General guidance, not tax advice. Confirm rates, the SAC and how tax should appear with your chartered accountant. Our guide to GST on coworking rent covers the tax side in more detail.
The top of the invoice: who is billing whom
- Your details: legal name, address of the centre, GSTIN if you are registered, and a contact number.
- Invoice number and date: from one running series per centre, never reused.
- The member: company or person name, address, and their GSTIN if they have one, so their accountant can claim input credit.
The middle: what is being billed
- The item: private cabin 104, dedicated desk, meeting room hours, virtual office plan.
- The period: 1 to 30 November 2026, or the dates of a pro-rata first month.
- SAC for the service, the taxable value, the tax and the total.
- Arrears or part payments carried forward, shown on their own line so the member sees the full balance.
The bottom: how to pay, and by when
- Due date, the same for every member if you can.
- A UPI QR that pays straight into your bank account, and a Pay Now link for card and net banking.
- Bank details for companies that pay by transfer.
Send it where members read
Email the PDF and send the same invoice on WhatsApp. Then receipts, reminders and statements follow the same route, so a member's whole history is in one place.
How Coworking OS builds this for you
Each centre has its own GSTIN and invoice series. Invoices are generated for every member on the day you choose, as clean real-text PDFs with a UPI QR and a Pay Now link, and go out on WhatsApp and email. Members tap "I've paid" with the UTR, you confirm in one tap, and the receipt goes out by itself.
What should a coworking rent invoice show?
Your legal name, address and GSTIN (if registered), a unique invoice number and date, the member's name, address and GSTIN if they have one, what is being billed (cabin, desk, meeting room hours) and for which period, the SAC, the taxable value, the tax, the total, the due date and how to pay.
Do I need a separate invoice series for each centre?
If your centres are in different states, each usually has its own GSTIN, so each needs its own invoice series. Within one state, many operators still keep a series per centre to keep the books tidy.
Is a security deposit shown on the rent invoice?
Usually not. A refundable deposit is a liability you hold, not income, so most operators record it separately and show it in the agreement and on a receipt. Confirm the treatment with your CA.
How should the invoice tell members how to pay?
Print a UPI QR, a Pay Now link and your bank details on the invoice itself, so the member can pay without asking.