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Business Expense Checklist


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Business Expense Checklist This Business Expense Checklist presents the key categories of costs that you need to consider when estimating expenses and planning for budget. The categories are Inventory, Personnel, Suppliers, Equipment, Energy, Space and Travel. The checklist also gives guidelines and tips that help reduce business costs.

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  • Inventory is the total amount of goods and products your business firm owns at any given period of time. You need to review all the inventories, determine which items are worst and best sold and then discount products with the slowest turnover. Also you need to identify which of the best selling products remain in deficit and then place purchase orders for these products. The total amount of money you spend on inventories should be added to your form.
  • Tip on improving inventories. Make monthly reviews of your inventories – this will help you keep the inventories with higher turnover rate.

1. Personnel.

  • It is one of the most important categories as without employees you can’t do your business (except for cases when you own a home-based or a "one-person" business). Here’s what you’ll need to calculate to determine the total amount of employee costs:
    • Costs associated with staff recruiting, orientating and training.
    • Basic salary expenses (an estimated amount of money you’re ready to spend per worker depending on the worker’s position, skills, experience etc.).
    • Employment taxes.
    • Costs associated with employee benefits, including life insurance, health coverage, dental plans, tuition reimbursement, retirement plans.
    • Tip on reducing employee costs. If you feel you have to cover too high employee costs, consider reducing the number of employees working for you.

2. Suppliers.

  • This category includes your vends and partners that work with your business and suppler necessary goods and services.
  • Tip on reducing expenses. You can contact your vendors to re-negotiate existing terms of supply or request for additional quantity discounts. Also try to establish mutually beneficial relationships with your suppliers (for example, one of your suppliers becomes your partner and shares expenses).

3. Equipment.

  • All the equipment items your firm acquired or leased for long-term are referred to fixed assets and should be estimated. When you plan this category you need to make cost estimates for the following items:
    1. Furniture
    2. Computer equipment
    3. Machinery
    4. Cars necessary for your business
  • Tip on planning equipment costs: All the data in your cost estimates can be unified into an aggregated list and then this document can be added to your journal under the section "Fixed Assets".

4. Energy.

  • This category of business expenses includes costs that occur when your firm utilizes electrical energy. If you haven’t yet figured out how much energy your office(s) will consume, you can use estimated indications when planning your rules for electricity. You can contact your energy supplier to get necessary information and request power rates and tariffs.
  • Tip on saving on electricity. Consider installing motion sensors or automatic timers in your office premises – this will reduce the total mount of energy consumed during workday.

5. Space.

  • Your company needs to be located in some space and as a business owner you need to negotiate lease terms with your leaseholder and calculate space costs. You can figure out an amount of money covering your monthly/yearly rent by considering the following parameters:
    • Size of space
    • Basic rental rate
    • Rental period (month, year)
    • Tip on reducing space expenses. If possible, you can consider subleasing unused office space or moving to a more affordable location. Also you can try to re-negotiate lease terms with your current leaseholder.

6. Trips and Travels.

  • Most likely your company will need to send its employees on business trips. You will have to calculate travel expenses and provide your workers with a certain amount of money. Here are general examples of business trip expenses:
    • Purchasing tickets to travel by airplane, train, bus or car between two or more business destinations.
    • Using company vehicles.
    • Taking a taxi and other types of transportation to move between airports, ...

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