisation. Feedback collection tools for member satisfaction surveys linked to member records for follow-up.
Occupancy analytics and multi-location
Real-time occupancy dashboard showing current desk utilisation, room bookings, and capacity across each zone and floor. Historical occupancy reporting by day, week, and month for understanding peak and quiet periods. Revenue per desk and per square metre reporting. Member retention and churn tracking with early warning indicators for accounts approaching cancellation. Multi-location management with a single admin view across all your spaces and per-location drill-down. Plan performance reporting showing which plans generate the most revenue and the most churn. Waitlist management for popular desk areas or private offices that are currently at capacity.
Problems we solve for coworking space operators
Desk and meeting room booking handled through manual processes or consumer tools not designed for coworking operations
Consumer booking tools don't enforce plan entitlements, don't link bookings to membership status, and don't give operators the utilisation data they need for space planning. Members book more than their plan allows, operators spend time correcting it manually, and there is no clear picture of which spaces are generating revenue and which are sitting empty.
Member billing for flexdesk credits, printing, and extras tracked separately from their membership contract
When a member's base plan is in one system and their ad hoc usage is tracked in another, month-end reconciliation is a manual exercise. Credits consumed, meeting room overages, and printing charges have to be pulled together before an invoice can be raised. Consolidated billing that pulls all charges into one invoice per member or per company account removes that work entirely.
Meeting room utilisation data not available for space planning decisions
Without utilisation reporting, space planning decisions are based on observation and instinct rather than data. Operators add desks in areas that feel busy and don't realise that three meeting rooms are booked for one hour a day while a fourth runs at capacity all week. Utilisation data by space, by time of day, and by day of week makes layout and capacity decisions objective.
Community communication not managed in a structured platform for members
When community updates go out via email or a WhatsApp group, there is no record of what was sent, no visibility into who engaged, and no connection between the communication and the member record. A structured member communication channel linked to the management platform lets operators target announcements by plan type, send event invitations to relevant members, and measure engagement.
Visitor management for member guests handled informally at reception
When a member's guest shows up at reception with no pre-registered record, the check-in process is manual and inconsistent. For spaces with 24/7 access or high security requirements, an unregistered visitor is a liability. A visitor pre-registration workflow linked to the member account creates a record of every guest, the member who invited them, and the duration of their visit.
Access control for 24/7 operations not integrated with member account status
When a membership lapses or is cancelled, someone has to remember to revoke building access manually. Former members retain active credentials; new members wait for a staff member to issue a door code. Integrating access control with membership status automates provisioning and revocation so access always matches account status without a manual step.
How we work with coworking space operators
We map your current operation -- membership plan structure, booking rules, access control system, billing workflow, and any multi-location requirements. We identify where manual processes create the most admin cost or the most member friction, and agree on the scope that addresses the highest-priority problems first. You receive a fixed-price specification before development begins.
We design the data model around your actual membership types -- individual, team, company account -- and your billing rules before writing code. This determines how entitlements attach to plans, how bookings enforce plan limits, how usage charges accumulate to the right invoice, and how access control integrates with membership status. The structure determines everything downstream.
Development runs in two-week sprints with working software shown at each checkpoint. The member portal, booking system, access control integration, billing engine, and utilisation dashboard are built and tested in parallel where dependencies allow. You review real functionality at each sprint review against your actual membership scenarios.
We test the platform against your real member data and your specific access control system. Billing calculations are verified against your actual plan and usage scenarios. Access provisioning and revocation are tested end-to-end. The member portal is tested from the member's perspective on both web and mobile.
Go-live is planned to minimise disruption -- typically a parallel run for the first billing cycle before switching fully. We provide documentation and onboarding for front-of-house staff and members. Post-launch support covers bug fixes and adjustments from real-world use, with handover to your team or an ongoing arrangement.
What to ask any coworking software team
Operations
Does the booking system enforce plan entitlements automatically, without staff approval for each reservation?
Can access control provisioning and revocation be triggered automatically by membership status changes?
Does the utilisation dashboard show occupancy by space, time of day, and day of week?
Can the system handle company accounts with multiple members under one consolidated invoice?
Billing
Can ad hoc usage charges -- room overages, printing credits, day passes -- be consolidated into the monthly member invoice automatically?
Does the billing system support direct debit and card on file with automated retry for failed payments?
Can billing rules differ by plan type without requiring manual calculation?
Delivery
Is the price fixed before development starts?
Do you own the code and data at the end of the project?
How is the access control integration scoped if the vendor's API has limitations?
Coworking space software development cost
Scope
Estimated range
Timeline
Member portal and booking system
Member portal and booking system
$25,000–$50,000
8–12 weeks
Access control and visitor management
Access control and visitor management
$20,000–$40,000
6–10 weeks
Billing and credit management
Billing and credit management
$20,000–$40,000
6–10 weeks
Full coworking management platform
Full coworking management platform
$65,000–$120,000
14–20 weeks
Frequently asked questions
Off-the-shelf coworking platforms cover the standard member management and booking workflow well for single-location operations with straightforward plan structures. Custom software is the right choice when your membership model has complexity those platforms can't configure -- for example, company accounts with multiple cost centres billed separately; access control integration with a system the platform doesn't support; a multi-location setup with shared member records and cross-location booking rules; or when you're building a coworking software product for other operators. Building custom when a platform configuration would handle the requirement adds ongoing maintenance cost without adding value.
Yes. Integrating physical access control systems with membership status is a common requirement for coworking software projects. The integration approach depends on the access control system in use -- most commercial door lock and entry management systems expose an API or SDK. The result is that access provisioning and revocation happen automatically when membership status changes, without a staff member updating two systems manually. We scope the specific integration during discovery because the access control system's API determines the technical approach and timeline.
Yes. Billing for individual members on monthly plans and company accounts with team-level billing consolidated to one invoice requires a data model that handles both correctly. Individual billing is straightforward -- one plan, one invoice, one payment method. Company billing adds a layer: multiple members under one account, potentially on different plans, with a company-level invoice that aggregates all charges and a single payment method for the account. Meeting room overage charges, day-pass purchases by team members, and billing adjustments all need to attribute correctly to the right account and appear on the right invoice. We build this data model during the scoping phase before writing code.
A focused member management and booking system typically runs $30,000--$55,000. A full platform with member management, desk and room booking, access control integration, automated billing, community features, occupancy analytics, and multi-location support typically runs $70,000--$130,000. Cost depends on the number of locations, the access control systems that need to be integrated, and the complexity of your membership plan structure. We scope every project before pricing -- fixed cost, agreed before development starts.
