Free guide
Coworking Maximum Revenue
Unlock hidden streams of revenue other than Virtual Office.
- Revenue lines most operators already have the space and staff for
- What to charge for it, and what operators actually get away with
AI-first operations
The coworking management software your whole operation runs on
From the first WhatsApp enquiry to a signed agreement to next month's invoice, on one record.
- Leads, proposals and rental agreements, e-signed
- Memberships, invoicing and collections
- Access control, meeting rooms and service requests
- Agents and workflows doing the chasing in between
30 minutes, run on your own floor plan and your own numbers.
Nova Workspace, Bengaluru
Level 3Search anything
Sales agentLive
WhatsAppRavi Menon
Hi, do you have 8 desks available from the 1st?09:12
We do. 8 dedicated desks on level 3, ready from the 1st. Want to see the floor on Thursday?
09:12
Ravi Menon
Thursday 4pm works. Send the pricing too.09:18
Deal progress
Enquiry captured
Qualified by agent
Tour booked
Proposal sent
Agreement signed
Live status238 seats
OccupiedOn noticeVacant
Occupancy87%+4.2%
Invoiced this month₹18.4L+11%
Collected₹16.1L
Open service requests3
50%
Less admin time
40%
Better retention
4x
Faster onboarding
1
System of record
One system of record
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.
How it runs today6 places to update
- 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
How it runs on DeskOS
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.
A member gives notice
- 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
A proposal is accepted
- 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
One record
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.
Day 001 / 6
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.
Leads and CRMAI agent
- Company
- Ardent Labs
- Requirement
- 12 dedicated desks
- Move in
- 1 Aug 2026
- Source
- WhatsApp, inbound
Day 202 / 6
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.
ProposalsRate cardAutomation
- Monthly
- ₹1,44,000
- Term
- 36 months
- Escalation
- 5% each year
- Status
- Accepted
Day 403 / 6
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.
AgreementsE-signatureSeatsBilling
- Agreement
- AGR-0412
- Signed
- Both parties
- Deposit
- ₹4,32,000 invoiced
- Seats
- 12 allotted, Level 3
Day 804 / 6
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.
Access controlMember appOccupancy
- Door access
- Level 3, 24x7
- Member app
- 9 users active
- Meeting credits
- 20 hrs a month
- Occupancy
- 87%, up 4.2%
Every month05 / 6
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.
InvoicingPaymentsReconciliation
- Invoice
- ₹1,89,036
- Tax
- CGST + SGST, e-invoiced
- Reminders
- 2, sent automatically
- Reconciled
- Matched to bank
Month 3406 / 6
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.
AnalyticsRenewalsAlerts
- Renewal due
- in 41 days
- Health
- Renewing
- Rent now
- ₹1,58,760
- Lifetime value
- ₹58.2L
Ardent Labs Pvt LtdLead
Day 0
An enquiry arrives at 11pm
- Company
- Ardent Labs
- Requirement
- 12 dedicated desks
- Move in
- 1 Aug 2026
- Source
- WhatsApp, inbound
Modules reading this record
Leads and CRMAI agent
On the phone
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.
9:41DeskOS Hub
Nova WorkspaceTODAY
Occupancy
87%
Collected
₹2.4L
Checked in
164
Past SLA
1
Needs you
18% discount on Ardent Labs renewal. Above your 15% threshold.
ApproveDecline
Leads today
94 tours booked
Proposals sent
6₹8.4L in play
Electricity, last week+4%
3,976units
MTWTFSS
Inspect, round 41Complete
46/48
2 issues raised, photos attached, both assigned
SR-2291 past SLA, Level 3 AC
2 visitors waiting at reception
₹84,000 overdue, 3 invoices
HomeLeadsFloorMoneyMore
DeskOS HubiOS and Android, for your team
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.
Your brandPublished on the App Store and Play Store
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.
9:41Your brand
Good morning, Meera
Book a room6 free now
09101112131415
Boardroom, Level 32 of 20 credits
October step challengeDay 12
Meera K.11,240
Arjun S.9,870
You9,110
Dev P.7,600
RequestsEventsInvoices
HomeBookCommunityHelp
Free downloads
Two things worth having, whether or not you ever buy anything
One is about the money you are leaving on the floor. The other is about the day itself, written as a list your team can tick. Both are short, both are written for an operator rather than for a search engine, and both arrive by email in about a minute.
Free checklist
Coworking Daily Checklist
Tasks to do every day to ensure customer satisfaction.
- The open, midday and close routine, written as a list your team can tick
- What to check before members arrive, and what never to leave to tomorrow
Invoicing and collections
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.
Invoice INV-2026-0841Nova Coworking Pvt Ltd
Ardent Labs Pvt Ltd
GSTIN 29AABCA1234F1Z5
12 dedicated desks, Level 3
Aug 2026
Meeting room overage, 6 hrs
Jul 2026
Parking, 3 bays
Aug 2026
Subtotal₹1,60,200
CGST 9%₹14,418
SGST 9%₹14,418
Total₹1,89,036
e-Invoice IRN generatedRazorpayAuto-sent on the 1st
Receivables
₹4.2Loutstanding
- Current
- 62%
- 1 to 30 days
- 24%
- Over 30 days
- 14%
Raised this month₹18.4L
Collected₹17.9L
Reminders sent14, automatically
Collection rateLast 6 months
97%
MarAprMayJunJulAug
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.
Agreements and e-signature
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.
Agreement AGR-0412Ardent Labs Pvt Ltd
Licence agreement
12 dedicated desks, Level 3, Nova Workspace
For Ardent Labs
Priya Naire-signed
For Nova Coworking
Arjun Raoe-signed
Fully executedStamped copy on file
Commercial termsFrom the accepted proposal
Term36 months
Lock-in12 months
Rent, month 1₹1,44,000
Escalation5% each year
Security deposit₹4,32,000
Notice period3 months
Signed, so the rest already happened. Membership created, seats allotted, deposit invoiced, door access granted from the 1st, and the escalation is diarised for year two.
Audit trail4 events
Sent to signatoriesBy agreement agent
Tue 10:04Viewed by Ardent Labs203.0.113.24
Tue 10:31Signed, Ardent LabsPriya Nair, Director
Tue 11:12CountersignedNova Coworking Pvt Ltd
Tue 11:40
Facility management
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.
Service requestsNova Workspace
SR-2291AC not cooling, Cabin 4B
Ardent Labs · raised 12 min ago
SR-2290Printer jam, Level 2
Beacon Studio · raised 1 hr ago
SR-2287Extra chairs for Meeting Room 3
Cobalt Health · raised 3 hrs ago
Median first response9 min
Within SLA this month96%
Assets and upkeepAuto-scheduled
AC service, Level 3Due in 6 days
Fire audit, all floorsDue in 22 days
Water tank cleaningDone 4 days ago
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.
DeskOS InspectRound 41
9:41Level 3 round
Daily checklist4 of 5
- Washrooms, Level 3
- Pantry stock
- Fire extinguisher, tags
- AC filter, Cabin 4B
- Emergency lighting
Failed check
Photo attached. Ticket SR-2291 raised and assigned to maintenance.
Rounds are timestamped and geo-stamped, so a completed checklist is evidence rather than a claim. A failed check becomes a ticket before the inspector has left the floor.
Expenses and consumables
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.
Cost per seatNova Workspace, 238 seats
₹6,900
per occupied seat, this month
Down 12.7%
since March
₹6,900
MarAprMayJunJulAug
Where it goesAug 2026
- 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”.
ConsumablesReorder point set
Coffee beans, 1kgLow, 3 left
A4 paper, reams24 in stock
Hand wash, 5L11 in stock
Purchase orders open2
Awaiting GRN1
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.
Analytics and dashboards
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.
Portfolio analytics4 centres
MRR
₹23.4L+8.1%
Revenue per seat
₹9,830+3.4%
Churn, rolling 3mo
2.1%-0.6%
OccupancyAgainst last year
JanMarMayJul
OccupancyLast year
Revenue by product
- 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.
Renewals aheadNext 60 days
Ardent Labs
12 seats, due in 18 days
Beacon Studio
6 seats, due in 24 days
Cobalt Health
30 seats, due in 41 days
At risk is flagged from usage and support history, not from a date. The nudge to call goes to the owner automatically.
Automation workflows
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.
Workflow: invoice overdueLive at 4 centres
When
Invoice becomes overdue
Due date passed, balance above zero
If
Has the member paid before, on time?
Reads the collection history on the ledger
Yes
Then
Gentle nudge on WhatsApp
Payment link, no escalation
No
Then
Reminder, then escalate
Day 3 email, day 7 to the RM
Done
Payment lands, everything closes itself
Receipt issued, ledger posted, reminders cancelled
Automations running4 of 22
Payment reminder, day 3
2 min ago · 14 runs today
Renewal outreach, T-45
1 hr ago · 6 runs today
Lead gone quiet, day 2
3 hrs ago · 23 runs today
Deposit refund on exit
Yesterday · 2 runs
Every run is logged with what it sent and whether it was delivered. An automation that silently stopped running is worse than no automation, so a workflow that has not fired when it should have raises an alert.
New, DeskOS MCP
Ask your own system a question from Claude, ChatGPT or Cursor
Connect DeskOS to the assistant you already have open and ask in plain English. Occupancy across every centre, what is unpaid past thirty days, what renews next month, which rooms are booked, what is open on the helpdesk. Live from your own data, read only, inside the permissions the person asking already has.
- Nothing can be changed
- Read onlyNothing can be changed
- No extra licence
- IncludedNo extra licence
- The whole operation, not one report
- Seats, members, companies, subscriptions, renewals, invoices, revenue, leads, visitors, service requests and room bookings, all answerable in one conversation because they are one system underneath.
- Your permissions travel with you
- Every question is checked against the same permission code as the console screen it mirrors and fenced to the locations you run. Without financial access, amounts come back blank rather than estimated.
- Connected in a minute, revoked in a second
- Sign in with your normal DeskOS login, approve a consent screen that names exactly what will be readable, and start asking. No API key to paste, and each connection can be revoked on its own.
Your assistantMCP
How full are we across all three centres this morning, and what is unpaid past 30 days?
Across the centres you can see: 612 of 704 desks sold, 87% occupancy. Whitefield is the outlier at 71%, with 34 desks free to sell. Unpaid past 30 days is 14 invoices, and one account is more than half of it.
What is coming up for renewal at Whitefield in the next 60 days?
Live from your own systemNo export, no dashboard
What DeskOS was asked forRead only
Tools called
- occupancyspaces.view
- campusesspaces.view
- invoicesbilling.view
- renewalsrenewals.view
Every call carries the same permission code as the screen it mirrors, then is fenced to the locations this person runs.
Connected asPriya, centre manager
Locations in scope2 of 3
Money in answersHidden
Can change anythingNo
RevokeAny time
The same question from the finance lead comes back with the amounts filled in. The permissions are different, so the answer is.
Already on a platform
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.
What 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.
Switch offer
Your old contract is on us
Still tied into another platform? We will buy out your contract. Contact us to know more.
Operators on DeskOS
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.
Before you ask
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.
01
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.
02
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.
03
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.
04
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.
05
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.
06
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.