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Flexible Workspace Calculator

Want to see if your existing space will generate income as a coworking or flexible office space?

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Who is this for?

This tool is designed for flexible workspace operators, landlords, and founders who want a fast, accurate way to understand the financial performance of a flex space business. It’s ideal for:

  • New operators assessing the viability of a potential location

  • Existing workspace owners reviewing performance or planning improvements

  • Landlords evaluating whether a flex model is financially attractive

  • Charities or Trusts looking to monetise vacant office space 

  • Investors analysing occupancy, revenue, and cost assumptions

  • Anyone who wants a clear picture of how a workspace performs financially

If you run, manage, or advise on flexible workspace, this tool gives you the clarity you need to make confident decisions.

How to use this tool

1. Enter Revenue & Costs

Add your key inputs such as:

  • Desk capacity – 30-40 sqft per desk for coworking , 40-50 sqft for office space

  • Meeting room numbers – 30-40 sqft per seat

  • Pricing per desk – this can vary on location for a market assessment get in touch

  • Target Occupancy – the occupancy varies on a number of factors between lease up and mature sites to where your location is. A brand-new location can take between 18-24 months to be considered mature. 

  • Operating costs – again this can vary on location and whether or not it’s a lease up/ramp-up location 

  • Staffing – this depends on your model – as a rule of thumb 0.5 staff per 150 desks for a more traditional business centre offering , whilst a more community driven , premium offering should be 1 FTE per 150 desks , and an unmanned location will be 0.25 per 150 desks

  • Additional revenue streams – non desk or meeting room extra’s like parking or virtual office services

The tool updates calculations instantly as you type.

2. Review Your Financial Outputs

The model automatically calculates:

  • Monthly and annual revenue

  • Operating costs

  • Gross and net profit

  • Break‑even points

  • Occupancy performance

  • Revenue per desk

  • Overall financial health (EBIT)

Everything is displayed clearly so you can understand performance at a glance. You can also download as a PDF.

3. Adjust Assumptions to Test Scenarios

You can quickly test:

  • Different occupancy levels

  • Price changes

  • Cost increases

  • New services or revenue streams

  • Expansion or downsizing scenarios

This helps you understand the impact of decisions before you make them.

4. Use the Insights to Make Better Decisions

The tool gives you the quick insights to:

  • Model pricing

  • Budget costs

  • Increase profitability

  • Plan growth

  • Present financials to partners or investors

It’s a practical, real‑world model built specifically for the flexible workspace industry by a flexible workspace specialist 

Disclaimer & Limitations

This tool is provided for general guidance only and is intended for use by flexible workspace operators, landlords, and founders within the United Kingdom. It is currently in beta, which means calculations, assumptions, and outputs may evolve as we refine and improve the model. It currently does not include fit-out costs.

While the tool aims to give you a clear, directional view of financial performance, it should not be relied upon as financial, legal, or professional advice. Actual results may vary based on market conditions, operational decisions, and factors unique to your workspace.

For a deeper, personalised assessment of your workspace performance  — including fit-out costs,  pricing strategy, occupancy planning, cost structure, and growth opportunities — please visit our Consultancy page or contact us directly.

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