CRM for coworking spaces: from the first question to a renewal a year later.
A coworking manager gives tours, answers Direct, issues invoices and keeps an eye on meeting rooms at the same time. A CRM takes over the routine: collects every lead, reminds about tours and renewals, generates company invoices and shows occupancy for each space.
A coworking space sells two different things: membership and one-off services. Membership is a pipeline with a tour, a trial day, a contract and monthly renewal. One-off services are day passes, meeting room hours and event hire. Usually all of this lives in Direct, the manager’s WhatsApp and a member spreadsheet, so nobody knows how many tours turned into contracts or how many members will leave at month end.
A CRM for a coworking space links sales and operations: every lead gets a source and a product, a tour gets a time and an owner, a member gets a plan, an end date and a company. A week before the plan ends, the CRM sends a reminder with a payment link, generates an invoice for companies and closes the task once paid.
Event hire gets a separate pipeline with the event date, capacity, estimate and prepayment. Management sees desk and office occupancy, tour-to-contract conversion, churn and revenue by product on one screen.
What we set up in a coworking CRM.
Lead → tour → trial day → proposal → contract → payment. Each stage has a manager task and a WhatsApp message template.
Website forms, Instagram Direct, WhatsApp, calls, 2GIS and ad leads — in one feed tagged with source and product.
A plan end date for every member, a reminder 5–7 days before, a manager task on non-payment, reasons for leaving for analytics.
A company invoice is generated from the member card and passed to 1C; the act and electronic invoice are issued without manual entry.
Date, format, headcount, equipment, estimate, Kaspi prepayment, contract. A separate owner and a separate report.
Who sits where, which offices are free from which date, how many desks are taken per plan — without a separate spreadsheet.
A Kaspi Pay link for a day pass, meeting room hours or renewal right from the chat; payment is marked in the deal automatically.
Occupancy, tours and conversion to contract, membership MRR, churn, hall and meeting room revenue by month.
Pipelines and automations.
- “Members” pipeline: lead → tour → trial day → contract → payment
- “Companies” pipeline: office request → office match → proposal → contract
- “Halls and events” pipeline: date → estimate → prepayment → event
- “Renewals” pipeline: plan ends → reminder → payment
- Tour and trial day reminder automation
- Automatic invoice generation for companies
- Manager task when “no reply in 15 minutes”
- Survey after the trial day and when a member leaves
- End-to-end analytics by ad campaign and source
How implementation works in a coworking space.
- Audit — 2–3 days: we map the path from lead to contract, the plans, the current member spreadsheet and how invoices are issued. You get a pipeline diagram and an estimate.
- Setup — 1–2 weeks: member, company and hall pipelines, plan and end-date fields, WhatsApp templates, channel connections.
- Data migration — current members with plans and renewal dates, so reminders work from day one.
- Integrations — 1–2 weeks: 1C for invoices and e-invoices, website and booking, Kaspi payments.
- Training and support — managers and admins, a month of adjustments based on real work, then support on request.
amoCRM, coworking software or a custom CRM.
amoCRM or Bitrix24 — a quick start for a single space: pipelines, chats, tasks, renewals. Desks and bookings are tracked with fields and a separate calendar.
Specialised software (Nexudus, Optix and similar) — strong in bookings, access and billing, but usually unaware of Kaspi, invoices to LLPs and e-invoices. We connect it to a CRM for sales and to 1C for accounting.
A custom CRM on Next.js and PostgreSQL — for a network of spaces or a business centre that needs floor plans, access, billing and a member portal in one system. From ₸1,500,000; we decide after the audit.
What affects the implementation price.
Basic amoCRM or Bitrix24 implementation for one space: member and hall pipelines, channels, renewal reminders, training — ₸350,000–600,000, 2–3 weeks. With 1C integration for invoices and e-invoices, telephony, booking and end-to-end analytics — ₸600,000–1,000,000, 4–6 weeks. A custom CRM for a network of spaces — from ₸1,500,000. CRM and WhatsApp API licences are paid to vendors separately.
Base prices and options are on the CRM and automation page.
The short version.
How much does a CRM for a coworking space cost?
Basic implementation with pipelines, channels and renewal reminders — ₸350,000–600,000. With 1C, telephony and booking — ₸600,000–1,000,000. amoCRM or Bitrix24 licences are separate.
Can we issue company invoices straight from the CRM?
Yes. The invoice is generated from the member card according to the plan and sent to 1C, and accounting issues the act and e-invoice without retyping data. Payment is marked in the deal.
How does a CRM help retain members?
All plan end dates are visible, reminders go out in advance, and the manager gets a task if a member has not paid. When someone leaves, the CRM records the reason — after a couple of months it is clear what to fix.
We already use coworking software. Why a CRM?
Management software handles people who are already members. A CRM handles those still choosing: leads, tours, proposals to teams, event hire. We connect the two so a new member enters the system without manual entry.
When will we see results?
The unified pipeline and tour reminders work from the first week. The effect of renewal reminders shows in the first billing month, churn analytics after 2–3 months.
Same service for other industries
Members leaving unnoticed? Describe how you handle sales and renewals — we will propose a scheme and estimate.
Tell us how many members and spaces you have, how you issue invoices and whether you already have a CRM or coworking software. We will reply with an implementation plan within 1–2 business days.