When you can save money by moving meetings to coworking spaces
When we think of business trips, we picture tickets, hotels, and reimbursable meals. But behind those obvious expenses lies a world of hidden costs — often hard to quantify, yet directly impacting company budgets and employee productivity.
Starting in 2025, with the mandatory digital traceability of all business travel expenses, these aspects will become even more critical. Any expense not properly documented will no longer be deductible, leading to additional taxes for both the company and the employee.
The hidden costs you don’t see (but still pay for)
Every business trip — even a short one — involves much more than just the journey itself.
Here’s where the most common hidden costs tend to appear:
• Travel and transportation: flights, trains, rental cars, or taxis. In Italy, a short trip can cost between €50–150, while longer or international trips easily reach €200–500.
• Meals and accommodation: among the biggest expenses. Tax-free daily allowances are around €46.48/day in Italy and €77.47/day abroad, but actual reimbursements often exceed €100–300 per day.
• Incidental expenses: phone calls, parking, tolls, or local transfers — averaging €20–50 per trip.
• Indirect costs: travel time, commuting stress, and reduced productivity. Hard to quantify, but they easily amount to €100–300 (or more) in opportunity costs.
• Administrative management and traceability: from 2025, every expense must be digitally tracked. Between software, checks, and administrative staff, that’s an additional €30–80 per trip.
All in all, a single business trip can cost between **€300 and €700**, not including the impact on effective working time.
Our advice
What if reducing all this were as simple as changing the location?
Moving meetings to flexible, distributed workspaces means bringing work closer to people. Each meeting held in a coworking space can save between €150 and €400, cutting travel, meal, and administrative costs. It also reduces long commutes, improves focus, and frees up valuable time for higher-impact activities.
At a structural level, the difference is even clearer: a traditional 70 m² office costs around €1,500 per month, while four coworking desks (including a meeting room) cost about €1,000 per month — a 33% reduction in fixed costs.
Fewer trips, less bureaucracy, more flexibility.
A small logistical choice that can make a big financial difference.
With NOTONLYDESK you get:
• Flexibility without losing your company identity
• Less commuting and greater well-being
• A cohesive culture between headquarters and coworking spaces
• A consistent and motivating experience for the entire team
• Savings on business travel
