How to Handle Unpaid Invoices from Coworking Members

Unpaid invoices are one of the more delicate challenges in running a coworking space. They disrupt cash flow, strain relationships, and create unnecessary stress for operators. But as a coworking owner, you don’t have to choose between protecting your revenue and maintaining good member relations. With a structured process and the right tools, you can handle unpaid invoices in a human way and prevent them from piling up in the future.

What steps should you take when invoices go unpaid?

When a member misses a payment, it’s best to approach the situation calmly and professionally. In 90% of the cases, the member probably simply forgot.

Here are some practical and proven steps that you can follow to approach your members for forgotten invoices:

1. A friendly reminder – A polite, non-accusatory message/email is usually enough to resolve the issue quickly.
2. Speak in person or pick up the phone – If reminders are ignored, a direct conversation helps clarify misunderstandings and shows you care about the member relationship.
3. Set clear payment terms – Make sure your members know what’s expected. Clear deadlines and transparent fees reduce confusion. You are building a community, but at the same time, you have to run a business and pay your own bills.
4. Offer flexible options – Of course if a member is struggling, consider offering a payment plan or temporary adjustment. This demonstrates goodwill and helps maintain long-term trust.
5. Escalate only when necessary – Legal action or debt collection should be a last resort. It’s costly and risks damaging your community culture.

What are the benefits of automating invoices?

As a coworking operator, you don’t want to spend hours chasing invoices. That’s why using coworking management tools like Cobot’s automated invoicing is highly recommended. Cobot reduces manual work and ensures members receive clear, timely invoices every month.

Here’s how Cobot supports you:

• Automatic invoice generation – Cobot creates and sends invoices to your members automatically, so you never miss a billing cycle.
• Flexible tax handling – Cobot makes it easy to manage multiple tax rates, so you can serve members across regions without manual calculation hassles.
• Full transparency – Members and admins can access clear invoice histories, ensuring everyone knows what has been billed and paid.
• Integrated processes – Cobot connects invoicing, payments, and reporting, so data flows smoothly without the need for duplicate entry.
• Automated compliance (with E-invoicing) – With Cobot’s compliance automation, you can generate reports, simplify accounting, and always stay ahead of local requirements (including EU's E-invoices)
• Transparent member records – With Cobot’s invoicing overview, you always know which invoices are outstanding and can follow up directly.

Key Takeaways for Coworking Operators

• Unpaid invoices are best handled with patience, clarity, and empathy.
• A structured process - reminders, conversations, flexible terms - resolves most late payments without conflict.
• Coworking management software like cobot take manual work away by automating invoicing, offering e-invoices, and simplifying compliance.

👉 Ready to stop worrying about late payments? Try Cobot free for 30 days and see how much time you save.