The problem
Monthly billing at a coworking space means invoices for every member, matching bank transfers and chasing the late ones. With 60 members, that's about 10.5 hours a month. And when a member leaves owing a month, the money is usually gone: one $266£200€238A$384C$376 loss every 2 months is $133£100€119A$192C$188 a month.
What the AI does
Nexudus is coworking management software; its pricing page lists invoicing, card payments and Direct Debit in every plan. With its GoCardless integration, Nexudus says members' invoices are collected automatically by Direct Debit on the due date and marked as paid in Nexudus once the payment succeeds. You check the invoice run each month and deal only with the few payments that fail.
A worked example
A coworking space in Sheffield has 60 members on monthly desk and office plans averaging $266£200€238A$384C$376. The manager moves billing from spreadsheets and bank transfers to Nexudus, and asks every member to set up a Direct Debit through GoCardless.
Before
About 10.5 hours a month on invoices (5 hours), matching transfers (3 hours) and chasing 10 late payers (2.5 hours), plus about $133£100€119A$192C$188 a month in unpaid fees
After
About 1.5 hours a month checking the invoice run and 2 failed payments; members paying by Direct Debit on the due date
What it's worth
About $432£325€387A$624C$611 a month: 9 hours saved at an assumed $33£25€30A$48C$47 an hour ($299£225€268A$432C$423) and about $133£100€119A$192C$188 of unpaid fees avoided. The cost is about $342£257€306A$493C$483 to $363£273€325A$524C$513 a month: Nexudus at $166£125€149A$240C$235 for up to 79 active users ($188£141€168A$271C$265 for 80 to 149), plus GoCardless Standard fees of 1% + 20p a payment, about $2.93£2.20€2.62A$4.22C$4.14 on a $266£200€238A$384C$376 invoice, so about $176£132€157A$253C$248 for 60 members. Nexudus also runs bookings and the member portal, so billing isn't the only return on it.
How to set it up
- Start Nexudus's 21-day free trial and set up your plans and prices.
- Connect GoCardless to Nexudus and ask each member to set up their Direct Debit.
- Run the first month's invoices alongside your spreadsheet and check every member's amount.
- Make Direct Debit the default for new members in your terms.
- Each month, check the invoice run before the due date and follow up any failed payment the same day.
What goes wrong
- Nexudus collects automatically only once a member has given valid payment details. Chase anyone who hasn't set up their Direct Debit before the first run.
- GoCardless charges per payment, excluding VAT; on 60 members that's more than the software. Check the fee against what you lose to late payment now.
- Nexudus prices by active users, which can include day-pass and meeting-room customers invoiced in the last 30 days, not just members.
- Direct Debit payments take a few working days to arrive. Don't release a new office until the first payment has cleared.