Feb 21, 2022 • 5 min read

A Beginner’s Guide to Track & Control the Costs of A Budding Business

Every business needs a steady stream of money to grow strong and big. But whenever we talk about business, we always think about the revenues and overlook the necessary expenses. But tracking your business expenses is equally important to run your operation without a glitch. Consider this blog as an eye-opener for start-ups and even established ventures. 

So, Why Should We Bother About Business Expenses? 

Measuring your business costs plays a great role in tracking your loss and profit. You can decide your company’s net income only after calculating the expenses you made from your business revenue

Though a smart entrepreneur always tries to minimize the expenditure and maximize the sales to gain the maximum amount of profit. But still, there are some unavoidable areas that you can’t ignore when it is about the prospect and stability of your venture. 

Most Common Areas that A Business Must Pay for! 

Salaries Paid to the Employees 

Your employees are the true assets of your business and you need to appreciate their efforts and dedication by paying them properly, on time. A big chunk of your business revenue will go into ensuring a regular payroll system

It includes all the salaries paid to the full-time employees, wages paid to all the outsource talents you have hired. Besides, monthly wages, other benefits like medical allowances, bonuses, and incentives, provident fund allowances are also there to consider. 

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Rental Expense 

Your business needs a proper place to operate where you can set up the place in a way that supports your workflow. Chances are high that you have rented a place and that is why you have a monthly/yearly liability to pay it. Unfortunately, the commercial rent keeps on increasing as every financial year expires. 

Infrastructure and Office Supplies

Renting a place won’t be enough until you install a user-friendly work decor to inspire the employees. 

Despite the office furniture, computers, telephones, printers, and air coolers/heaters, there are lots of other stuff that your business needs to function smoothly. For example, you have to consider purchasing office supplies like papers, pens, pencils, USB drives, pen drives, and lots of other electronic gadgets and stationery items. 

Other than that, there are pantries, canteen, and restrooms as well. So, you have to consider the food and beverages, housekeeping, and janitorial cleaning services. A business structure is never complete without a single thing mentioned above. 

Connectivity Expenses

In today’s digital era, can you think about running a business without high-speed internet connections, rented software, hardware packages, laptop/desktop and telephone expenses, and electricity bill?  No, right? 

Advertising and marketing cost 

As a business owner, you are always thriving to attract new potential customers and grow accordingly. But who will spread the word about your existence, excellent services, and products? Of course, you need a killer branding strategy and in the present era, businesses can’t prosper without making the most of the vast range of digital marketing services. So, consider outsourcing quality services from a marketing agency as one of your regular expenses. 

Business Insurances

If you are a business owner, you are a risk-taker from the very first day. But that doesn’t mean that ignoring the important insurance plans to protect your operation is fine! Just a single lawsuit or a mishap can ruin the years of your constant efforts and investment. 

Therefore, consider business insurance plans like casualty/ property/ liability/ vehicle insurance/ staff compensation, etc. It might seem like an additional expense but these will become your savior during emergencies! 

How to Smartly Control Your Business Expenses?  

Yes, you can’t ignore spending for all the above categories, but that doesn’t mean you can’t act smart and control your cash flow.  You can easily divide your expenses into three simple categories: 

Fixed Cost

Fixed cost is the one that you can’t miss or reduce. For example, your monthly rent is a fixed cost that keeps increasing with time. 

Variable Cost

Your company’s payroll is a great example of a variable cost because employees keep changing and you might need to hire some extra freelancers when you have a huge workload 

Periodic Cost

Periodic expenses happen without a pattern and you might not know before an emergency occurs. For example, if you suddenly need to repair a machine or purchase a new one, you are making a periodic expense. 

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Measure your expenses regularly to control the cost

You have to: 

  • Make an effective financial plan with expert help. 

  • Keep a regular track of all the bills you pay.

  • Learn how to minimize the variable cost.

  • Learn to apply minimalism and sustainability for the long-run. 


The more you research how to track and control your business expenses, the easier it gets for you. However, always stay updated on the latest work-management tools and strategies that are constantly trying to help the business owners to make smart investments and get the best returns possible!