Donut Shop Running Costs: $18k-$22k Monthly Budget;

Donut Shop Running Costs

Expect monthly running costs for a Donut Shop in 2026 to range between $18,000 and $22,000, depending on sales volume This estimate includes fixed overhead of $3,025 and payroll of $11,250 Your largest variable cost is ingredients, averaging 130% of revenue With projected Year 1 monthly revenue near $39,100, the business reaches break-even in March 2026, just three months after launch You defintely need to maintain the required minimum cash buffer of $765,000 needed in February 2026

7 Operational Expenses to Run Donut Shop

#	Operating Expense	Expense Category	Description	Min Monthly Amount	Max Monthly Amount
1	Payroll Costs	Labor	Total 2026 monthly wages are $11,250, covering 30 Full-Time Equivalents (FTEs) including the Head Chef/Owner and necessary support staff.	$11,250	$11,250
2	COGS	Direct Costs	Food Ingredients (100%) and Beverage/Paper Supplies (30%) total 130% of revenue, averaging $5,087 monthly based on $39,128 sales.	$5,087	$5,087
3	Kitchen Rent	Fixed Overhead	Fixed monthly rent for the commissary kitchen is set at $1,500, a non-negotiable overhead expense essential for operations.	$1,500	$1,500
4	Vehicle Costs	Operations	This includes fixed maintenance ($400/month), fixed insurance ($350/month), and variable fuel/operating costs (30% of revenue, or $1,174 monthly).	$750	$1,924
5	Tech Subscriptions	Fixed Overhead	Monthly costs for the Point of Sale (POS) system subscription ($100) and website hosting/software ($75) total $175.	$175	$175
6	Marketing/Events	Variable Overhead	Variable marketing and event participation fees are budgeted at 20% of revenue, equaling about $782 per month in 2026.	$0	$782
7	Licenses and Professional Fee's	Fixed Overhead	Fixed administrative costs include Business Licenses/Permits ($150/month) and Accounting/Legal Fees ($300/month), totaling $450 monthly.	$450	$450
Total	All Operating Expenses	All Operating Expenses		$19,212	$21,168

What is the total required monthly operating budget for the Donut Shop in Year 1?

The total required monthly operating budget for the Donut Shop averages $21,318 in 2026, which is based on projected monthly sales of $39,128. If you're looking closer at the underlying figures, you can check Is Donut Shop Currently Experiencing Positive Profitability Trends?

Budget Component Targets

Total monthly running cost is $21,318.
This figure includes COGS, OpEx, and Wages.
The supporting sales target is $39,128 monthly.
You need to manage these three buckets tightly.

Contribution Margin Reality

Contribution margin is roughly 45.5% ($17,810 / $39,128).
This is what's left before paying fixed overhead.
If your actual fixed costs exceed $17,810, you face a loss.
Growth needs to push revenue higher than $39,128/month fast.

Which cost categories represent the largest recurring expenses and profit levers?

The largest recurring expenses for your Donut Shop are defintely Payroll at $11,250/month and Cost of Goods Sold (COGS), which currently eats up 130% of revenue, meaning you are losing money before overhead even hits. Because COGS is so high, focusing on ingredient sourcing and labor efficiency are your immediate profit levers, which is why Have You Considered The Best Location To Open Your Donut Shop? is a critical foundational decision impacting these fixed operational costs.

Largest Recurring Expenses

Monthly payroll commitment stands at $11,250.
COGS currently exceeds total revenue by 30 percentage points.
This 130% COGS ratio signals immediate ingredient sourcing failure.
These two cost centers dominate the operating expense structure.

Key Profit Levers

Labor efficiency must improve to reduce cost per cover.
Aggressively renegotiate terms with primary ingredient vendors.
Review menu pricing structure against the 130% COGS figure.
Reducing labor costs below $11,250 is a priority target.

How much working capital is required to sustain operations until break-even?

The Donut Shop needs a minimum cash cushion of $765,000 to fund initial spending and operating losses, defintely peaking in February 2026 before the business becomes cash-flow positive. This total reserve must cover all initial capital expenditures and the operating deficit until sustained profitability is achieved.

Cash Reserve Requirements

The required minimum cash reserve stands at $765,000.
This figure represents the peak cumulative cash requirement.
The highest cash burn rate is projected to occur just before February 2026.
This reserve funds the gap between initial spending and positive cash flow.

Managing the Burn Rate

Startup founders must understand the fixed cost structure early on.
High overhead from specialized equipment drives the long runway need.
For a detailed look at initial outlay, review benchmarks like How Much Does It Cost To Open A Donut Shop?
Control inventory levels; cash tied up in ingredients is non-productive capital.

If sales fall 20% below forecast, how quickly must fixed costs be adjusted?

If your Donut Shop sees sales drop 20% below projections, monthly revenue immediately hits $31,300, which means you must act fast on cost controls to maintain cash flow, and you should defintely check Is Donut Shop Currently Experiencing Positive Profitability Trends? to see where you stand relative to your breakeven point. This scenario demands instant adjustments to costs tied directly to sales volume, specifically labor and marketing, before fixed overhead becomes the main problem.

Immediate Variable Cost Response

Immediately scale back Service Window Staff hours based on lower traffic.
Reduce shifts for the General Helper role until sales recover.
Recalculate the required staffing ratio per $1,000 in sales volume.
Freeze all non-essential overtime scheduled for the next 30 days.

Protecting the Cash Runway

Pause all discretionary marketing spend immediately upon hitting the threshold.
Review vendor contracts for 15-day payment term renegotiations.
Model the new cash burn rate based on $31,300 monthly revenue.
Delay any planned capital expenditure purchases until Q3.

Key Takeaways

The total required monthly operating budget for the donut shop in Year 1 averages approximately $21,318, encompassing all fixed and variable costs.
Payroll ($11,250/month) and ingredient costs, which run unsustainably high at 130% of revenue, are the primary drivers of monthly expenses.
The business is projected to achieve its operational break-even point quickly, reaching profitability just three months after launch in March 2026.
A critical financial requirement is maintaining a minimum cash buffer of $765,000 early on to cover initial capital expenditures until consistent operating revenues are established.

Running Cost 1 : Payroll Costs

2026 Labor Budget

Your 2026 payroll budget projects total monthly wages of $11,250. This covers 30 Full-Time Equivalents (FTEs), which includes the Head Chef/Owner and all required support staff roles. This labor cost represents a fixed operational expense you need to cover monthly to maintain staffing levels.

Staffing Inputs

This estimate defines your base wage expense for 30 FTEs in 2026. To validate this, you need the specific wage rate for the Head Chef/Owner and the blended hourly rate for support staff. Remember, this $11,250 figure likely excludes employer payroll taxes and benefits, which add 15% to 30% on top of base wages.

Total monthly wage budget: $11,250
Headcount base: 30 FTEs
Includes: Owner/Chef wages

Managing Wages

Managing 30 FTEs on an $11,250 budget means the average FTE costs only about $375/month. If these are standard full-time roles, you must confirm if taxes, insurance, and paid time off (PTO) are factored elsewhere. Control this by optimizing shift schedules to avoid overtime and cross-training staff to cover multiple roles efficiently.

Validate tax/benefit inclusion.
Cross-train staff coverage.
Monitor overtime accruals.

Labor Reality Check

Given the low average wage implied by $11,250 for 30 people, you must check compliance. If these FTEs are actually part-time, that's fine, but if they are full-time US employees, you're defintely underestimating true labor burden costs significantly. That $11,250 is just the starting line for payroll.

Running Cost 2 : Food and Beverage COGS

COGS Crisis

Your Cost of Goods Sold (COGS) is defintely critically high right now. Based on projected sales of $39,128, your combined Food Ingredients (100%) and Supplies (30%) hit 130% of revenue, totaling $5,087 monthly. This structural deficit means you lose money on every sale before paying staff or rent.

Inputs for Ingredient Cost

This cost covers all raw materials for donuts, savory items, and beverages, plus necessary paper goods like cups and napkins. To calculate this, you must track ingredient usage against sales mix. For example, 100% of sales revenue must cover food ingredients, while 30% covers supplies. If sales hit $39,128, COGS is $5,087.

Track ingredient usage by SKU.
Monitor paper/cup usage rates.
Verify the 100% food cost assumption.

Fixing Excessive COGS

A 130% COGS is not a management problem; it’s a model failure requiring immediate price adjustment or drastic sourcing changes. You cannot run a profitable cafe with ingredient costs exceeding revenue. If you cut paper supplies to zero, you're still at 100% food cost. You need COGS under 35% total.

Raise menu prices immediately.
Renegotiate supplier contracts now.
Scrutinize the 100% food ingredient allocation.

Immediate Action

You must immediately separate the 100% food ingredient cost from the 30% supplies allocation to target a combined COGS closer to 33% of sales for viability.

Running Cost 3 : Commissary Kitchen Rent

Kitchen Rent Reality

This $1,500 commissary kitchen rent is a hard, fixed overhead cost you must cover before selling a single donut. It’s non-negotiable, meaning it doesn't change whether you make $5,000 or $50,000 in revenue that month. This is essential infrastructure for your production capacity.

Fixed Overhead Input

This $1,500 monthly payment secures the production space needed for your artisan donuts and cafe prep work. It’s a fixed commitment against your projected $39,128 in 2026 monthly sales. Unlike COGS, which is calculated based on sales, this cost is always due.

Covers required production facility access.
Essential for compliance and scaling prep.
Estimate based on a fixed, signed lease agreement.

Rent Utilization Tactics

Because this rent is fixed, the only way to lower its impact is to maximize the production volume running through that space. If you are paying $1,500 for capacity you aren't using, you are losing money daily. Defintely look at shared space options if you can't commit long-term.

Ensure kitchen usage aligns with $11,250 payroll load.
Avoid signing multi-year deals too early.
Don't overpay for unused square footage.

Breakeven Dependency

This fixed $1,500 rent must be covered monthly regardless of sales performance. If your variable contribution margin is tight, this overhead pushes your required sales volume higher, increasing operational risk until you hit steady state.

Running Cost 4 : Vehicle Operating Costs

Vehicle Cost Snapshot

Vehicle costs are a mix of fixed overhead and revenue-tied expenses. For this cafe, expect about $1,924 monthly in operating costs, driven heavily by the 30% variable fuel component tied directly to sales volume.

Cost Breakdown

Estimate these costs by separating fixed overhead from variable usage. Fixed costs total $750 monthly ($400 maintenance plus $350 insurance). Variable fuel scales with operations, calculated here as 30% of revenue, which equates to $1,174 based on $39,128 projected sales.

Fixed maintenance: $400/month.
Fixed insurance: $350/month.
Variable fuel: 30% of revenue.

Managing Usage Costs

Since fuel is 30% of revenue, efficiency matters more than cutting insurance rates. Optimize delivery routes if you offer them, or ensure vehicle use is strictly for critical supply runs. Defintely track mileage versus revenue closely.

Benchmark fleet efficiency now.
Negotiate better insurance rates annually.
Link variable costs to sales targets.

Variable Drag Check

Remember that the 30% variable cost is high for a cafe model where COGS is already 130% of revenue. If you use vehicles for deliveries, you must ensure the average order value covers this significant operational drag immediately.

Running Cost 5 : Technology Subscriptions

Tech Overhead Snapshot

Your essential technology stack costs $175 monthly right now. This covers the Point of Sale (POS) system at $100 and website hosting/software at $75. Keep this figure locked down as you scale sales volume.

Fixed Software Costs

These are fixed overhead expenses, meaning they don't change if you sell 10 donuts or 1,000. The $100 POS fee supports transaction processing, while $75 keeps your online presence running. This $175 is a small slice of the $39,128 projected revenue base.

POS subscription: $100/month
Website hosting: $75/month
Total fixed tech: $175/month

Managing Subscription Creep

Don't let feature bloat inflate these line items later. Review your POS setup annually to ensure you aren't paying for advanced features you defintely don't use yet. Bundle services when possible. If you use separate vendors for scheduling and POS, check if an integrated system saves you money or time.

Audit unused POS features yearly
Check for vendor bundling discounts
Ensure hosting matches traffic needs

Tech Cost Discipline

Software costs scale predictably, but only if you control the feature set. If your website hosting jumps unexpectedly, check the traffic tier immediately. This $175 must remain stable to protect your contribution margin as payroll rises.

Running Cost 6 : Variable Marketing/Events

Sales-Linked Marketing Budget

Your variable marketing and event participation budget is set at 20% of revenue. For 2026 projections, this translates to roughly $782 monthly. This cost scales directly with sales volume, meaning aggressive promotion directly increases this expense line item.

Cost Drivers

This $782 estimate hinges on the projected 2026 revenue baseline. It covers things like local street fairs, flyers, and digital ads tied to foot traffic. If you plan more weekend events, this number defintely needs adjustment upward.

Input is total monthly revenue
Rate is fixed at 20%
Covers local promotion fees

Managing Variable Spend

To keep this 20% rate manageable, track the Customer Acquisition Cost (CAC) from each event. Avoid costly, low-return participation. Focus on community partnerships over expensive paid placements to reduce the variable bleed.

Measure ROI per event
Prioritize organic reach
Avoid high-fee sponsorships

Marketing Efficacy Check

Since your Food and Beverage COGS is 130% of revenue, every dollar spent on marketing must generate significantly higher incremental sales just to cover input costs. You need marketing that drives high Average Check Size, not just more foot traffic.

Running Cost 7 : Licenses and Professional Fees

Fixed Admin Costs

Your mandatory compliance and advisory costs total $450 per month. This figure bundles the $150 for required business licenses and permits with $300 for ongoing accounting and legal support. These are fixed overhead costs you must cover regardless of sales volume.

Calculating Compliance

These administrative costs are non-negotiable inputs for legal operation. Licenses are typically fixed annual or monthly fees based on jurisdiction and industry classification. Legal/accounting fees require quotes based on expected complexity, like setting up payroll or reviewing vendor agreements.

Licenses: Based on city/state rules.
Legal: Quote for setup/compliance.
Total fixed: $450/month.

Controlling Professional Spend

You can't really cut required licenses, but you can manage professional services closely. Avoid scope creep by defining legal needs upfront. Many founders overpay for routine bookkeeping; consider using software tools defintely before hiring specialized counsel for every task.

Define legal scope early.
Bundle accounting tasks annually.
Avoid hourly rate traps.

Overhead Impact

This $450 monthly fee is pure fixed overhead, hitting your contribution margin immediately. If your projected monthly revenue is $39,128, these fees represent only about 1.15% of gross sales, which is manageable but must be accounted for before calculating break-even volume.