Co-working members pay a monthly plan, but the bill rarely stops there: extra meeting-room hours, guest day passes, printing, mail handling, and lockers all add up. Members want to see their plan, what was included and what they used beyond it, and the space wants a clear, predictable monthly invoice. This Co-working Membership Invoice Template does both, with a member key card hanging from a teal lanyard in the top-right corner.
Co-working Spaces, Shared Offices and Business Centers
It suits co-working spaces, shared office buildings, business centers, maker spaces with memberships, virtual office providers, and studios renting desks. The sample shows The Commons Co-working invoicing a design studio member for a dedicated desk, meeting-room overage, guest passes, printing, mail handling and a locker, with an annual commitment discount.
A Key Card on a Lanyard
From the top edge of the page, two strands of a teal lanyard lead down to a small metal clip holding a deep indigo member card with rounded corners and a soft shadow. The card shows a gold contact chip, three tap-to-enter waves, and THE COMMONS with MEMBER · #1042 in teal. On the left, Membership Invoice is set in bold indigo Plus Jakarta Sans, with the space name and what it offers in teal and the address, phone, and billing email in gray. The footer is an indigo band with a row of small desk-shaped rectangles.
The member block and the invoice number, billing month, and due date follow. A plan strip records the plan, access, included meeting hours, hours used last month, and guest passes used. The items table, member notes, and the totals complete the page.
Common Co-working Plans
Members often switch plans as their work changes, so describe yours consistently on every invoice:
| Plan | What it includes | Best for |
|---|---|---|
| Day pass | A desk for one day | Visitors and occasional users |
| Hot desk | Any open desk, limited hours or days | Freelancers who come in a few days a week |
| Dedicated desk | Your own desk, 24/7 access, storage | Regular members who leave equipment |
| Private office | A lockable room for a team | Small companies |
| Virtual office | Business address and mail handling | Remote businesses |
The Sample Month
The dedicated desk for November is $395. October overage adds three meeting-room hours at $25 (the plan includes eight and the member used eleven), two guest day passes at $20, 340 printed pages at 10 cents, mail and package handling at $30, and a locker at $20, for $594.00. An annual commitment discount of 10% on the desk takes off $39.50, so $554.50 is charged by auto-pay on November 1.
Billing Overage a Month in Arrears
Membership fees are billed in advance, but usage such as meeting-room hours and printing can only be counted after the month ends. That is why the sample bills November’s desk and October’s overage together. Say so on the invoice, as the item descriptions do, so members don’t think they are being charged twice.
Editing the Plan Strip and Items
The plan strip, items table, and totals are editor tables. Double-click them or open Edit Table Data, and add or remove charges with + Add Row and – Remove Last. Quantities and rates are typed, so calculate overage and discounts and update the total yourself each month.
Business Address and Mail Handling
Many members use the space as their registered business address and receive packages there. Mail handling is a real service, with staff time and storage, so list it clearly. The member notes in the sample confirm that business address use is included in the plan.
Plan Changes and Notice
Members upgrade, downgrade, and pause. State your notice period on every invoice, such as thirty days in the sample, so members know when changes take effect. Annual commitments usually earn a discount, which is shown as its own line so the member sees the savings each month.
Recoloring the Key Card
The lanyard, clip, and card form one group. Change the card color and the brand name to match your space, and recolor the lanyard to your accent color. The desk pattern in the footer can take the same colors.
Sending Monthly Invoices
This invoice uses letter-size paper. Send it on the first of each month, with auto-pay receipts for members who pay by card. Companies with several members on one account appreciate a single invoice listing each person’s plan.
Day Passes, Events and Meeting-Room Bookings
Non-members often book meeting rooms or event space. Use the same layout with the broker in the member block, list the room, date, and hours, and add catering or AV equipment as separate lines. A clear invoice for a first booking can turn a visitor into a member.
Security Deposits and Keys
Private offices and dedicated desks often come with keys, lockers, and access cards. Record any deposit for cards or keys on the first invoice and refund it when the member leaves and returns them. Lost cards can be billed as a replacement fee.
Community Perks Worth Mentioning
Co-working members pay for more than a desk: coffee, events, a community manager, printing credits, and the chance to meet other businesses. When a plan includes perks, mention the main ones in the member notes or in the monthly email with the invoice. Members who see the full value of their plan are less likely to cancel when budgets tighten, and a list of upcoming events gives them a reason to come in.
Co-working Invoice FAQs
Can I bill a team on one invoice?
Yes. Add a line for each member’s plan and a combined overage section.
Can members pay annually?
Yes. Bill twelve months in advance with the annual discount shown as its own line.
Can guests use the printer?
Most spaces bill guest printing to the member who invited them, as a line on the next invoice.
Should meeting hours roll over?
Most spaces don’t roll unused hours over; state your policy in the member notes.
Is co-working membership taxable?
It depends on your location and whether it is treated as rent or a service; ask your accountant.
