Coworking space invoice template
Coworking space invoice template: the monthly desk, meeting-room hours beyond the plan, printing and the business address service on separate lines.
Templates by industry
- Dedicated desk, monthly membership
- Meeting room, 6 hours
- Printing and scanning, 120 pages
- Business address and mail handling, quarterly
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Dedicated desk, monthly membership" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Business address and mail handling, quarterly". Confirm actual use, supplied extras and the return or service-completion record.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A coworking invoice mixes a fixed monthly fee with charges that depend on use: meeting-room hours beyond the plan, pages printed, a business address with mail handling. The membership is often held by a person while a company pays for it, which is the first thing an accounts department checks. The desk fee, the extra room hours, printing and the address service are separate lines; the billed company, the member and the period go in the notes.
Fields to prepare
- Deliverables and line items
- Dedicated desk, monthly membership, Meeting room, 6 hours, Printing and scanning, 120 pages, Business address and mail handling, quarterly: record the quantities actually supplied and the service period.
- Dedicated desk, monthly membership
- Name the plan, the desk number and the month it covers; a desk fee billed to a company should also name the person who sits there.
- Meeting room, 6 hours
- Show only the hours beyond what the plan includes, with the dates booked, so members can check them against their own calendar.
- Printing and scanning, 120 pages
- State the price per page and the dates of the counter reading; the printer counter is the one number a member cannot check for themselves.
- Business address and mail handling, quarterly
- Say what the address service covers, such as the address on letterheads and the receipt of letters, and the period it is paid for.
- Booking and period
- Identify the venue, equipment or service, quantity, and the start and end of use.
- Included services and extras
- Agree the included use, transport or staff, and units and charges for extra use.
- Scope to agree
- Name the member and the company that is billed, the plan and desk number, how many meeting-room hours the plan includes and how many were used beyond them, and the period the monthly fee covers.
Before sending
- Does “Dedicated desk, monthly membership” show the quantity actually supplied, not the quantity first quoted?
- Is “Meeting room, 6 hours” charged at the rate the customer agreed to, with any change approved?
- Is “Printing and scanning, 120 pages” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Business address and mail handling, quarterly” show the quantity actually supplied, not the quantity first quoted?
- Check booking-change and cancellation terms and amounts already paid.
- Name the person who confirms the return or completion time and condition.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Dedicated desk, monthly membership | 1 × $320.00 | $320.00 |
| Meeting room, 6 hours | 6 × $18.00 | $108.00 |
| Printing and scanning, 120 pages | 120 × $0.10 | $12.00 |
| Business address and mail handling, quarterly | 1 × $45.00 | $45.00 |
| Subtotal | $485.00 | |
| Sales tax (8%) | $38.80 | |
| Total | $523.80 | |
Net amount $485.00, sales tax $38.80, total payable $523.80.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
Should the person and the company both appear on the invoice?
Put the paying company in the billing details and the member who uses the desk in the notes. The accounts department then has what it needs, and the member sees that the invoice belongs to their desk.
How do I bill a member who joins in the middle of the month?
Show the first month as a part-month line with the dates it covers and the pro-rata rule you use, then bill full months from the next invoice. The rule should already be in your membership terms before the first invoice.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $38.80 on a net amount of $485.00, for a total of $523.80. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Coworking space invoice template: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.