Why starting a coworking space is so expensive
Opening a coworking space is exciting, but it also comes with significant upfront costs. From leasing and furnishing a location to marketing and staffing, early budgets are often stretched thin. According to Alex Hillman’s breakdown, when Indy Hall opened its first space, they invested about US $45,000 in initial costs, including rent deposits, furniture, insurance, and supplies before opening the doors.
For new operators, every expense matters. That’s why many delay investing in coworking management software, even though it’s essential for smooth operations.
Why skipping management software is a mistake
Some new spaces try to save money by building their own systems: spreadsheets for billing, hacked-together booking tools, or basic community platforms. While this may seem cheaper in the short term, it usually costs more in the long run.
- Hidden costs: DIY systems require time, maintenance, and troubleshooting.
- Scalability issues: As membership grows, these tools often can’t keep up.
- Member experience: Professional software provides a seamless booking and billing experience, which DIY tools can’t match.
One of the earliest and most influential coworking spaces, betahaus Berlin, started out by tracking members in Excel and managing bookings with Google Calendar. As cofounder Madeleine Gummer von Mohl recalls:
"I remember tracking all our members on an Excel sheet—calculating mid-month invoices was a nightmare, and room bookings on Google Calendar led to constant double bookings. It was chaotic, and we knew we needed a better system to keep things running smoothly."
Madeleine Gummer von Mohl, Co-Founder & CEO, betahaus, Berlin
When betahaus adopted Cobot in 2010, it transformed operations, reduced errors, and gave the team time to focus on community building instead of admin tasks. Their experience shows that investing in professional software early helps coworking spaces avoid unnecessary stress and scale smoothly as membership grows.
How to get Cobot for free when starting out
Here’s the good news: you don’t have to compromise. At Cobot, we know the challenges of opening a new coworking space (since we have done it ourselves), and we want to remove barriers for founders. That’s why we offer our coworking management software for free to spaces that are still in the trial phase or haven’t yet opened to the public.
This means:
- You can explore all features without pressure.
- You can test whether your coworking idea will work.
- You only start paying once you have actual paying members.
All you need to do is:
- Start your free trial
- Contact us, and tell us that you are still in the setup phase.
- We’ll give you an extended free trial until your first members arrive.
"We owe a lot of our success to Cobot. Whatever it promises it delivers and it delivers without problems."
Lucas Seyhoun, founder of The Farm, New York
Why Cobot is the best choice for new coworking spaces
Cobot isn’t just affordable, it’s the most reliable way to start managing your coworking operations from day one:
- Proven expertise: Over 15 years of experience helping spaces grow.
- Ease of use: Simple setup, intuitive tools and mobile app (iOS and Android), and powerful automation.
- Scalability: From your first member to hundreds, Cobot grows with you.
- Support: Our team has worked with operators worldwide and can guide you through the challenges of starting up.
Instead of worrying about software, you’ll have more time to focus on what really matters: your community.
Final thoughts
Starting a coworking space is costly, and it’s natural to look for ways to cut expenses. But building your own tools is a mistake that will cost you more later. By choosing Cobot, you get professional-grade coworking management software for free until you’re ready to welcome your first members.
👉 Reach out to our team today and start building your space with the right tools, without the upfront cost.