KoopDesk

Overview

KoopDesk is open-source software for coworking operators who need desk reservations, member billing, and EU e-invoicing in a self-hosted web app. It is best suited to teams comfortable running their own installation; its booking and invoice workflows are practical strengths, while single-tenant deployment and payment setup narrow its appeal.

Key features

Operators can draw floorplans, and members can reserve desks from a live map showing seat availability. This is useful when members need to choose a specific spot, rather than simply request access to a space. Membership types cover hot desks, dedicated desks, and private offices, with monthly or yearly cycles.

Invoices can be created as drafts for review on each member’s cycle or issued automatically. Drafts preserve an approval step; automatic issuance cuts recurring billing work once configured. Exports include PDF and EN 16931 UBL XML for RO e-Factura (CIUS-RO), XRechnung, or Peppol BIS 3.0, making the invoicing workflow relevant to operators who use those formats.

Stripe can charge saved member cards for issued invoices, but payments remain off until Stripe keys are configured. HMAC-signed webhooks cover member, invoice, and reservation events, with retries and a delivery log—useful for connecting those workflows to other services. KoopDesk is described as one container with SQLite on a volume and TLS through a proxy or Kamal. Backups can be copied as SQLite files or managed with Litestream. Its Rails 8, SQLite, and Hotwire stack needs no Redis, Postgres, or Node build step, but hosting and operational responsibility remain with the operator.

Pricing

KoopDesk’s MIT-licensed open-source plan costs nothing and is self-hosted and single-tenant. There is no recurring software fee, but the operator must run the installation. The plan has no stated seat or quota cap; each installation is independently controlled rather than shared across tenants. The maker presents it as free software, not a hosted service.

Platforms

KoopDesk is available as a self-hosted web application. Its single-tenant design means each installation is controlled independently, so it suits operators who want to manage their own deployment rather than use a shared multi-tenant service.

Who it's for

KoopDesk makes sense for coworking operators who want interactive desk reservations, recurring membership cycles, and EU e-invoice exports, and who can manage self-hosting and configure Stripe if they want card payments. It is a weaker fit for operators seeking a managed service, multiple tenants in one installation, or payments that work without configuration.

Pros and cons

• Pros: Live floorplans show seat availability and let members book specific desks, supporting spaces where desk choice matters.
• Pros: Draft or automatic cycle-based invoicing and exports to several named EU formats combine recurring billing with regional e-invoicing needs.
• Pros: The open-source plan costs nothing, and the maker describes a compact deployment using SQLite without Redis, Postgres, or a Node build step.
• Cons: Self-hosting leaves deployment and backups to the operator rather than providing a hosted workspace service.
• Cons: Single-tenant installations do not provide a shared multi-tenant setup.
• Cons: Stripe payments require configured keys and remain off otherwise.

Alternatives

For a coworking software comparison, see Coworking Space Management Software; for booking-focused options, see Room Booking Software.

Choose Deskie instead if you want a paid product with a free trial and a stated entry plan for spaces with 15 members or less: Starter costs $49 a month. Cobot is another paid option with a free trial; its Cobot External Bookings plan costs $19 a month and includes unlimited bookings and resources, while KoopDesk is free but self-hosted.

Digicuro offers paid enterprise pricing with flexible contracts. Pickspace uses custom pricing and invites businesses to book a demo. Coworks, DeskOS, Engage Apps, and essensys Operate are other alternatives.

Verdict

KoopDesk is a strong fit for a coworking operator who wants live desk booking, membership-cycle billing, and EU e-invoice exports without a software charge, and is prepared to run a self-hosted installation. Look elsewhere if you need managed hosting, multi-tenant operation, or card payments without configuring Stripe.