The coworking management software your whole operation runs on
From the first WhatsApp enquiry to a signed agreement to next month's invoice. Memberships, billing, rental agreements with e-signature, access control, service requests, expenses and analytics on one record, with agents and workflows handling the chasing in between.
30 minutes, run on your own floor plan and your own numbers.
You are running a property business across eleven browser tabs
Nothing reconciles. The occupancy sheet disagrees with the invoices, the invoices disagree with the bank, and the answer to any real question is somebody scrolling a WhatsApp group. DeskOS is coworking management software built the other way round: one system where all of it is the same data.
- 01A spreadsheetSeat allotment and occupancyTwo people quote the same desk
- 02WhatsApp groupsEnquiries, tours and complaintsLeads die in a scroll-back
- 03NotionSOPs, agreements and member listsNobody knows which version signed
- 04An accounting toolInvoices, raised by handThree days a month, every month
- 05A vendor appDoor access and biometricsEx-members still badge in
- 06A paper registerVisitors at the front deskNo record when you need one
Change one thing, and everything downstream already knows
There is no sync, no overnight job and no second place to update. The seat, the agreement, the invoice, the door and the member app are all reading the same record.
- The seat shows as notice, not vacant, until the last day
- Billing stops on the right date, with no final-month argument
- Door access ends when the agreement does
- The deposit refund is queued against the ledger
- The agreement generates from the accepted terms
- Seats are held so nobody else is quoted them
- The deposit invoice raises itself
- The escalation is diarised for year two
Follow one company through your entire operation
This is the same record the whole way down. Not six tools handing files to each other, and not an integration that syncs overnight. One record, changing state, with every module reading it live.
An enquiry arrives at 11pm
It comes in on WhatsApp, the way they always do. The agent answers in seconds, asks the three questions that qualify it, and writes the lead into the CRM with the location, the seat count and the move-in date already filled in.
- Company
- Ardent Labs
- Requirement
- 12 dedicated desks
- Move in
- 1 Aug 2026
- Source
- WhatsApp, inbound
The proposal prices itself
Built from your published rate card, inside the discount rules you set, sent and then chased on day two and day five without anybody remembering to. When it is accepted, the terms carry straight into the agreement.
- Monthly
- ₹1,44,000
- Term
- 36 months
- Escalation
- 5% each year
- Status
- Accepted
Signed, and the space reacts
The agreement is generated from those terms, e-signed by both sides and filed with its audit trail. Nothing is re-typed. The membership is created, the twelve seats are allotted on Level 3 and the deposit invoice is raised.
- Agreement
- AGR-0412
- Signed
- Both parties
- Deposit
- ₹4,32,000 invoiced
- Seats
- 12 allotted, Level 3
They walk in and the door opens
Credentials are issued from the membership, not from a separate access list, so the doors they are entitled to are the doors that open. The member app is live under your brand, and the occupancy board already counts the twelve seats as sold.
- Door access
- Level 3, 24x7
- Member app
- 9 users active
- Meeting credits
- 20 hrs a month
- Occupancy
- 87%, up 4.2%
The invoice raises, chases and reconciles itself
Rent, meeting room overage and parking land on one invoice with the right tax on the right legal entity. Reminders go out on their own schedule. When the money arrives, the bank line is matched and the ledger closes.
- Invoice
- ₹1,89,036
- Tax
- CGST + SGST, e-invoiced
- Reminders
- 2, sent automatically
- Reconciled
- Matched to bank
The renewal is flagged before it is a problem
Usage, support history and payment behaviour say this one is safe, and the escalation diarised at signing has already applied twice. The owner gets the nudge with the numbers attached, sixty days out.
- Renewal due
- in 41 days
- Health
- Renewing
- Rent now
- ₹1,58,760
- Lifetime value
- ₹58.2L
- Company
- Ardent Labs
- Requirement
- 12 dedicated desks
- Move in
- 1 Aug 2026
- Source
- WhatsApp, inbound
Two apps. One you run the space from, one that carries your name
Coworking management software usually ships a member app and leaves the operator with a browser tab. You get both: a full admin app for your team, and a whitelabel member app published under your own brand.
18% discount on Ardent Labs renewal. Above your 15% threshold.
2 issues raised, photos attached, both assigned
Run the workspace from your pocket
The decisions that hold up a day are small and they always arrive when you are not at a desk. A discount to approve, a request to reassign, a number somebody wants on a call. The admin app is there for exactly those.
- Approve without opening a laptop
- Discounts past your threshold, refunds, new company sign-ups and expense approvals arrive as a notification and clear in two taps.
- The floor, from the floor
- Occupancy, today’s collections, who has checked in and which requests are past their SLA, while you are walking the building rather than after you get back.
- It is your console, not a cut-down version
- The same permissions, the same data, the same actions. A centre manager sees their centre and an owner sees the portfolio, exactly as they would on the web.
The member app has your logo on it, not ours
Your name, your logo, your colours, on your own listing. Members book rooms, raise requests, pay invoices, open doors, join events and take part in challenges without ever learning the name of the software underneath. Which is the point.
- Book a meeting roomLive availability, credits applied
- Raise a service requestWith a photo, tracked to closed
- Open the doorAccess from the membership
- Community feed and eventsRSVP, attendance, reminders
- Challenges and step countsSynced from Health and Google Fit
- Invoices and paymentsPay in the app, receipts stored
- Order from the cafeCharged to the account
- Visitors and passesInvite a guest before they arrive
Step challenges pull from Apple Health and Google Fit with the member’s permission, so a wellness challenge scores itself instead of running on a WhatsApp group and an honour system.
The billing run that used to take three days
Rent, meeting room overage, parking, cafe and one-off charges land on one invoice against the right legal entity, with the right tax, on the date you set. Then it chases itself, and when the money arrives the bank line is matched against it.
- Whole-centre billing run
- One clickWhole-centre billing run
- And multi-currency
- Multi-entityAnd multi-currency
- Tax that is actually correct
- India GST with CGST, SGST and IGST plus e-invoicing and IRN, VAT, and US sales tax. Determined by where the centre is and who is being billed, not by a field somebody remembered to change.
- Collections that do not need a person
- Reminders on your schedule over email and WhatsApp, payment links through your own Razorpay or Stripe account, and a receivables ageing you can trust because it is built from the same ledger.
- Reconciled to the rupee
- Import the bank statement and it matches against invoices, receipts and advances, including part payments and TDS. Credit notes, refunds and on-account balances all post to the customer ledger.
- Current
- 62%
- 1 to 30 days
- 24%
- Over 30 days
- 14%
Collected within the billing month, as a share of invoiced. Payment reminders, part payments and bank reconciliation all post to the same ledger, so this number is the ledger rather than a report somebody assembled.
Rental agreements signed on the phone, filed with their audit trail
Generated from the accepted proposal, so the term, the deposit, the lock-in and the escalation are already in the document. Sent for e-signature, countersigned, and stored against the member record where anybody with permission can find it in a search.
- E-signed, on any device
- Both sidesE-signed, on any device
- Timestamped audit trail
- Every eventTimestamped audit trail
- Your paper, your clauses
- Your own agreement template with the commercial terms merged in. Custom fields for the clauses your legal team will not give up, and a version history so you always know which text was signed.
- The terms keep working after signing
- Lock-in, notice period and the annual escalation are live data, not text in a PDF. The escalation applies on its date. The renewal is flagged before the notice window closes.
- Signing changes the building
- An executed agreement creates the membership, allots the seats, raises the deposit invoice and issues door credentials. That chain is the reason the agreement lives in the same system as the floor.
Service requests, assets and inspection rounds that leave evidence
A member raises a request from the app, it routes to the right team with an SLA on it, and it closes with a record. Preventive upkeep is scheduled against the asset rather than remembered. DeskOS Inspect puts the round itself on a phone.
- Routing and escalation
- SLA-trackedRouting and escalation
- Inspection rounds
- Geo-stampedInspection rounds
- Requests with an owner and a clock
- Categories, teams, priorities and escalation paths you configure once. The member sees status without asking, and the front desk stops being a message relay.
- DeskOS Inspect on the floor
- The daily walk as a checklist on a phone, with photos, timestamps and location. A failed check becomes a ticket on the spot, assigned before the person doing the round has left the corridor.
- Assets that tell you first
- AMC dates, service history and preventive schedules against each asset. The reminder arrives before the failure, which is the entire difference between maintenance and firefighting.
Preventive work raises its own ticket on schedule and lands on the same board as a member complaint, because the floor does not care which one it was.
- Washrooms, Level 3
- Pantry stock
- Fire extinguisher, tags
- AC filter, Cabin 4B
- Emergency lighting
Photo attached. Ticket SR-2291 raised and assigned to maintenance.
You know your revenue per seat. Do you know your cost per seat?
Rent, electricity, housekeeping, pantry and repairs captured against a fixed category taxonomy and against a location, so cost per seat is a number you can put next to revenue per seat instead of an estimate somebody does once a year.
- Cost, not just revenue
- Per locationCost, not just revenue
- On every consumable
- Reorder pointsOn every consumable
- Categories that survive a rename
- A locked analytics taxonomy underneath your own labels, so a category renamed this year does not break the comparison with last year. Multi-location reporting works because everyone is counting the same way.
- Purchase order to goods receipt
- Raise the PO, receive against it in full or in part, and stock updates itself. Vendors, approvals and interstate tax handled, including the partial deliveries that break a spreadsheet.
- Stock that reorders before it runs out
- Coffee, paper, cleaning supplies and consumables tracked with reorder points. The alert arrives while there is still stock, not on the morning the pantry is empty.
- Rent and CAM
- ₹9.8L
- Electricity
- ₹3.7L
- Housekeeping
- ₹2.2L
- Pantry and consumables
- ₹1.5L
- Repairs and upkeep
- ₹1.0L
Categories are fixed at the platform level, so a report across four centres does not have to reconcile five spellings of “electricity”.
Goods received against the order, not typed in again. Partial deliveries and price differences are the normal case, so they are handled rather than worked around.
The portfolio answer, without exporting anything
Occupancy, MRR, revenue per seat, churn, collection rate and lead conversion, live and comparable across every location. Because it is one system, the occupancy number and the invoice number come from the same place, which is why they finally agree.
- Not last month, exported
- LiveNot last month, exported
- Or the whole portfolio
- Any centreOr the whole portfolio
- The numbers a board asks for
- MRR and its movement, revenue per available seat, retention and churn, quarterly fill, ageing receivables. Grouped by centre, seat type, product or company, and cut the way you actually run the business.
- Insights that come to you
- Seats vacant longer than they should be, revenue concentrated in one account, renewals ahead with their risk attached. Surfaced on the dashboard rather than waiting for somebody to go looking.
- Only the people who should see it
- Financial data is permission-gated down to the field. A centre manager runs their floor without seeing the P&L, and you do not maintain that with two logins.
- Dedicated desks
- ₹11.4L
- Private cabins
- ₹7.6L
- Meeting rooms
- ₹2.6L
- Day passes
- ₹1.1L
- Cafe and add-ons
- ₹0.7L
Meeting rooms and add-ons are usually the under-priced half of a portfolio. This is the view that shows it.
The work nobody should be doing by hand, doing itself
Build the rule once, in a visual canvas, with branches and conditions on your own data. Invoice raised, payment overdue, agreement expiring, seat vacant for thirty days, member checked in for the first time. Then it runs, and it tells you if it ever stops.
- Triggers, conditions, branches
- Visual builderTriggers, conditions, branches
- A stalled workflow raises an alert
- WatchedA stalled workflow raises an alert
- Triggers on real operational events
- Not a calendar. The events that matter in a flex space: notice given, invoice overdue by nine days, agreement inside its notice window, occupancy below target, ticket past its SLA.
- Reaches where your members already are
- WhatsApp, email and in-app, plus webhooks and n8n for the systems that are yours rather than ours. Delivery is recorded per channel, so "it was sent" is a fact and not an assumption.
- AI agents you can hand the pipeline to
- Agents that answer enquiries, book tours, chase payments and handle routine questions at 11pm. They act inside a role you define, every message and price is logged against the record, and your team can take over a conversation in one tap.
You are not on a spreadsheet. You are on something that stopped being enough
If you run OfficeRnD, Nexudus, Optix, Spacebring or Cobot, you already know what this category does, so we will skip that part. Here is what operators moving to DeskOS say they came looking for.
Leases, not just memberships
Already standardRecurring memberships and plans
On DeskOSRental agreements generated from the deal, e-signed by both sides, with lock-in, notice, deposits and an annual escalation that applies itself. Managed offices and enterprise floors are the normal case here.
The cost side of the P&L
Already standardRevenue, invoices and receivables
On DeskOSExpenses against a fixed category taxonomy, consumables with reorder points, purchase orders and goods receipt. So you can put cost per seat next to revenue per seat and know if a location makes money.
An app for your own team
Already standardA member app and a browser for staff
On DeskOSA full admin app. Approvals, live numbers, requests and check-ins on your phone, with your real permissions. Ask the vendor you are on today to show you theirs.
We will not tell you what another product cannot do, because their release notes are not ours to summarise. Take this list into your current vendor’s next call and ask. That is a fair test and we are happy to be judged by it.
Your old contract is on us
Still tied into another platform? We will buy out your contract. Contact us to know more.
Run by operators who stopped reconciling and started operating
Coworking brands, managed office operators and landlords running flex floors, across India, the Middle East, Europe and South East Asia. Single sites and multi-city portfolios on the same platform.
Customer logo wall: 8 to 12 operator logos, single colour, evenly sized on the optical baseline
Source: Marketing brand assets, whichever customers have agreed to be named
Greyscale at 60% opacity, going full colour on hover. Only logos we have written permission to use.
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Ask for the number they replaced: how many tools they cancelled, or how much time the finance person got back each month.
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Ask about the first billing run on DeskOS versus the last one on the old stack.
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Ask what they can now see across the portfolio that they could not see before.
The six questions everybody asks on the second call
Switching the system a business runs on is a real risk and pretending otherwise helps nobody. Here is what moving actually involves, answered up front rather than on a call.
We are mid-year. We cannot stop to migrate.
You do not stop. Members, companies, seat allotments, running subscriptions and outstanding invoices are imported from whatever shape they are in: an export from your current platform, or the spreadsheet nine people have edited. Most single-site operators are live inside a week, and you can run both systems in parallel until you are satisfied.
Our front desk will not use another system.
They use one screen instead of four, and it is the screen their actual job happens on. Training is per role rather than one long demo: the front desk learns the front desk, finance learns collections. New joiners get a session later, because flex space has turnover.
We already have access control hardware.
Keep it. Supported readers, turnstiles and biometric devices are linked to the membership rather than re-enrolled, so nobody queues the whole building at a reader on go-live day. You stop paying for the vendor software, not for the metal.
We run several legal entities and two countries.
That is the normal case here, not an enterprise edge case. Multiple billing entities, per-entity payment gateways, per-org currency and the tax regime of the country each location sits in. India GST with e-invoicing, VAT, US sales tax.
What happens to our data if we leave?
It is yours and it is exportable for the whole time you are a customer, not just at the end. There is no hostage clause and no export fee. A platform that has to trap you is telling you something.
We are too small for something this big.
Basic exists for exactly this. One location, up to a hundred seats, the operational core without the modules a hundred-seat space does not need yet. Moving up later is a billing change, not a migration, because it is the same platform with more of it switched on.
A week, not a quarter
Onboarding is five steps and you can run them yourself or have us run them with you. Either way we are on the call for your first billing run, because that is the moment that decides whether a migration went well.
See it on your own floor plan
Bring one floor and last month of invoices. We will set it up live and you can decide from there.