Business Coaching Running Costs
The initial fixed running costs for a Business Coaching firm in 2026 are substantial, driven primarily by payroll and office overhead Expect total fixed operating expenses (including salaries and rent) to start around $24,267 per month When factoring in the first year's allocated marketing spend of $1,667 monthly, the total baseline cost is nearly $26,000 Variable costs, including performance-based coach compensation (150% of revenue) and client technology (40% of revenue), add another 250% of revenue Given the projected Year 1 EBITDA loss of -$253,000, founders must secure sufficient working capital The model shows it takes 32 months to reach breakeven (August 2028), requiring a minimum cash buffer of $289,000 to sustain operations until profitability This guide details the seven essential running costs, showing you exactly where your cash will go
7 Operational Expenses to Run Business Coaching
| # | Operating Expense | Expense Category | Description | Min Monthly Amount | Max Monthly Amount |
|---|---|---|---|---|---|
| 1 | Staff Wages | Fixed | The largest fixed cost is wages, starting at $19,167 monthly in 2026 for 25 FTEs, including the founder and Operations Manager | $19,167 | $19,167 |
| 2 | Coach Compensation | Variable | Performance-based coach compensation is a key variable cost, starting at 150% of revenue in 2026 and decreasing to 120% by 2030 due to scale | $0 | $0 |
| 3 | Office Rent | Fixed | Office rent is a consistent fixed expense of $2,500 per month, which anchors the physical overhead regardless of client volume | $2,500 | $2,500 |
| 4 | Client Acquisition | Marketing | The annual marketing budget starts at $20,000 in 2026, averaging $1,667 monthly, with a high initial Customer Acquisition Cost (CAC) of $1,000 | $1,667 | $1,667 |
| 5 | Client Tech Subscriptions | Variable | Technology subscriptions for CRM, video, and client tools represent a variable cost starting at 40% of revenue in 2026, decreasing to 30% by 2030 | $0 | $0 |
| 6 | G&A Fixed Overhead | Fixed | General fixed overhead, including utilities ($400), insurance ($300), and legal/accounting ($700), totals $1,400 monthly | $1,400 | $1,400 |
| 7 | Professional Training | Fixed | Professional development and training is a defintely necessary fixed investment of $800 monthly to maintain high coaching standards | $800 | $800 |
| Total | All Operating Expenses | $25,534 | $25,534 |
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What is the total monthly running budget needed for the first 12 months?
The total monthly budget for your Business Coaching service depends entirely on quantifying your fixed overhead, variable costs tied to service delivery, and the marketing spend needed to hit initial client targets; understanding this baseline is crucial before exploring how profitable coaching can be, which is why you should read Is Business Coaching Profitable For Business Owners And Executives?
Establish Fixed Operating Floor
- Estimate core salaries for two coaches and one administrator; this is your defintely non-negotiable base.
- Factor in essential SaaS tools, like CRM and scheduling software, running about $800 monthly.
- If your baseline fixed overhead hits $28,000 per month, that is the minimum you must cover daily.
- Variable costs for coaching delivery are low, perhaps 5% for materials or minor travel expenses.
Budget for Client Acquisition
- Your revenue model ties acquisition to Marketing Spend / CAC. Assume a $1,800 CAC target.
- To cover the $28k fixed cost with an average client value of $3,000 monthly, you need 9.3 new clients.
- This means your minimum monthly marketing budget must be $16,800 (9.3 clients x $1,800 CAC).
- The total required burn rate is Fixed Costs plus Marketing: $28,000 + $16,800 = $44,800 runway needed monthly.
Which recurring cost categories will consume the largest share of revenue?
The largest recurring cost for this Business Coaching service will likely be fixed payroll, closely followed by performance-based coach compensation, unless client acquisition costs spike unexpectedly. Before diving into ongoing costs, founders should review What Is The Estimated Cost To Open And Launch Your Business Coaching Service? to set the initial budget right.
Fixed Payroll vs. Coach Pay
- Fixed payroll (admin, sales staff) often hits 35% of gross revenue.
- Performance pay (coach commissions) typically runs between 25% and 35% of service revenue.
- If you rely heavily on contract coaches, variable delivery costs rise fast.
- Keep total fixed overhead below 40% to maintain operating flexibility.
Client Acquisition Cost (CAC) Drag
- Marketing spend drives CAC; aim to keep it under 15% of projected Client Lifetime Value (LTV).
- If CAC is $1,500 per client, the payback period dictates short-term cash flow strain.
- High CAC eats into contribution margin before fixed costs are covered.
- Focus on organic referrals to reduce this cost category defintely.
How many months of cash buffer are required to reach the projected breakeven date?
The Business Coaching needs $1,789,000 in total capital to cover projected losses until August 2028 while keeping a $289,000 cash floor. This means you must secure funding sufficient to cover $1.5 million in cumulative negative EBITDA plus your safety reserve; understanding this gap is crucial before you decide Is Business Coaching Profitable For Business Owners And Executives?.
Capital Required Calculation
- Total required funding is $1,789,000.
- This covers $1,500,000 in cumulative EBITDA loss.
- You must maintain a minimum cash balance of $289,000.
- If current cash on hand is $400,000, you need to raise $1,389,000 more.
Runway Implications
- If the breakeven date moves from August 2028 to December 2028, the loss estimate rises.
- Every month past the target increases the required capital by the average monthly burn rate.
- If the average monthly burn is $50,000, four extra months cost $200,000 extra funding.
- We defintely need tight control on customer acquisition cost (CAC) assumptions.
How will we cover fixed costs if initial revenue targets are missed by 30%?
If your Business Coaching service sees revenue drop 30% short of plan, you need an immediate cash preservation strategy, which often involves re-evaluating the initial investment needed, as detailed in What Is The Estimated Cost To Open And Launch Your Business Coaching Service?. For a lean service model, fixed costs are usually small, but every dollar counts when sales lag, so you must immediately target non-client-facing overhead.
Immediate Cost Lockdown
- Halt all non-essential Professional Development spending now.
- Switch office space to fully virtual or co-working only.
- Pause software subscriptions not directly tied to client delivery.
- Negotiate payment terms with key vendors immediately.
Break-Even Cushion Math
- New fixed overhead target: $12,000/month after cuts.
- If average client revenue is $2,000/month.
- Required clients drops from 7.5 to 6.0 clients.
- This defintely buys 4-6 weeks of runway.
Here’s the quick math: if your initial monthly fixed overhead was $15,000, and you immediately cut $3,000 by stopping non-essential spending, your new required monthly fixed cost drops to $12,000. This reduction directly lowers your break-even point, meaning you need fewer active clients to cover overhead. What this estimate hides is the risk of cutting essential marketing spend, which could worsen the revenue miss.
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Key Takeaways
- The baseline fixed monthly overhead for a new business coaching practice in 2026 is substantial, starting near $26,000 when accounting for initial marketing spend.
- Due to high initial fixed costs and variable compensation structures, the model projects a lengthy 32-month runway required to reach operational breakeven in August 2028.
- Staff wages represent the single largest fixed expense at $19,167 monthly, while performance-based coach compensation is the dominant variable cost, starting at 150% of revenue.
- Founders must secure a minimum working capital buffer of $289,000 to successfully cover the projected Year 1 EBITDA loss of -$253,000 and sustain operations until profitability.
Running Cost 1 : Staff Wages
Wages: Fixed Anchor
Wages are your primary fixed expense burden right now. In 2026, expect staff payroll to hit $19,167 monthly. This covers 25 full-time employees (FTEs), which includes the founder and the Operations Manager role. This number anchors your baseline operating expense before any variable costs kick in.
Sizing the Payroll
This estimate defines your minimum monthly burn rate tied to headcount. You need to map the 25 FTEs against specific roles—like the founder and Operations Manager—to calculate the average cost per person. If your initial revenue projections are slow, this $19.1k fixed cost dictates how many months of runway you need to cover payroll alone.
- Input: Headcount (25 FTEs)
- Base Year: 2026
- Cost Driver: Salary bands
Managing Headcount Risk
Since this is fixed, managing it means controlling hiring pace, not reacting to daily sales. Avoid hiring support staff until revenue reliably covers their cost plus overhead. A common mistake is immediately backfilling roles that aren't fully utilized by paying clients. Keep the founder and Ops Manager roles lean until scaling is proven.
- Stagger hiring past the 25 FTE mark.
- Use contractors for peak loads initially.
- Review salary bands against market rates now.
Fixed vs. Variable Pressure
While wages are fixed at $19,167, remember coach compensation is variable, starting at 150% of revenue in 2026. This means your contribution margin is highly sensitive to revenue volume because high variable costs eat into the margin before you cover that fixed payroll base. That’s a tough spot to be in.
Running Cost 2 : Coach Compensation
Coach Pay Rate
Coach pay is your largest variable cost, starting high at 150% of revenue in 2026. This percentage drops predictably to 120% by 2030 as the business scales up. This structure means profitability hinges entirely on managing client volume against this high initial payout rate.
Variable Cost Inputs
This compensation covers performance payouts to coaches tied directly to client results. Since it is based on revenue, you need accurate monthly revenue figures to calculate the exact dollar cost. At 150%, this cost significantly pressures early gross margins before scale kicks in.
- Revenue must cover 150% of coach pay initially.
- Track revenue per client tier closely.
- Scale reduces this ratio to 120% later.
Managing Payout Pressure
Managing this requires aggressive client density growth to hit the 120% target quickly. Avoid paying the high rate on low-value clients who drain resources. Structure contracts so that the 150% initial rate only applies to new revenue streams that are highly profitable elsewhere.
- Focus sales efforts on high-AOV packages.
- Ensure volume growth outpaces fixed overhead rises.
- Avoid paying high rates for setup work only.
Operational Risk Check
If revenue growth stalls before 2030, this 150% variable cost will quickly exhaust cash reserves. You must secure enough fixed overhead coverage to survive the initial period where variable costs exceed revenue generated per service unit. It's a tight squeeze, so watch that early burn rate.
Running Cost 3 : Office Rent
Rent Anchor
Office rent sets a baseline cost floor for your physical presence. This expense hits your Profit & Loss statement at $2,500 monthly, no matter how many coaching clients you sign.
Fixed Cost Breakdown
This $2,500 covers your physical location overhead. It’s a pure fixed cost, meaning it doesn't change based on service volume or revenue flow. You need the signed lease term and monthly payment schedule to forecast this accurately in your budget. It’s a non-negotiable baseline expense.
- Lease agreement terms
- Monthly payment schedule
- Location type (e.g., executive suite)
Taming the Lease
Since rent is fixed, management focuses on lease negotiation and space efficiency. Avoid signing long leases too early if client acquisition speed is uncertain. For a coaching business, look at shared office models initially to defer large capital outlay. Defintely analyze the cost per square foot versus access needs.
- Negotiate tenant improvement allowances
- Review early termination clauses
- Benchmark local office rates
Overhead Impact
This $2,500 rent adds to your total fixed base of $21,367 (wages, G&A, training) before accounting for variable coach pay. Every dollar of revenue must first cover this anchor before contributing to profit.
Running Cost 4 : Client Acquisition
Acquisition Budget Reality
Your initial client acquisition strategy requires $20,000 in marketing funds for 2026, translating to $1,667 monthly spend, anchored by a high initial Customer Acquisition Cost (CAC) of $1,000 per client.
Initial Spend Coverage
This $20,000 annual marketing budget funds initial outreach to secure validation clients. With a $1,000 CAC, this budget buys only 20 new clients in 2026. Considering fixed wages start at $19,167 monthly, this marketing spend is insufficient for sustained growth without immediate conversion rate improvement.
- Budget covers initial digital lead generation.
- 20 clients cover the entire year's spend.
- CAC is 60% of average monthly wages.
Optimizing High CAC
Managing this initial CAC requires immediate focus on high-intent channels. Since coaching involves high touch, paid acquisition needs strong qualification. You must defintely prioritize referrals and existing network conversions over broad advertising to drive down acquisition costs fast.
- Target existing networks first.
- Demand high client lifetime value.
- Test partnership channels immediately.
High-Value Client Hurdle
Securing 20 clients with a $1,000 CAC means your first cohort must show high retention. If client lifetime value (LTV) doesn't exceed $3,000 quickly, this acquisition model is unsustainable past the initial seed funding.
Running Cost 5 : Client Tech Subscriptions
Tech Cost Scaling
Client technology costs start high, eating 40% of revenue in 2026. This expense, covering Customer Relationship Management (CRM), video, and client tools, scales down to 30% by 2030 as you grow. Managing this variable spend is critical for margin expansion over the forecast period.
Inputs for Tech Spend
This cost covers essential digital infrastructure like your CRM system, video conferencing licenses, and specialized client engagement software. You must track total revenue monthly to calculate this 40% variable cost in 2026. If monthly revenue hits $100,000, you budget $40,000 for tech, period.
- Track total monthly revenue.
- Apply the initial 40% variable rate.
- Factor in tool consolidation savings later.
Controlling Tech Costs
Since this is tied directly to revenue, efficiency means optimizing usage, not cutting core tools. Look for annual billing discounts instead of monthly commitments right away. Avoid paying for unused seats in your CRM or video platforms; that’s just wasted cash flow. Consolidate similar software functions to reduce vendor complexity.
- Negotiate multi-year deals early.
- Audit unused software licenses quarterly.
- Target 10% savings by year three.
Margin Impact Check
The planned reduction from 40% to 30% by 2030 is optimistic given the need for better tools as you scale coaching complexity. Validate this assumption by modeling the margin impact if you only hit 35% by 2030; that 5% difference directly hits your profitability.
Running Cost 6 : G&A Fixed Overhead
Overhead Baseline
Your baseline General and Administrative (G&A) fixed overhead is $1,400 monthly. This covers essential, non-negotiable costs required just to keep the doors open, regardless of client volume. You need this amount covered before any revenue hits the bottom line.
Overhead Breakdown
This $1,400 figure is the sum of three non-variable expenses you must pay monthly. You need quotes or fixed invoices for utilities, liability coverage, and compliance services. Here’s the quick math for your budget:
- Utilities total $400 per month.
- Insurance coverage costs $300 monthly.
- Legal and accounting fees are $700.
Managing Fixed Spend
Managing these small fixed costs requires constently review, especially the largest component, legal/accounting. Don't just accept renewal fees; actively shop for better rates or structure retainer agreements differently. Anyway, these low fixed costs are a strength, but complacency is costly.
- Shop insurance quotes annually.
- Review legal retainer scope.
- Audit utility usage patterns.
Total Fixed Burden
This $1,400 adds directly to your total baseline fixed burden, which is substantial before payroll. Your total fixed costs (wages, rent, training, and G&A) must be covered before profit hits. Keep this $1,400 stable while focusing on growing revenue past the $22,467 in other fixed expenses.
Running Cost 7 : Professional Training
Training Standard Cost
Professional development is a $800 monthly fixed cost required to uphold your coaching quality. This investment ensures your team stays sharp on strategy and compliance. It’s a baseline expense, unlike variable costs tied directly to client volume.
Cost Inputs
This $800 monthly covers ongoing professional development for your coaching staff. You need quotes for certification renewals or specialized workshops to finalize this number. It sits alongside major fixed costs like $19,167 in Staff Wages and $2,500 in Office Rent.
- Covers ongoing coach certification.
- Fixed cost, independent of revenue.
- Compare against $1,400 G&A overhead.
Managing Training Spend
Since this is fixed, optimization means maximizing utilization, not cutting the budget entirely. Avoid bundling training with low-value software subscriptions. Focus spending on training that defintely impacts client retention or service tier upgrades.
- Negotiate bulk rates for courses.
- Track training ROI via client feedback.
- Don't confuse training with tech spend.
Quality Risk
Failing to budget this $800 means quality erodes fast. If coaches stop developing, client churn rises, directly impacting the revenue model dependent on high-value subscriptions. This cost protects your core offering.
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Frequently Asked Questions
The Customer Acquisition Cost (CAC) starts high at $1,000 in 2026, but is projected to drop to $800 by 2030 as marketing efficiency improves with scale