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Amira van Weegen

Junior Marketing Manager

Content

Key Insights at a Glance

ROI Desk Booking Software: Definition and Calculation

Direct Savings with Desk Booking Software

Indirect benefits and their contribution to ROI

Amortization of Workspace Booking: Realistic Timeframes and Factors

FAQ – Common Questions about ROI and Desk Booking Software

anny – Achieve ROI faster with smart analytics and integration

October 2, 2025

ROI of Desk Booking Software: How Companies Can Avoid Cost Traps from Unused Office Spaces

4 min

A woman stands at a desk and places her laptop on it.

Key Insights at a Glance

In many cities worldwide, rental costs for office spaces are continuously rising, while at the same time, a significant portion of workspaces remains unused. According to a PwC study, the average office utilization in European companies is only around 60–65% - a massive cost factor that offers room for optimization.

Quick Amortization: Modern desk booking systems often pay off within 6–12 months because they noticeably reduce costs for rent, energy, and operations (CBRE, 2023).

Optimize Space Costs: Studies by JLL show that companies can save 20–30% of their space on average with flexible workspace concepts without losing productivity.

Direct and Indirect Benefits: In addition to measurable cost advantages, desk booking leads to higher productivity, better employee satisfaction, and lower turnover (Gartner, 2022).

Data-Driven Decisions: Integrated analytics tools provide transparency over usage and occupancy, enabling clear ROI calculations – an important foundation for C-level decisions.

Enhance Sustainability: Less space also means less energy consumption. According to a study by Cushman & Wakefield, companies can reduce their CO₂ emissions by up to 30% through space optimization.

The conclusion: Desk booking software transforms static office spaces into dynamic, flexible work environments – delivering measurable results for cost, efficiency, and sustainability.

ROI Desk Booking Software: Definition and Calculation

The Return on Investment (ROI) with Desk Booking Software shows how valuable the investment is – both financially and organizationally. The calculation is simple:

ROI = (Saved Costs – Investment Costs) / Investment Costs × 100

In practice, high ROI values arise from two levels:

Direct Savings: lower rental and energy costs, less cleaning and maintenance.
Indirect Benefits: higher productivity, reduced turnover, more satisfied employees.

Studies by Gartner and JLL indicate that companies can achieve ROI values of 200–400% within the first year through flexible workplace models, depending on location, rental levels, and home office share.

Example: A company with 300 employees and 30% remote work can save up to 20% of office space through desk sharing. This reduction alone significantly lowers fixed costs and often leads to amortization within just a few months.

Important: The ROI doesn't end after the initial cost savings. While traditional office structures incur rigid fixed costs, desk booking software provides long-term advantages, from scalable space utilization to enhanced employer attractiveness and sustainability in line with ESG standards.

Direct Savings with Desk Booking Software

The greatest financial benefits of Desk Booking Software arise from reducing ongoing operational costs. Four areas are particularly relevant:

1. Reduce rental costs

In many metropolitan areas, office space is one of the largest cost factors. According to JLL studies, companies can reduce their space costs on average by 20–30% through flexible workplace concepts, without sacrificing productivity.
Example: A company with 200 employees and 40% home office ratio requires only around 120 shared desks instead of 200 fixed workstations. This space optimization can save annual rental costs in the six-figure range and the investment in Desk Booking Software can be amortized within a few months.

2. Reduce energy costs

The combination of Desk Booking and Smart Office technologies enables needs-based control of lighting, heating, and air conditioning. Unoccupied zones automatically switch to energy-saving mode, while used areas are optimally air-conditioned.
Studies by Cushman & Wakefield show that this can result in energy savings of 20–30%.

3. Optimize cleaning and maintenance

When only actually used workplaces are cleaned, the effort is significantly reduced. Targeted maintenance according to actual usage - instead of rigid schedules - extends the lifespan of furniture and technology. In practice, companies report significantly lower cleaning costs and less consumables as orders for office supplies or catering can be precisely adjusted to actual presence.

4. Manage operating costs holistically

With precise attendance data, budgets can be better planned and resource usage optimized. The result: less waste, lower fixed costs, more flexibility.

By combining these factors, direct savings quickly become measurable – making Desk Booking Software a profitable investment within the first year.

Indirect benefits and their contribution to ROI

In addition to direct cost savings, desk booking systems bring valuable indirect effects that significantly enhance the overall ROI in the long term.

Boost Employee Satisfaction and Productivity

Flexible workplace models increase satisfaction because employees can choose the environment that best suits their task, whether a quiet focus space or a collaborative area. Studies by Gallup and Deloitte show that flexibility leads to higher engagement and productivity. At the same time, absenteeism decreases because a better work-life balance is supported.

Reduce Employee Turnover

Turnover is one of the most costly factors for companies. Modern workplace concepts with flexibility and fairness strengthen employer loyalty. Those who implement desk sharing intelligently reduce willingness to change and save high recruitment and onboarding costs. Additionally, the attractiveness in the talent competition increases.

Promote Sustainability and ESG Compliance

Less space means less energy consumption - and therefore a measurably reduced CO₂ footprint. This contributes to ESG reporting and EU taxonomy and improves the employer image, especially among environmentally conscious professionals. Companies can thus position themselves as modern, sustainable employers.

Amortization of Workspace Booking: Realistic Timeframes and Factors

A clear ROI is achieved when the annual savings significantly exceed the software costs. With anny, the model is particularly simple:

Cost per Resource*: 4€ per month (e.g., meeting room)
Child Resources: also from 4€ per month (e.g., desk)
Implementation Costs: none - anny can be used immediately

Thus, the software costs even for larger companies are clearly calculable.

Example Calculation

Company with 200 Employees
- Assuming 150 bookable workplaces → 150 × 4 € × 12 months = 7,200 € in license costs/year
- Potential savings through space optimization: e.g., 100,000 € annually (rent, energy, cleaning)
- ROI = (100,000 – 7,200) / 7,200 × 100 ≈ 1,288 %
Company with 500+ Employees
- Assuming 400 bookable workplaces → 400 × 4 € × 12 months = 19,200 € in license costs/year
- Savings through reduced space and operating costs: 400,000 € annually
- ROI = (400,000 – 19,200) / 19,200 × 100 ≈ 1,983 %

Result: Even for medium-sized companies, anny pays off in just a few weeks. Since there are no implementation costs, the entry barriers are low – and the savings increase with every square meter saved.

*The prices depend on the package and the contract duration.

FAQ – Common Questions about ROI and Desk Booking Software

What are the costs involved in implementing desk booking software?
The main cost factors are software licenses, training, and IT integration. In many cases, additional change management efforts are needed to engage employees. Some providers charge implementation fees, but with anny, these are completely waived.

At what company size is desk booking software worthwhile?
Desk booking software can already be cost-effective for companies with 50–75 employees, especially when rental costs are high and many employees work in a hybrid model. From approximately 100 employees onwards, scale effects come into play, making the ROI even more apparent.

How long does it take for desk booking software to pay off?
In practice, the investment usually pays off within 6 to 18 months. Key factors include location costs, the home office quota, and usage intensity. Companies in metropolitan areas with high rents often reach the break-even point within just a few months.

anny – Achieve ROI faster with smart analytics and integration

Rising rental prices, unused office spaces, and inefficient resource utilization make it clear: Desk booking software is no longer an option, but a necessity. Companies that act early not only reduce their costs but also gain flexibility, employee satisfaction, and sustainability.

The good news: The ROI often manifests within just a few months through direct savings on space, energy, and operating costs, combined with indirect benefits like higher productivity and lower turnover.

Take the next step: Start with a free demo from anny and see how quickly the investment in modern workplace booking pays off and what competitive advantage you secure. Schedule a demo here.

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