Members, GST invoices, rooms, door access and occupancy on one record.
A coworking centre makes money in five places: the member record, the monthly invoice, the meeting room, the door and the occupancy report. When each lives in a different sheet, app or notebook, money leaks between them. Here they hang off one member record. The plan sets the seat, the included room hours, the fob and the tax invoice, and the same record feeds the occupancy view across every centre.
- Plans, floors, cabins and rooms mapped to your centre before go-live
- Current members, contracts and unpaid invoices migrated from your sheets
- Built, hosted and supported by one team, with set-up over remote video sessions
Coworking Space Management Software is what GullySystem sets up for operators, managed office providers and business centres. It covers five jobs on one member record: member management, recurring tax invoices with GST lines, meeting-room and desk booking, door and visitor access, and occupancy and collection reports. Set-up follows your plans, floors and rooms.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and tour
Log the enquiry with its source, whether broker, walk-in or website, and the seats required. Tour notes and the quote stay on one record. Each follow-up carries its own due date.
- 2
Signing and onboarding
The chosen plan becomes a contract with its term, lock-in and deposit. Onboarding creates the member, the seats, the app logins, the mailroom slot and the fob access together, in one run.
- 3
Daily operations
Members book huddle rooms and boardrooms from the app against the hours in their plan. The front desk logs visitors and issues badges. Maintenance requests, from a flickering light to a jammed partition door, become tickets.
- 4
Month-end invoicing
Invoices are raised from each member’s plan, seat changes and any room hours beyond it, with the tax lines your accountant has set for your registration. The batch is reviewed before it is sent by email and in the app, and credit notes follow the same route.
- 5
Payments and reminders
Bank transfers, card payments and wallet payments are marked against invoices as they arrive. Reminders for open invoices go out when you decide, with overage lines shown apart from the seat fee.
- 6
Renewal or exit
Renewal alerts appear before the contract ends. On exit, seats are released, fobs are revoked and the deposit is settled on the same record, with any damage to a pod or partition noted.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Member management from enquiry to exit
One record per member or company holds the enquiry source, tour notes, plan, seats, contract, deposit, payment history and bookings. Onboarding, upgrade, downgrade and exit all start from that page, so the front desk never retypes a name into a second sheet. Renewal dates are visible a quarter ahead.
Learn moreInvoicing and GST for coworking
Recurring invoices are raised from each plan, with prorated seat changes, room hours beyond the plan and the deposit on its own line. The tax lines are configured with your accountant: the rate, the service code, and whether a member gets CGST and SGST or IGST. The batch is reviewed before it goes out, and payments are marked against invoices as they arrive.
Learn moreMeeting-room and desk booking
Live availability for every huddle room, boardroom, phone pod and hot desk, with booking rules per plan. A room cannot be booked twice for the same hour. Hours are counted against the plan, and anything beyond it lands on the next invoice with the room and the slot listed.
Learn moreAccess control and visitor passes
Fob or app access is tied to the membership and to the booking, with separate levels for staff, members and visitors. Visitors are logged against the member who invited them. Access ends on the day the contract ends, because revoking it is a step on the exit checklist and not a favour someone has to remember.
Learn moreAnalytics and reporting on occupancy and collections
Filled seats are set against paid seats, billed against collected, and room use is shown by hour and by floor. The view shows where a floor is full on paper and half empty in practice, and which members use the most room hours for the least fee.
Learn moreSeat, cabin and day-pass plans
Configure daily, weekly and monthly passes, dedicated desks, hot desks, private cabins and corporate packages. Each plan sets its price, included room hours, perks such as printing credit, and renewal terms.
Learn moreMember app
Members book rooms, download invoices, view usage, mailroom parcels and contract details, and read notices from the community team on their phone or browser.
Learn moreContracts and renewals
Build contracts from your templates, store them with version history and sign them online. Renewal alerts go to your team and the member before the lock-in or term ends, so churn is seen in advance.
Learn moreCRM and sales pipeline
Follow every enquiry from tour to quote to signing, with its source and next follow-up date. Quiet leads from brokers and walk-ins are surfaced for follow-up before they go cold.
Learn moreMember tickets
Turn maintenance and support requests, from a bandwidth complaint to a broken espresso machine, into tickets with an owner and a status. Open tickets age on a list.
Learn moreNotices and announcements
Send notices to a whole floor or to a single member from the place their record lives. Event invitations and pantry or mailroom changes go the same way.
Learn moreStaff attendance and payroll
Manage attendance, shifts, leave and salaries for front desk, housekeeping and community teams. A roster covers the reception rota and the early cleaning round.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Resource and Room Booking
Members see live availability for every room and desk, booking rules apply per plan, and a room cannot be booked twice for the same hour.
- Subscription Billing
Recurring invoices are raised from each plan, including seat changes and extra room hours, with automatic reminders for overdue payments.
- Contract Management
Member contracts are built from templates, stored with version history and signed online, with renewal alerts sent before the term ends.
- Lead Management
The community manager follows every enquiry from tour to quote to signing, with its source and next follow-up date.
- Ticket Management
Maintenance and support requests from members become tickets, each with an owner and a status.
- Attendance & Time Tracking
Front desk, housekeeping and community teams have shifts, attendance and leave recorded in one place.
- Payroll Management
Recorded attendance and leave for front desk, housekeeping and community teams feed into monthly salary calculation.
- Dashboards and KPIs
Centre managers compare filled seats with paid seats, room use by hour and peak days by floor or centre.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Automated Follow-Ups for Renewals and Payments
Automated follow-ups send renewal reminders, overdue payment notes and prospect nudges on a schedule you set. The community manager sees what went out, to whom, and which member replied.
Learn moreMember Relationship History for Coworking Teams
Calls, meetings, complaints and requests are kept as one running history for each member, so a new community manager reads the whole story before the renewal conversation begins.
Learn moreMember Feedback Collected and Kept on Record
A short question follows each closed complaint, and a longer form comes before renewal.
Learn moreCoworking Lead Management and Enquiry Tracking
Lead management collects walk-in, broker and website enquiries in one place, each with what was asked for and the next action. A broker’s commission is noted against the member who signed.
Learn moreMember Onboarding Run for New Coworking Contracts
One joining run allocates the seats, creates app logins, grants fob entry and sets up the first invoice. Nothing is left for the front desk to remember on the morning the member arrives.
Learn moreOperating Reports for Enquiries, Tours and Tickets
Operating reports cover the running of the centre rather than the money: enquiries received, what became of them, renewals due and tickets still open, by centre and by month.
Learn moreTask and Activity Lists for Each Team Member
Calls, tours, tickets and renewals are gathered into one list per person.
Learn moreCoworking CRM for Enquiries, Tours and Renewals
The coworking CRM holds the enquiry, tour, quote and signed contract on one record, with the next follow-up dated.
Learn moreContract and Document Management for Coworking Members
Agreements are raised from your own template, signed online and stored against the member.
Learn moreCentre Costs and Collections for Coworking Operators
Rent, power, housekeeping, wifi bandwidth and vendor bills are booked to the building that incurred them, so each centre shows its own margin against member invoices.
Learn moreIntegrations for Coworking Billing, Payments and Access
The module connects to your accounting package, payment gateways, calendars, email, SMS and WhatsApp during set-up.
Learn morePantry Stock and Asset Tracking for Coworking Centres
The module tracks consumables against reorder levels and equipment by tag and location.
Learn moreInternal Jobs and Task Tracking for Coworking Centres
The module tracks fit-outs, servicing, vendor visits and audit preparation.
Learn moreWorkflow Automation for Coworking Operations
The module runs the monthly invoice run, overdue reminders, renewal alerts, follow-ups and onboarding steps on a schedule, so recurring work does not depend on one person remembering.
Learn moreCoworking Operations: Bookings, Billing, Entry and Costs
The operations side holds bookings, invoices, fob entry, assets, documents and building costs together, so the centre manager works from one screen instead of five.
Learn moreCoworking Analytics on Occupancy and Collections
The reports compare filled seats with paid seats, and invoiced amounts with collected amounts.
Learn moreCompliance Records for Coworking Centre Staff
The module keeps appointment letters, wage and attendance records, working hours and registration renewal dates for centre staff in one place, with alerts before a date passes.
Learn moreEmployee Database for Coworking Centres
The module keeps one record per staff member, covering role, posting, pay structure, documents and dates.
Learn moreEmployee Performance Tracking for Centre Staff
The module records goals agreed with centre staff and the work already logged against them.
Learn moreEmployee Self-Service Portal for Centre Staff
Employees open their own roster, leave balance and payslips through a staff portal.
Learn moreLeave Management for Coworking Staff
The module takes leave requests on screen with the balance beside them, and shows the roster of who else is already off, so the reception rota stays covered.
Learn moreStaff Onboarding and Offboarding Checklists
A checklist opens when an employee joins and again when they resign.
Learn moreShift Scheduling for Coworking Front Desk and Housekeeping
The module places reception, housekeeping and maintenance staff across the week.
Learn moreAttendance and Payroll for Coworking Staff
Attendance, overtime, advances and leave feed the monthly salary run.
Learn moreTraining and Development Tracking for Centre Staff
The module records induction, fire drills, first aid and system training per person, with the date each was last done and which certificates are about to expire.
Learn moreWorkspace Management for In-House Offices
The module manages hot desks, bookable rooms, seating and visitors for a company’s own offices.
Learn moreManaged Offices and Private Cabins on Flexible Terms
The module manages managed offices and private cabins let on flexible terms, with the partition layout, the monthly fee and the notice period held on one record.
Learn moreWhat Decides Coworking Software Pricing
No figure is published on this page.
Learn moreMulti-Centre Coworking Management on One System
Each building keeps its own floors, plans, staff and doors. Head office reads every centre side by side, and a member who moves between centres keeps one record.
Learn moreCoworking Software Views for Owners, Managers and Members
Owners, centre managers, the front desk and members all work from one member record, and each sees only the screens, figures and actions that their own part needs.
Learn moreOne system, each person sees their part.
For owners and centre heads
See occupancy, revenue billed and collected, renewals due, churn and open enquiries across every centre, then compare one centre with another on the same page.
For community and centre managers
Run tours and follow-ups, onboard members, raise invoices and manage renewals. Keep an eye on the lock-in dates that fall in the coming quarter.
For the front desk
Check room bookings, issue badges, log mailroom parcels and tickets, and post notices. Greet each visitor against the name the member entered.
For members
Book rooms, see remaining room hours, download invoices and raise requests from the app, without ringing the front desk.
The numbers the owner asks for.
- Occupancy by centre and floor, filled seats against paid seats
- Invoiced, collected and outstanding for the month, member-wise
- Meeting-room use by room and by member, including hours beyond plan
- Contracts ending in the next 30, 60 and 90 days
- Enquiries by source, tours done and seats signed
- Open tickets by type and how long each has been open
Who this is built for.
- Coworking operators with one or more centres
- Managed office providers renting cabins and floors to companies
- Business centres that rent meeting rooms by the hour
- Building owners who have turned a floor into shared offices
- Operators who want workspace management software instead of a booking sheet and Excel invoices
When it is not the right choice.
- A single small space with a handful of regular members, where a shared calendar and invoices from your accounting package work fine
- Operators who only want a door access system without the membership and billing side
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Accounting package
- Bank transfers and payment gateways
- Google Calendar
- SMS
Questions to settle before choosing the system.
Review these scenarios against the product configuration and record anything that still needs to be agreed.
Invoicing and GST for coworking
Can you explain the balance from its original documents?
Select a partly settled example in “Invoicing and GST for coworking”. Ask for the invoice, allocated receipts and remaining balance to be shown together before agreeing the opening figures.
Background reading: ERPNext: outstanding invoices
Analytics and reporting on occupancy and collections
What does one row mean before totals are combined?
Choose one period in “Analytics and reporting on occupancy and collections” and compare it with the source records. Define the date basis and grouping before accepting a total that combines several kinds of entry.
Background reading: Microsoft: reporting grain and relationships
Questions owners ask before a demo.
Can it raise GST invoices every month automatically?
Yes. Invoices are raised from each member’s plan, with seat changes and room hours beyond the plan added. The GST rate, service code and CGST, SGST or IGST split are set up with your accountant, and you review the batch before it is sent.
Can members book meeting rooms themselves?
Yes, from the member app or a browser. Bookings count against the hours in their plan, and overage is added to the next invoice, with the room and the hour listed.
Can we keep our accounting package?
Yes. Invoices and receipts can be exported for your accounting package or linked to it during set-up, so figures are not entered twice.
What does GullySystem decide about GST, and what is left to my accountant?
The system applies the tax lines you configure, prints the member’s GSTIN where you hold it and keeps the invoice trail. It does not give tax advice. Rate, classification of bundled services, input credit and filing are questions for your chartered accountant. Our blog guide on GST on coworking invoices lists what to ask.
Does it work with our door access system?
Often, yes. Access can be tied to membership and bookings where your fob, biometric or app-based turnstile system allows it. Your hardware is reviewed during the demo, before any promise is made.
How do we move from Excel?
Members, contracts, seat allocations and unpaid invoices are imported from your sheets. Dues are checked with you before the first invoice run, one centre at a time.
Does it support more than one centre?
Yes. Each centre has its own floors, rooms and members, and owners see every centre together.
What does it cost?
The figure moves with the number of centres, the modules chosen and the floor-plan work. Door access, payment gateways and the calendar link are separate parts. Members and dues to migrate add effort. No price is published. A demo comes first. A written proposal follows.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Every part, on its own page.
Each page covers one part of the system: what it records, who uses it and what it hands on.
- Automated Follow-Ups for Renewals and Payments
- Member Notices by Floor, Centre or Company
- Coworking Contracts, Renewals and Notice Periods
- Member App for Bookings, Invoices and Requests
- Member Relationship History for Coworking Teams
- Member Complaint Tickets With an Owner
- Member Feedback Collected and Kept on Record
- Coworking Lead Management and Enquiry Tracking
- One Record per Member, from Signing to Exit
- Member Onboarding Run for New Coworking Contracts
- Membership Plans, Seats and Included Room Hours
- Operating Reports for Enquiries, Tours and Tickets
- Sales Pipeline Showing Seats in Play by Stage
- Task and Activity Lists for Each Team Member
- Coworking CRM for Enquiries, Tours and Renewals
- Member Access, Visitor Passes and Exit Day
- Coworking Billing From Plans, Seats and Room Hours
- Meeting Room and Desk Booking for Coworking Spaces
- Contract and Document Management for Coworking Members
- Centre Costs and Collections for Coworking Operators
- Integrations for Coworking Billing, Payments and Access
- Pantry Stock and Asset Tracking for Coworking Centres
- Workspace Utilisation by Desk and Room
- Internal Jobs and Task Tracking for Coworking Centres
- Workflow Automation for Coworking Operations
- Coworking Operations: Bookings, Billing, Entry and Costs
- Coworking Analytics on Occupancy and Collections
- Compliance Records for Coworking Centre Staff
- Employee Database for Coworking Centres
- Employee Performance Tracking for Centre Staff
- Employee Self-Service Portal for Centre Staff
- Leave Management for Coworking Staff
- Staff Onboarding and Offboarding Checklists
- Shift Scheduling for Coworking Front Desk and Housekeeping
- Attendance and Payroll for Coworking Staff
- Training and Development Tracking for Centre Staff
- HRMS for Coworking Centre Staff
- Workspace Management for In-House Offices
- Managed Offices and Private Cabins on Flexible Terms
- What Decides Coworking Software Pricing
- Multi-Centre Coworking Management on One System
- Coworking Software Views for Owners, Managers and Members
Written for this trade.
Practical notes on running the business, not product marketing.
How to Automate a Coworking Space Business
End double-booked meeting rooms and slow month-end invoicing: how coworking operators move desks, members, bookings and tax invoices off Excel.
Learn moreCoworking Billing, Meeting-Room Credits and the Numbers to Watch
Seats that changed mid-month, room hours beyond the plan and invoices nobody chased: how a coworking operator bills correctly and reads occupancy honestly.
Learn moreHow to Run a Coworking Space: The Day, the Week and the Month
What running a coworking centre involves day to day: the opening routine, the meeting room rule, the renewal conversation and the four numbers that matter.
Learn moreHow to price a coworking space in India
Price a coworking space from your own costs: monthly break-even per seat, occupancy you can reach, room income, day passes and the GST on top.
Learn moreMore guides on this page’s topic
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
Related products.
See Coworking Space Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
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