Allocating Shared Services Costs


From an Ask-NCN Discussion

Katie Edwards, Nonprofit Centers Network, 2/3/15
Another member question came across my desk, and I want to make sure I have up-to-date information to share. Would you be willing to share your pricing schedule for back office services (mail service, phones, storage, IT support, etc)? Are these services included as a part of your rent, your CAM Charges, or are they al la carte?

Thanks so much!


Stephanie FallCreek, Fairhill Partners, 2/3/15
Mail service included in lease. All else a la carte for us though often negotiated during the lease negotiation phase.


Ardi Korver, Region V Services, 2/3/15
Reception, mail service, and copiers are provided. All tenants have a code for outgoing mail and copying service which is billed monthly.

Use of conference rooms, coffee, parking, cleaning, utilities is included in the rent.

Phones, IT support, fiscal and HR support, storage, is a la carte.


Mike Gilbert, The Jones Center, 2/3/15
We have lobby mailboxes for all of our community partners.
Each building has wireless internet throughout, dedicated internet is available through the local providers.
We do not offer telephone service.
Our IT tech is available on an “if available” status to partners at no cost.
We offer storage in our basement at no charge. Each partner has a 10 x 20 fenced storage cube.
Conference and training space is no cost, reserved by partners as needed. (we have many rooms and no issues with availability.)

We are fortunate to have large enough space for fundraising events. Partners get one per year if available and a second event after all partners have had one or declined.


Christina Crawley, OpenGov Hub 2/4/15
We try to keep most services in the base rent to keep things simple: – Coffee/tea/water, storage, secure access, HVAC and meeting room space is included in the per-desk base rent ($500-$625/desk per month – which is below the Washington DC market rate)

– We have a mandatory add-on ‘community fee’ per desk as well to go towards a sort of petty cash fund for unanticipated repairs and to simplify social event expenses ($5/desk per month)

Add-ons are for optional services:
– Printing is separate as some groups have their own small printers ($15/desk per month)
– IT is separate as many groups don’t need this kind of support ($15/desk per month)

Parking is separate and managed by an external company.

Hope that’s helpful!

Shared Services Costs

Ask-NCN 12.6.17


Kim Jones, Nonprofit Village
The Nonprofit Village has full service and virtual members in our shared space. As we plan for a relocation to a new site in 2018, we now plan to incorporate a few shared back office services such as bookkeeping, HR and IT. In the future we will consider communications/marketing/design, and other areas. What is your experience with back office operations? Do you contract with the vendor, asking for a reduced rate in exchange for a set amount of business? Do any shared spaces use back office operations to generate additional revenue or is the service charge pass through from the tenant to the vendor, through the shared space? Appreciate any best practices or alerts about challenges in offering shared services.


Lucinda Kerschensteiner, Center for Social Change
We happen to have a PT bookkeeper on staff for our sister company who we have offered out to members on a shared services basis. We have had a couple members express an interest in using her someday (so we have not earned $$ from it yet). We just charge the members for her hourly rate (what we pay her) + 10% (or so) which is an affordable rate. We also have a few members who provide professional services and in exchange for a discounted membership, they agree to provide probono services to our members (in a limited fashion). I’m curious what others offer, too.

Last updated byNCNSupportStaff