Leading The Flexible Working Evolution Through The Crisis

Managing a scaling flex space business could be tough, especially when you operate multiple locations. When your business grows the scope of operational tasks expands. Usually, new processes appear and it becomes more difficult to juggle them all while keeping efficiency high. Also, day-to-day tasks become more complicated and there’s a lot more chance for human error.

But there are various management software solutions that can be extremely helpful for flex spaces trying to grow their business. Choosing the right management software for your flex space could be tricky because there isn’t a one-size-fits-all solution. But if you are clear about your business objectives, you’ll be able to find the right technology stack for you.

Below you’ll find some of the best coworking systems that cover various operational aspects – from accounting to billing to coworking member apps.

Billing and accounting


Xero is accounting software that automates invoicing, bank reconciliation, and bookkeeping. It allows you to save a lot of time and effort and eliminate the chance for human error. Also, you get a real-time view of your cashflow. The software supports multi-currency management so this makes it perfect if you manage locations in different countries. You can get even more out of it if you integrate it with a management platform for flex spaces.

QuickBooks Online

QuickBooks is another cloud-based accounting solution that accepts and manages payments, bills, and payrolls. The system allows you to access and manage your books from multiple devices anytime you choose. And this could be a great convenience when you operate multiple sites. You can also create different levels of access for your team members.


Stripe is known as one of the most popular payment gateways for many businesses. And the flex space industry is not an exception. It’s a cloud-based software that allows you to accept payments and manage your business online. The platform is also known to maintain an extreme level of security to keep payments safe.


For some regions of Asia the popular payment gateways don’t fit that well. And here’s where Omise helps. It’s a payment gateway that covers perfectly the needs of countries like Thailand, Japan, and Singapore. Like every other payment provider, Omise enables both online and offline payments and works even better if you integrate it with a coworking management platform.

Door access


touchless door access

Kisi is a cloud-based access system that provides frictionless and safe access control. The software supports remote access management from anywhere, anytime. One of the coolest features is the ability to create access groups and add new members with an email address. You can also integrate Kisi with various coworking apps and management software solutions you already use. Moreover, the various touchless solutions offered by the company are among the most helpful apps for flex spaces in the post-COVID world.


SALTO KS is a cloud-based access control management software that allows smart access control for flex spaces. The system allows operators to control the level of access and have visibility on who goes where and when in a building. Ultimately, the system allows you to simplify operations, analyze valuable behavioral data which helps you get to know your customers better.



ezeep is a printing software solution that allows you to print with any device, from any of your sites to any printer. By managing printing from the cloud it streamlines the process and gives a lot of freedom and autonomy to your team and your community. The system also maintains a high level of security when printing sensitive information by adding authentication to any printer before a print job comes out. You can also set up printing rules and limits to the different devices or members.

An extra tip: As printing experts, they also wrote a great article giving advice on finding the best printer for your flex space.


PaperCut is another great print management software that minimizes waste while providing a secure and easy printing experience. The system is a cloud-based one and helps flex spaces of all sizes facilitate printing operations via document storage, activity tracking, task administration, reporting, and more.

Operations, sales, and marketing


officernd management software flex spaces

OfficeRnD is a management software for flex spaces that helps them automate administrative tasks and improve the experience for the community. The platform manages various processes like billing, meeting room bookings, memberships, and more. It also enables flex spaces to make data-driven decisions about their business by keeping track of key business like occupancy and utilization. OfficeRnD comes both as a web platform and a suite of mobile apps. Plus, it integrates with the rest of the solutions mentioned in this post so you don’t have to manually sync all your systems and data.

If you are wondering if OfficeRnD is the right fit for your space, you can check our guide to choosing a management platform for your flex space.


Zapier is one of the most useful software solutions for flex spaces. It connects more than 1500 apps allowing you to automate and sync all your essential coworking systems. Zapier moves the info between these apps automatically, so you don’t have to waste precious time to manually do that. You can automate and sync plenty of processes within your operational scope – from pre-sales and onboarding to active and former member stage.

Capsule CRM

Capsule CRM is an online CRM that allows you to manage your sales process, keep track of all the necessary data during customer onboarding, and get a holistic view of your business performance. It helps you keep all sales communication in one place, segment your audience (lead, customer, vendor, etc) and import and export data. Ultimately, it helps you build stronger customer relationships, make more sales, and save time.


Hubspot is another great CRM that can help you keep track of your pipeline. The platform offers a full-stack solution for marketing, sales, and customer service. It helps you streamline lead management and have all communication in one place. Also, it allows you to segment your contacts based on different characteristics. Moreover, Hubspot is the crème de la crème in terms of marketing and sales knowledge resources offering plenty of free online courses, ebooks, and blog posts.


Syncaroo is a brand new platform that allows you to sync and update your listings on online platforms automatically. The process is pretty simple – you register in Syncaroo, choose your workspace management system, and then connect your listing accounts in a few clicks. You can also automatically update your current COVID-19 lockdown status which could be extremely useful in the current situation. You can learn more about what data can be synched here and more about the platform itself here.

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