The honest answer to "how much does a virtual office cost" is anywhere from nothing to several hundred dollars a month, and the range is wide because vendors price on different units. This guide explains the three pricing models you will meet, lays out KioskMate's published plans, converts competitor figures to what they mean for teams of 10, 25 and 100, lists the costs that do not appear on pricing pages, and ends with a checklist for picking a tier.
One note before the numbers: we mean a virtual office in the software sense, a persistent online workspace for a team. The other thing called a virtual office, a mailing address and phone answering service, has its own pricing and is not covered here; What Is a Virtual Office? explains the difference.
Three pricing models on the market
Per user. The most common model, inherited from chat and video tools. You pay a monthly amount for every member, sometimes with a minimum seat count and usually with a discount for annual billing. Predictable per head, but the bill grows with the team and every new hire is a small procurement decision. Watch for minimums (a five-seat minimum means a three-person team pays for five) and for whether guests count as users.
Per space. You pay for the office itself, with a capacity cap, regardless of how many of those seats are filled. Sometimes tiered by "floor" size or by concurrent users. Cheaper for teams that are near the cap, more expensive for a team of six on a fifty-seat space.
Flat per office. A fixed monthly price for an office with defined limits on rooms, people and meeting length, and a free tier below it. Adding a person costs nothing until you hit the plan's cap, at which point you move up a tier. This is the model KioskMate uses, and it is the easiest to forecast: the bill only changes when you change plan.
None of the three is universally cheaper. Per user favours very small teams on tools with no minimum; flat per office favours teams that grow within a tier; per space favours teams that sit right at a capacity boundary. The conversions below show where the crossover points are.
KioskMate's published plans
Every figure in this section is read from the same plan definitions that the product enforces, so it cannot drift from the pricing page.
Free: no charge. 1 office, 7 rooms, up to 8 people, meetings up to 30 minutes. The full presence system, all six room types, room chat and DMs, scheduled and instant meetings with .ics export. No guest links. This is a real plan for a small team, not a trial; it does not expire.
Team: $19/mo. 3 offices, 20 rooms, up to 25 people, meetings up to 4 hours. Adds time-boxed guest links and client suites, so this is the first tier for teams that meet clients, candidates or partners in the office.
Business: $49/mo. 10 offices, 80 rooms, up to 100 people, meetings up to 24 hours. Adds meeting recording and the analytics that show room usage and presence patterns over time. This is the tier most companies past about twenty people end up on, mostly for recording.
Enterprise: Custom. Unlimited offices, rooms and people, meetings up to 24 hours, single sign-on, and the arrangements larger organisations ask for. Also the route to KioskMate Landlord for operators running several tenant offices. Quoted rather than listed; talk to us.
What changes between tiers, in order of how often it is the reason a team upgrades: guest links (Team and up), people and room caps, meeting length, recording (Business and up), analytics (Business and up), and finally SSO (Enterprise). Roles, departments, branding and the audit trail are on every plan; you never pay extra for being organised.
What competitors charge, converted for 10, 25 and 100 people
Competitor figures below are as published on vendor pricing pages in September 2026. They change often and frequently hide behind annual-billing toggles and seat minimums, so verify before you commit. Our comparison with Gather.town and other tools covers the same vendors on features.
Gather.town publishes a per-member price of roughly $12 per member per month on its Essential tier, with a custom plan above it and a 30-day trial rather than a free plan. Converted: a 10-person team pays about $120/mo, 25 people about $300/mo, 100 people about $1,200/mo.
Kumospace is free to five members, then roughly $16 per user per month on annual billing with a five-seat minimum, and an enterprise tier that is custom. Converted: 10 people about $160/mo, 25 people about $400/mo, 100 people about $1,600/mo (before any volume negotiation).
KioskMate, priced per office: a 10-person team fits the Team plan at $19/mo (or the Free plan if it is 8 people or fewer and does not need guest links); 25 people fit the Business plan at $49/mo; 100 people fit the Business plan at $49/mo up to its 100-person cap, with Enterprise above that.
The pattern is what you would expect from the models. At two or three people the per-user tools without minimums are competitive with a flat plan. From about ten people upward the flat model pulls ahead, and the gap widens with every hire until the flat plan's cap, where a step up in tier resets the comparison. If your team is at 24 people and growing, the tier boundary matters more than the headline price; check it before you decide.
Hidden costs
The pricing page is the smaller part of the bill. Five costs that do not appear on it:
Onboarding time. A tool that needs a map designed and decorated, or a spatial-audio model explained to every new hire, costs hours per person before it produces anything. A room-based office with sensible defaults costs about as long as it takes to name the rooms. Multiply the difference by headcount and by turnover.
Seat overages and minimums. Per-user tools with a five- or ten-seat minimum charge a three-person team for people who do not exist. At the other end, a per-user plan means every contractor and every intern is a billing event. Flat plans avoid both, but you must know where the caps are: a Team office is capped at 25 people, and hitting it mid-quarter means an upgrade, not an overage.
Recording storage. Recording is often gated to a higher tier, and storage of the recordings may be capped or billed separately on some tools. If your team records customer calls or interviews routinely, find out where the recordings live, how long, and what it costs to keep them.
SSO tiers. Single sign-on is almost universally an enterprise-tier feature across the category, KioskMate included. If your security policy requires it, price the enterprise tier from the start rather than the tier that fits your headcount.
The tool you are not replacing. Most teams keep a chat tool and a video tool alongside an office, and that is the right call; Virtual Office vs Slack and Virtual Office vs Video Call explain why. But budget for all three, and count the video-tool seats you can drop once internal meetings move into the office.
How to pick a tier
Work through these in order; the first one that forces a tier decides it.
- Do outsiders come into the office? Clients, candidates, contractors, partners. If yes, you need guest links, which start on the Team plan.
- How many people, including the ones you will hire this year? 8 or fewer: Free. Up to 25: Team. Up to 100: Business. Beyond that, or if you cannot forecast: Enterprise.
- How long is your longest routine meeting? 30 minutes on Free suits stand-ups and check-ins. 4 hours on Team covers workshops and planning sessions. 24 hours on Business covers all-day working sessions and open rooms that stay live.
- How many rooms do you actually need? Count one open floor, one focus room per four or five people, one meeting room per ten, a client suite per concurrent external meeting, a break room and reception. Compare with 7, 20 and 80.
- Do you need to record? Customer calls, interviews, training sessions. If yes: Business or above.
- Do you need to see usage over time? Which rooms are used, when the office is busiest, whether focus blocks hold. If yes: Business or above.
- Does policy require SSO, or do you run several offices for several organisations? Enterprise, or the Landlord arrangement for operators; contact us.
Most teams under twenty people land on Team; most teams between twenty and eighty land on Business; and a good number of teams under 8 people never leave Free, which is fine by us. The pricing page has the current table, and the plan can be changed from inside the office at any time, so the cost of choosing slightly wrong is a click rather than a contract.