Frequency Healing Device Sales: Running Costs & $887K Cash Need

Frequency Healing Device Sales Running Costs

Running a Frequency Healing Device Sales business requires substantial upfront capital and high variable costs tied to manufacturing and logistics Expect initial monthly operating expenses (OpEx) to average around $59,000, excluding the Cost of Goods Sold (COGS) Total variable costs, including manufacturing and fulfillment, consume 200% of revenue in 2026 The business achieves breakeven in Month 1, January 2026, but requires a minimum cash buffer of $887,000 to cover initial capital expenditures (CapEx) and inventory stocking This guide breaks down the seven core running costs-from the $32,500 monthly payroll to the $12,500 average monthly marketing spend-to help you stabilize cash flow and maintain a strong 33787% Internal Rate of Return (IRR) over five years

7 Operational Expenses to Run Frequency Healing Device Sales

#	Operating Expense	Expense Category	Description	Min Monthly Amount	Max Monthly Amount
1	Payroll and Wages	Personnel	Total monthly payroll starts at $32,500, covering 40 FTEs including the CEO and Marketing Manager.	$32,500	$32,500
2	Direct Manufacturing COGS	Variable Cost	Material costs are the single largest variable expense, starting at 120% of revenue in 2026.	$0	$0
3	Online Marketing Spend	Sales & Marketing	The starting annual budget is $150,000, averaging $12,500 per month to drive customer acquisition.	$12,500	$12,500
4	Fixed Technology Subscriptions	Technology	Fixed technology costs include the E-commerce Platform Enterprise Subscription and support software stack.	$3,000	$3,000
5	Fulfillment and Shipping	Variable Cost	Third-Party Logistics (3PL) Fulfillment and Shipping Fees are a variable cost starting at 40% of revenue.	$0	$0
6	Office and Advisory Fees	Overhead	Fixed operational overhead includes the $6,000 office lease plus $3,000 in Scientific Advisory Retainer Fees.	$9,000	$9,000
7	Transaction and Quality Costs	Variable Cost	Payment processing and quality vetting logistics start at 20% of revenue each, which you should defintely aim to reduce.	$0	$0
Total	Total	All Operating Expenses		$57,000	$57,000

What is the total monthly running budget needed for the first year of operations?

Achieving the $269 million Year 1 revenue target for Frequency Healing Device Sales demands a precise understanding of monthly fixed overhead and variable cost structure to calculate the necessary runway capital, which dictates how much you need to raise before scaling hits profitability; for context on owner earnings potential, check out How Much Does An Owner Make From Frequency Healing Device Sales?

Pinpointing Monthly Burn

Calculate fixed costs: salaries, platform hosting, and general administrative overhead, which you defintely must cover monthly.
Determine variable costs: Cost of Goods Sold (COGS) and customer acquisition costs (CAC) scale directly with sales volume.
Your monthly burn rate is the negative cash flow before sales volume covers overhead.
Gross margin must exceed 60% to cover marketing and operational costs effectively.

Capital Needed for $269M

To hit $269M revenue, you need to map out the required monthly order volume against your average order value (AOV).
If your CAC is $150 and AOV is $400, you need 672,500 orders total, or about 56,000 per month on average.
The total capital needed is the sum of 12 months of fixed costs plus the marketing spend required to acquire those 56,000 monthly customers.
This requires securing enough runway capital to sustain operations until the monthly revenue consistently covers the total running budget.

What are the largest recurring cost categories and how do they scale with revenue growth?

The largest recurring cost category for the Frequency Healing Device Sales business is variable manufacturing costs, currently sitting at an unsustainable 120% of revenue, which means you lose 20 cents for every dollar you sell before even considering overhead. This dwarfs the fixed monthly payroll of 32,500$, making cost of goods sold (COGS) the primary lever for immediate profitability; understanding this dynamic is crucial, which is why you need to know What Are The 5 KPIs For Frequency Healing Device Sales Business?

Cost Structure Reality Check

Variable costs are 120% of revenue.
Fixed payroll is 32,500$ per month.
Profitability hinges on cutting manufacturing spend.
Fixed costs scale slower than revenue initially.

Scaling Personnel Risks

Plan for future wage inflation now.
Expect Customer Experience Lead FTE to double by 2028.
Fixed costs will rise as you hire more people.
Factor future salary bumps into your budget projections.

How much working capital is required before the business becomes self-sustaining?

You need to secure at least $887,000 in runway capital by January 2026 to cover operating deficits until the Frequency Healing Device Sales business becomes self-sustaining; honestly, understanding this runway is critical, so check out How Much To Launch Frequency Healing Device Sales Business? This minimum capital must also account for initial inventory stocking costs, which start at $100,000 in capital expenditure (CapEx), defintely setting your initial funding floor.

Runway Buffer Duration

Determine the exact cash required to cover monthly operating expenses until profitability.
Model scenarios where forecasted revenue growth stalls completely post-launch.
The target funding requirement is $887,000 needed specifically by January 2026.
This capital must absorb the initial negative cash flow period before self-sufficiency.

Initial Stocking Needs

Initial inventory stocking is a major upfront drain on available cash.
Budget $100,000 specifically for initial Capital Expenditure (CapEx) related to inventory.
This 100,000$ stocking cost must be secured within the total working capital requirement.
Secure enough funds to purchase the first batch of therapeutic devices for sale.

How will we cover fixed costs if sales targets are missed by 30%?

Missing sales targets by 30% means we must immediately cover the $41,000 in core fixed expenses-$8,500 unavoidable overhead plus the $32,500 payroll-by adjusting contribution margin targets or initiating immediate payroll mitigation strategies; understanding this baseline is crucial, so review How Do I Write A Business Plan For Frequency Healing Device Sales? for structural planning.

Pinpoint Non-Negotiable Overhead

Core fixed costs that can't be cut total $8,500 monthly for the Frequency Healing Device Sales platform.
This includes the $6,000 office lease and $2,500 platform subscription fees.
If sales drop 30%, the required contribution margin must cover this $8,500 floor first.
We defintely need to calculate the revised break-even point based on the actual contribution margin achieved at the lower sales volume.

Managing the $32,500 Payroll Risk

The $32,500 monthly payroll is the primary lever for immediate cost adjustments.
We must define a hard trigger for payroll mitigation, like sales falling below 70% of target for two consecutive weeks.
A contingency plan means freezing non-essential hiring immediately upon missing the initial target.
If we don't have enough margin, we need to model reducing contractor hours by 20% to save about $3,000 instantly.

Key Takeaways

Despite achieving breakeven in Month 1, the business faces an initial fixed operating expense burden averaging $59,000 monthly, excluding high variable costs.
A substantial minimum cash buffer of $887,000 is required at launch in January 2026 to cover initial capital expenditures and inventory stocking before revenue fully sustains operations.
The primary financial challenge lies in variable costs, particularly Direct Manufacturing (120% of revenue in 2026) and Fulfillment (40% of revenue), which consume 200% of revenue in the first year.
Payroll, starting at $32,500 per month for 40 FTEs, represents the largest single fixed expense category that must be managed efficiently to achieve the projected 33787% Internal Rate of Return.

Running Cost 1 : Payroll and Wages

Initial Payroll Burn

Your starting monthly payroll commitment in 2026 is a fixed $32,500, covering 40 full-time equivalents (FTEs). This figure sets the baseline for your operational burn rate before factoring in employer taxes or benefits. Honestly, this is your largest non-COGS fixed cost to manage early on.

Payroll Inputs Defined

This initial $32,500 covers specific leadership salaries and the remaining team headcount. You need the annual salary figures and the total FTE count to build this expense line item accurately. It's crucial to confirm what costs this estimate excludes from the total compensation package.

CEO annual salary: $140,000.
Digital Marketing Manager salary: $95,000.
Total team size: 40 FTEs.

Controlling Labor Costs

Managing this cost starts with understanding the composition of the 38 non-executive roles. If $32,500 is just base pay, you must model the employer burden-like FICA and unemployment-which adds 20% to 30%. Avoid classifying employees as contractors to keep things clean.

Model 25% on top of base pay for taxes.
Lock in salary bands for the 38 roles now.
Check if any of the 40 FTEs are actually part-time.

The True Cost Check

If $32,500 is only base salary, the true monthly cost jumps to about $40,625 once you add standard employer payroll taxes. That $8,125 difference is critical when your variable costs are high, like the 120% COGS you project for 2026.

Running Cost 2 : Direct Manufacturing COGS

Unsustainable Unit Economics

Your initial unit economics are deeply negative because material costs are too high right now. Direct Manufacturing COGS consumes 120% of revenue in 2026. The plan relies on dropping this to 100% by 2030 solely through scale efficiencies.

What COGS Covers

This expense covers the actual components and assembly labor for every frequency device sold. You need firm supplier quotes for emitters and housing to calculate the per-unit cost. If revenue hits $1M in 2026, COGS is $1.2M, which is a major cash drain.

Source material quotes now
Model assembly labor per unit
Track component price volatility

Cutting Material Spend

You can't wait for scale to fix this 120% problem. Start negotiating volume tiers with key component suppliers today, even at low initial commitment levels. Also, review the device design for cheaper sourcing options that don't hurt the therapeutic effect. Every dollar saved here improves gross margin immediately.

Challenge current component pricing
Seek dual-source suppliers
Optimize assembly process flow

Total Variable Burden

This material cost sits on top of 40% fulfillment and 20% transaction fees. If COGS remains at 120% in 2026, your total variable cost hits 180% of revenue. You must drive down the material cost much faster than the 2030 projection suggests.

Running Cost 3 : Online Marketing Spend

Marketing Budget Ramp

Your annual marketing budget scales aggressively from $150,000 in 2026 to $600,000 by 2030, which is a fourfold increase. This planned spend increase directly pressures your Customer Acquisition Cost (CAC), projected to climb from $45 to $65 per new buyer over that period. So, you must aggressively manage conversion rates to absorb that 44% CAC rise.

Sizing the Spend

This budget covers all digital advertising spend needed to drive direct-to-consumer sales of your wellness devices. To estimate the total required budget for any given year, you multiply your target customer volume by the expected CAC for that period. For instance, if you aim for 10,000 new customers in 2026, you need $450,000 in marketing spend, not the $150,000 budgeted.

Target customer volume
Projected CAC (e.g., $45 in 2026)
Total required annual budget

Controlling CAC Creep

The rising CAC from $45 to $65 is manageable only if your Lifetime Value (LTV) grows faster, given your high initial variable costs. Since you sell wellness devices, your focus must be on maximizing repeat purchases and subscriptions to justify higher acquisition costs. If onboarding takes 14+ days, churn risk rises, defintely impacting LTV.

Boost AOV via device bundles.
Improve repeat purchase frequency.
Test organic content channels now.

CAC vs. Variable Costs

Your initial $150,000 marketing spend in 2026 is overshadowed by Direct Manufacturing COGS being 120% of revenue that year. If CAC hits $65 by 2030, you must ensure LTV significantly outpaces that cost, especially since Fulfillment and Shipping fees are fixed at 40% of revenue.

Running Cost 4 : Fixed Technology Subscriptions

Fixed Tech Overhead

Your essential technology infrastructure costs exactly $3,000 monthly before any sales volume. This fixed spend covers the e-commerce backbone and the software needed to manage customer support interactions. You must cover this regardless of revenue.

Tech Stack Breakdown

This $3,000 monthly spend is non-negotiable overhead for launching. It includes the $2,500 E-commerce Platform Enterprise Subscription and $500 for the Customer Support Software Stack. These costs hit the P&L every month, acting as a floor for your operating expenses.

Platform fee: $2,500/month.
Support tools: $500/month.
Fixed cost baseilne.

Controlling Software Costs

Fixed software costs are tough to cut, so focus on deployment efficiency. Avoid paying for unused software licenses or seats in the support stack. Scaling up the e-commerce platform tier too early, before sales volume justifies the $2,500 fee, is a common operational trap.

Audit support seats quarterly.
Delay platform upgrades.
Negotiate annual contracts.

Overhead Impact

Track these software costs against your $32,500 payroll baseline to see your true fixed burn rate. Since these costs are static, they increase your break-even point substantially before you even account for the massive variable cost of goods sold, which starts at 120% of revenue.

Running Cost 5 : Fulfillment and Shipping

Fulfillment Cost Hit

Your 3PL fulfillment and shipping costs are set to hit 40% of revenue in 2026. This high variable burn means immediate focus must be on negotiating better rates. Honestly, that initial percentage sets the ceiling on your early profitability.

Cost Inputs

This 40% variable cost covers warehousing, picking, packing, and carrier fees from your Third-Party Logistics partner. You estimate this by taking projected monthly revenue and multiplying by 0.40 for 2026. It sits right alongside the 20% transaction fees, making fulfillment a huge early expense. You defintely need quotes.

Estimate based on gross revenue.
Covers all outbound logistics.
A key lever for margin control.

Negotiate Down

You must negotiate aggressively from day one, even if volume is low. Ask for tiered pricing based on projected growth, not just current shipments. A common mistake is locking into peak season surcharges early. Aim to drive that 40% down toward 30% by year two.

Negotiate volume tiers upfront.
Scrutinize peak season fees.
Benchmark against industry standards.

Margin Pressure

With shipping at 40%, your effective gross margin is immediately pressured, especially when COGS is 120% of revenue. This structure demands you prioritize high Average Order Value (AOV) sales to absorb fixed costs and cover large variable fulfillment expenses.

Running Cost 6 : Office and Advisory Fees

Fixed Overhead Check

Your baseline fixed overhead, excluding payroll, hits $9,000 monthly from the office lease and advisory fees. This is pure cash burn you must cover every single month before variable costs like COGS or marketing come into play. Honestly, this is the floor your revenue must clear.

Cost Components

This $9,000 covers two specific fixed commitments for 2026 operations. You have the Headquarters Office Lease at $6,000/month. The second part is the Scientific Advisory Retainer Fees, set at $3,000/month. These numbers assume current contract terms hold steady. This amount sits directly on top of your $32,500 payroll base.

Lease cost: $6,000/month.
Advisory fees: $3,000/month.

Managing Fixed Burn

Since this is fixed overhead, cutting it requires action now, not later. For the office, look at subleasing unused space or moving to a smaller footprint after the initial term. Advisors are trickier; perhaps shift retainers to performance-based milestones instead of fixed monthly payments. You need to manage these commitments defintely before scaling marketing spend.

Sublease extra office square footage.
Convert retainers to success fees.
Avoid long initial lease commitments.

Baseline Burn Rate

You must generate enough gross profit to cover this $9,000 plus your $32,500 payroll before you even think about marketing or COGS. If your contribution margin is tight-remember COGS is 120% of revenue initially-this $9k eats runway fast. You need sales volume just to service these fixed commitments monthly.

Running Cost 7 : Transaction and Quality Costs

Transaction Cost Hit

Transaction and quality costs combine to consume 40% of your top-line revenue before you even cover manufacturing or marketing. You defintely need a plan to attack the steady 20% payment processing fee and the initial 20% vetting charge right away.

Cost Breakdown

These expenses hit immediately upon sale. Payment processing is a fixed 20% of every dollar collected, tied to the e-commerce platform. Quality Control and Vetting Logistics start at another 20% of revenue to ensure your frequency devices meet standards. If revenue is $200k, $80k vanishes here.

Payment Processing: 20% (Steady)
Vetting Logistics: Starts at 20%
Total Initial Hit: 40%

Reduction Levers

Negotiate payment rates down from 20% once you prove volume consistency, aiming for 15% or lower by year two. For vetting, automate compliance checks for lower-tier items rather than relying on expensive manual logistics reviews for every single unit. You can defintely save 5 points here.

Benchmark payment fees to 15%.
Automate low-risk vetting processes.
Negotiate 3PL contracts based on scale.

Margin Reality Check

If you don't aggressively manage these transaction and quality costs, your gross margin shrinks too fast. High fixed fees mean your Customer Acquisition Cost (CAC), projected between $45 and $65, needs to generate much higher lifetime value just to keep you afloat.