Kontorshubben

The challenge

A serviced office is in practice run by four separate supplier systems and a handful of spreadsheets: one for door access, one for bookings, one for finance, one for the signage. None of them talk to each other, so the same detail is typed in several times and nobody knows which version is true.

What we built

• Rooms and contracts

  A register of offices, meeting rooms and coworking desks with contract dates, move-ins, move-outs, vacancies and incoming tenants. Occupancy is always current because it is derived from the agreements themselves.

• Meeting room bookings

  Week and day views, recurring bookings, room layouts, and an hour allowance per tenant that resets automatically every month.

• Invoicing into Fortnox

  Rent and meeting room charges are prepared in the system and sent through to the books via the Fortnox API, including accruals and matching of supplier invoices.

• Door access in the same view

  An integration with UniFi Access. Whoever writes the contract also sets the door permissions, and visitors are granted time-limited access automatically.

• Visitor handling

  Invitations, SMS notifications, approval, and digital wayfinding to the right room.

• Digital signage

  Room displays and TV screens paired with a code, controlled from a phone, raising an alert when a screen loses contact.

• Interactive floor plans

  Clickable floors with status colours and directions between two points in the building.

• Internal communication

  News with read receipts, events with sign-up, fault reports with ticket numbers, an FAQ and a wiki.

• Daily operations

  Recurring routines that create their own tasks, move-in and move-out checklists, and purchasing lists staff reach from a phone.

• From quote to contract

  Quotes with a locked snapshot of the terms, a shareable link for the customer, contracts, add-on services and commission for whoever made the introduction.

Worth mentioning technically

Five role levels with rights per feature and per action, enforced at row level in the database. Sign-in with email verification and two-factor authentication. Around thirty scheduled jobs handle invoicing, reminders, hour allowances and a nightly backup that posts its receipt to Slack. The system runs its own MCP server, which means a tenant can connect their own AI assistant to the building and ask for available rooms or book a meeting room, with exactly the same permissions they have on the web.

The result

Four systems and a pile of spreadsheets replaced by one. Tenants book, report faults and receive visitors themselves. Invoicing data goes straight into the accounts. The system is built as a platform for multiple properties, so it can run further serviced offices without being rebuilt.

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