Workflow 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.
Recurring work with one owner
In many centres the manager acts as the scheduler. The manager tracks the invoice run, unpaid members, contracts about to end and enquiries that asked for a later call. Automation moves those dates into the system. Absence no longer stops billing.
What runs on a schedule
What stays a human decision
Designing a reminder ladder
A single blunt reminder annoys good payers and misses slow ones. Most operators space three or four messages and change the tone.
Checks before any schedule goes live
A schedule repeats its mistakes every month. Test each one once with real data before trusting it.
Setting up the first month of schedules
Starting small keeps trust. Switch on the invoice run and one reminder, watch a month, then add the rest.
- Month one: invoice batch for review and a single overdue reminder.
- Month two: renewal alerts ahead of each term’s end.
- Month three: follow-up tasks and onboarding steps.
- Always: a named person who reads failures on Monday.
Screens this sits across
- Billing and invoicing: the invoice run and the reminders that follow it.
- Contracts and renewals: the dates that renewal alerts are counted from.
- Coworking CRM: enquiries, follow-up dates and the steps after signing.
Agree the evidence before signing off this part.
Use a representative scenario to decide what this part of the system must show and where review is still needed.
Stop on payment
Can the same receipt be allocated without counting the money twice?
Take an unallocated amount in “Stop on payment” and apply it to the intended balance. Review the remaining amount and the original receipt reference together.
Background reading: ERPNext: payment allocation
Monthly invoice run
Can you explain the balance from its original documents?
Select a partly settled example in “Monthly invoice run”. Ask for the invoice, allocated receipts and remaining balance to be shown together before agreeing the opening figures.
Background reading: ERPNext: outstanding invoices
Frequently asked questions
Do invoices go out without anyone seeing them?
No. The run prepares the batch and you review it before it is sent. A mid-month seat change is easier to catch on screen.
Can we set when reminders go out?
Yes. The schedule is yours, and the first note can differ from the one sent when an invoice is a month old.
Will reminders go on WhatsApp?
Yes, where WhatsApp is connected during set-up, alongside email and SMS.
What does automation not cover?
Judgement. Pricing, disputes, renewals of difficult members and taking another floor stay with you.
Does it need a technical person to set up?
No. Schedules and templates are configured with you during set-up by the GullySystem team in Bengaluru, and later changes are made on request.
What if a member pays by cash at the desk?
Record the receipt at the desk and the reminders for that invoice stop. Most wrong reminders trace back to a cash payment nobody entered.
Can different centres use different schedules?
Yes, where the centres run different billing dates. The schedule is set per centre when your plans are mapped.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
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
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements