Budgeting may be your least favorite part of running a business. You probably don't even enjoy it in your personal life.
But successful small business owners know that creating and maintaining a business budget is critical to success. And one step in creating a budget is understanding your fixed versus variable costs.
Fixed costs are any costs that are necessary for the operation of your business. They tend to recur, be it daily, weekly, monthly or even yearly.
Examples of fixed costs include rent, equipment, supplies, debt repayment, payroll, depreciation of assets, taxes and insurance. But all small businesses are unique, and yours will likely have different fixed costs than these.
So take some time to review your operations and take stock of all the fixed costs your business incurs.
Variable costs, meanwhile, are those that change depending on how much you use the service. Many of these are necessary for your business to stay in operation, like utilities. Some other examples of variable costs are your own salary, professional development and marketing.
Variable costs also include discretionary expenses that aren't necessary for the functioning of your business but are nice to have, such as education or a cosmetic office renovation (no one wants to work in a dump, but it may not matter if clients don't visit your offices, making these renovations discretionary).
Why does taking stock of fixed and variable costs matter? During leaner months, you'll need to lower your business's expenses, but fixed costs are, as they are labeled, fixed. So you'll need to filter them out and focus on cutting variable costs.
During better months when you have a little extra income, you can increase your spending on variable expenses. If you find yourself in need of renovations, as in the example above, you could even afford to make your office less of a dump.
That said, it's always a good idea to put some of an unexpected windfall into an emergency fund. Why? Beyond fixed and variable costs, you should account for unexpected expenses, which are one-time costs that tend to arise at the most inconvenient of times.
For example, you're driving to the biggest investor presentation of your career or you're pitching your product or service to a Fortune 500 prospect, and your car stalls.
You have to take an Uber to the meeting 200 miles away (and we all know how expensive Ubers have become), fly home (at the last minute, no less, boosting the cost) and get your car fixed. It costs thousands of dollars.
These unexpected costs always seem to arise when you are least expecting them and least prepared for them, usually when your budget is extra tight. But you can head off unexpected costs when budgeting for your business by making sure you have some extra cash.
Perhaps you've heard the maxim: if you budget for an emergency, the emergency never arises, but if it does, you've budgeted for it, so it's not really an emergency. That's some circular logic, but it holds true.
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