Business Expense Calculator
Turn scattered costs into a clear operating budget. Add payroll, rent, software, marketing, taxes and one-time expenses to see monthly burn, annual profit and the revenue your business needs.
01 Business & Revenue
02 Operating Expenses
Total annual business expenses
Annual expense breakdown by category
- People
- $0
- Facilities & insurance
- $0
- Growth & operations
- $0
- Taxes, equipment & other
- $0
For planning only. Tax treatment, deductible expenses and reporting rules vary by business structure and location.
How to calculate business expenses
A reliable business budget separates recurring operating expenses from one-time costs, annualizes them consistently and compares the total with revenue.
Total business expenses = Recurring operating costs+ one-time startup and capital costs
Choose one period
Enter every recurring cost monthly, quarterly or annually so the totals use the same timeframe.
Include every category
Capture payroll, facilities, software, marketing, professional services, taxes and a contingency reserve.
Compare with revenue
Review expense ratio, operating profit and break-even revenue before finalizing the budget.
Business expense calculator FAQ
List every cost the business pays, group the costs into recurring and one-time expenses, and convert them to the same monthly or annual period. Add payroll, rent, utilities, software, marketing, insurance, professional services, travel, equipment, taxes and other overhead. Total business expenses equal recurring operating costs plus one-time startup or capital costs.
Yes. This calculator is free, requires no sign-up and runs in your browser. Small businesses can enter revenue and expenses, switch between monthly, quarterly and annual views, review expense ratio and operating profit, and download the completed budget as a CSV without sharing financial data.
Complete the calculation and select “Download budget (.CSV).” The exported file opens in Microsoft Excel, Google Sheets and most spreadsheet applications. It includes each expense category, annualized totals, revenue, operating profit, expense ratio and break-even revenue, making it easy to extend the analysis in Excel.
A startup budget should include one-time formation and launch costs as well as recurring payroll, contractor fees, workspace, software, marketing, insurance, legal and accounting services, equipment, licenses, taxes and a contingency reserve. Use the Startup preset as a starting point, then replace every assumption with quotes and forecasts for the specific business.
Yes. The calculator works as a practical business budget template because it organizes revenue and expenses into consistent categories and periods. Adjust the values for different scenarios, compare the resulting profit margin and expense ratio, then export the final version for Excel-based planning, reporting or sharing with an advisor.