Pool Table Moving Service Running Costs: $23K Monthly Budget

Pool Table Moving Service Running Costs

Running a Pool Table Moving Service requires substantial upfront capital and high fixed labor costs In 2026, expect baseline monthly operating expenses (OpEx) to hover around $23,000 before accounting for variable costs like fuel and materials Your largest expense is payroll, estimated at $16,333 per month for the initial three-person team plus partial operations support Fixed overhead, including $3,200 for warehouse rent and $850 for insurance, adds another $5,750 monthly The business model shows a strong path to profitability, hitting break-even by July 2026, just seven months in

7 Operational Expenses to Run Pool Table Moving Service

#	Operating Expense	Expense Category	Description	Min Monthly Amount	Max Monthly Amount
1	Payroll	Personnel	The 2026 payroll budget is approximately $16,333 per month, covering the Owner, Senior Technician, Junior Technician, and a partial Operations role starting mid-year	$16,333	$16,333
2	Rent	Facilities	Budget $3,200 monthly for the combined warehouse and office space, a key fixed expense for storing equipment and managing dispatch	$3,200	$3,200
3	Insurance	Risk Management	Allocate $850 monthly for comprehensive coverage, which is essential given the high liability risks associated with moving heavy, expensive items like slate pool tables	$850	$850
4	Vehicle Costs	Variable	Fuel and vehicle maintenance are variable costs starting at 80% of revenue in 2026, reflecting the heavy reliance on the box truck and travel time; this cost is defintely tied to job volume	$250	$16,333
5	Supplies	COGS	Materials, including billiard supplies and consumables, represent 150% of revenue in 2026, decreasing to 120% by 2030 due to scale efficiencies	$250	$16,333
6	Marketing	Acquisition	The annual marketing budget starts at $12,000 ($1,000 monthly) in 2026, aiming for a Customer Acquisition Cost (CAC) of $85 per job	$1,000	$1,000
7	Software	Technology	Budget $250 monthly for essential scheduling and Customer Relationship Management (CRM) software to manage technician routes and customer follow-ups	$250	$250
	Total	All Operating Expenses		$22,133	$54,300

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

You need a minimum monthly operating budget of $23,083 to cover initial fixed overhead, payroll, and marketing for your Pool Table Moving Service. Before diving into those numbers, if you're still mapping out the launch sequence, check out this guide on How Do I Launch Pool Table Moving Service Business? Honestly, getting this initial cost structure right is step one for runway planning.

Monthly OpEx Baseline

Fixed overhead costs total $5,750.
Payroll expense sits at $16,333 monthly.
Marketing spend is budgeted at $1,000.
These three buckets establish your $23,083 baseline operating expense.

Volume Needed to Cover Costs

This $23k is your floor; you must cover it first.
If your average service job yields $350 in contribution margin...
...you need about 66 jobs per month just to break even.
You should defintely plan for a cushion above that volume.

Which recurring cost category will consume the largest share of revenue?

For the Pool Table Moving Service, variable costs, specifically Cost of Goods Sold (COGS) plus Fuel/Fees, are projected to consume the largest share of revenue, starting at an unsustainable 265% in 2026, which is why tracking key performance indicators is critical-see What Five KPIs Should Pool Table Moving Service Business Track?. Payroll remains the largest single fixed expense category, but the variable structure needs immediate attention. Honestly, if variables are 265% of revenue, the business model is broken before we even look at salaries.

Variable Cost Overload

Variable costs hit 265% of revenue by 2026.
This includes COGS, fuel expenses, and third-party fees.
This means every move results in a significant loss before fixed costs.
You must immediately secure better vendor contracts or raise prices.

Payroll as Largest Fixed Cost

Payroll is the primary driver of fixed overhead costs.
Fixed costs must be covered by positive contribution margin.
With negative contribution margin, payroll coverage is impossible.
Technician utilization rates defintely need aggressive review.

How much working capital is required to reach the projected break-even date?

You need $804,000 in minimum cash reserves by February 2026 to survive until the Pool Table Moving Service hits profitability in July 2026. That seven-month gap between peak cash need and break-even is where most startups fail, so planning this runway is defintely critical; you should review steps on How To Write A Business Plan For Pool Table Moving Service? to map these capital needs precisely.

Cash Burn Peak

Minimum required cash is $804,000.
This capital must be fully secured by February 2026.
This covers all operating losses until revenue stabilizes.
It funds necessary fixed costs during the build-out phase.

Runway Gap

Break-even occurs 7 months later.
Projected break-even date is July 2026.
This is the critical survival window for operations.
Expect strict spending controls through Q3 2026.

If revenue is 20% below forecast, how will we cover fixed costs until profitability?

If the Pool Table Moving Service sees revenue drop 20% below projections, you must immediately implement cost-saving levers like pausing planned hiring and dialing back discretionary spending to bridge the gap to profitability. Understanding the expected baseline income is important; check out the details on what an owner makes here: How Much Does Pool Table Moving Service Owner Make? This defintely requires having a clear contingency plan ready to deploy when sales miss targets.

Immediate Cost Levers

Delay the Operations/Dispatcher hire scheduled for June 2026.
Cut the $12,000 annual marketing spend until revenue recovers.
Review all fixed overhead items for immediate renegotiation potential.
Stop purchasing non-essential specialized tools or equipment upgrades.

Bridging to Profitability

Focus sales efforts strictly on high-value relocation jobs.
Increase service density within existing service areas to lower fuel costs.
Track daily cash position against the runway remaining.
Set the revenue threshold that triggers these cost-reduction measures.

Key Takeaways

The baseline monthly operating expense (OpEx) for the pool table moving service is projected to be around $23,000 before variable costs are factored in.
A substantial minimum cash requirement of $804,000 is necessary to cover initial capital expenditures and operating losses until the business becomes self-sustaining.
Payroll, estimated at $16,333 monthly for the initial team, represents the single largest recurring expense category for the operation.
While break-even is targeted for July 2026 (seven months in), the business faces a significant hurdle as variable costs are initially forecast to consume 265% of total revenue.

Running Cost 1 : Payroll and Staffing

2026 Payroll Target

Your payroll commitment for 2026 settles around $16,333 monthly. This figure accounts for the core team: the Owner, a Senior Technician, a Junior Technician, and the planned addition of a partial Operations staff member beginning in the middle of the year. Keep tight control on hiring timelines to hit this budget exactly.

Staffing Budget Breakdown

This $16,333 estimate is your fixed monthly overhead for human capital in 2026. It includes salaries, taxes, and benefits for four roles, though the Operations role is only partially budgeted mid-year. You need firm salary quotes for the Senior and Junior Technicians to validate this target. Honestly, getting those salary inputs right is crucial.

Owner salary included.
Junior Technician starts full-time.
Operations role added July 1st.

Managing Labor Costs

Since this is a fixed cost, reducing it means optimizing utilization or delaying hires. Avoid paying full-time wages for part-time needs, especially for the Operations role. A common mistake is overstaffing before job density proves out. If onboarding takes 14+ days, churn risk rises.

Stagger the Operations hire date.
Use contract labor initially.
Track utilization per technician.

Payroll vs. Overhead

Payroll is a major fixed drain against revenue generated by service fees. If variable costs like vehicle expenses run high at 80% of revenue, every dollar spent on salaries must translate directly into billable hours to cover the $18,000 in estimated fixed overhead, including rent and insurance.

Running Cost 2 : Warehouse and Office Rent

Fixed Space Budget

You need to budget $3,200 per month for your combined warehouse and office rent. This is a key fixed expense that covers essential equipment storage and the coordination center for all technician dispatch operations.

Space Budgeting

This $3,200 covers both physical storage for specialized moving gear and the administrative office. Since this is a fixed cost, you must secure quotes that include utilities or plan for an extra $300 to $500 on top of rent for basic services.

Factor space needs for one box truck.
Ensure clear access for loading/unloading.
Verify zoning allows for light assembly work.

Cutting Rent Risk

Avoid signing long leases early on; general movers often fail by overpaying for space they don't need. Look for shared industrial space or a small flex unit first. If you plan for $16,333 in payroll, ensure your space fits the team without excessive square footage.

Start with a month-to-month agreement.
Negotiate tiered rent based on staff growth.
Avoid premium retail locations entirely.

Fixed Cost Check

Because rent is fixed, it directly impacts your break-even volume. If your total fixed costs approach $20,000 monthly (including payroll and insurance), you need high job density just to cover overhead before accounting for variable costs like fuel or supplies.

Running Cost 3 : Comprehensive Business Insurance

Insurance Budget

You must budget $850 monthly for comprehensive insurance coverage right away. This cost directly addresses the major liability exposure when handling heavy, expensive slate pool tables. Skipping this protection leaves your entire operation exposed to catastrophic loss. It's non-negotiable for this type of specialized logistics work.

Coverage Inputs

This $850 monthly premium covers the specialized risks of moving heavy billiard equipment, like property damage and professional liability. Estimate this based on quotes factoring in the value of the slate tables moved and the number of technicians operating. It's a fixed overhead cost you can't negotiate down much initially.

Covers damage to client property.
Protects against equipment breakage.
Essential for high-value slate.

Managing Premiums

To keep this fixed cost from ballooning, focus on minimizing claims exposure through rigorous training. Every incident raises future premiums significantly. Ensure technicians follow the exact disassembly and transport protocol every single time. A clean loss history is your best negotiating tool at renewal, so defintely prioritize safety.

Mandate strict safety checklists.
Review coverage limits annually.
Avoid claims whenever possible.

Risk Reality Check

Given that vehicle running costs are already high at 80% of revenue, insurance acts as a crucial buffer against unforeseen operational disasters. Without this coverage, one major incident could wipe out months of hard-won profit from moving jobs.

Running Cost 4 : Vehicle Running Costs

Vehicle Cost Shock

Your biggest variable cost threat is vehicle operation. In 2026, fuel and maintenance are projected to consume 80% of total revenue because moving heavy slate requires significant box truck use and travel time. If you don't price for this reality, you simply won't make money.

Cost Inputs

This 80% variable cost covers truck fuel and necessary maintenance tied directly to mileage and operational hours. To forecast this accurately, you must model expected service volume against your average job radius. Since it scales with every move, understanding your technician's daily travel efficiency is key to controlling this line item.

Estimate based on miles driven.
Factor in current commercial diesel prices.
Account for specialized truck wear-and-tear.

Managing Travel Burn

You defintely need to optimize technician routes to stop bleeding cash here. High travel time means lower job density, which crushes profitability under this high cost structure. Focus on batching jobs geographically to maximize revenue per mile driven.

Schedule jobs strictly by proximity.
Negotiate better fleet fuel pricing.
Limit service radius initially.

Contextualizing the Risk

While 80% of revenue for vehicle costs is alarming, remember that billiard supplies run at 150% of revenue in 2026. You face a combined variable cost pressure of 230% before even paying the $16,333 monthly payroll. This means your service pricing must be aggressively high to cover basic operational costs.

Running Cost 5 : Billiard Supplies and Parts

Material Cost Drain

Your initial material costs are unsustainable, hitting 150% of revenue in 2026. This means you are spending $1.50 on supplies for every $1.00 earned from service jobs that year. While this improves to 120% by 2030, you must address this cost structure defintely fast.

Supply Inputs

This line item covers all billiard supplies and consumables needed to perform the service, like new felt, chalk, and minor replacement parts. To estimate this cost accurately, you need the expected volume of refelting jobs multiplied by the average material cost per table, plus overhead for inventory storage. It's a major drain initially.

Get volume pricing from suppliers.
Track usage per service job.
Standardize parts inventory.

Cutting Material Waste

Since materials cost more than revenue now, tight control is critical. Negotiate volume discounts with your felt and slate suppliers immediately. Also, standardize on fewer, higher-quality parts to simplify inventory management. Don't let techs over-order supplies; track usage per job precisely.

Get volume pricing from suppliers.
Track usage per service job.
Standardize parts inventory.

Path to Profitability

The gap between 150% and 120% requires serious operational discipline, not just volume. You need to shift revenue mix toward high-margin installation work and away from material-heavy refelting jobs, or secure better supplier pricing quickly. That 30% improvement is where your profit hides.

Running Cost 6 : Customer Acquisition (CAC)

Marketing Spend Target

Your 2026 marketing plan requires $12,000 annually, or $1,000 per month, specifically targeting a $85 Customer Acquisition Cost (CAC) per job. This initial spend dictates the minimum volume you need to generate just to cover marketing itself, so watch this number closely. You've got to make this budget work hard.

CAC Calculation Basis

This $12,000 budget is strictly for paid acquisition efforts in 2026. To spend the full $1,000 monthly while maintaining a $85 CAC, you need about 11.7 new jobs sourced directly from those campaigns each month. Honsetly, this doesn't account for the high variable costs you face, like 80% for vehicle expenses.

Budget is $1,000 per month starting in 2026.
Target CAC is $85 per completed job.
Calculates to 141 jobs needed yearly for spend coverage.

Optimizing Acquisition Cost

You can defintely lower the $85 CAC by focusing on channels that yield high-value, repeat customers, like commercial accounts. General movers often fail here because they don't specialize. Your best lever is service quality leading to referrals, which are essentially zero-cost acquisitions. Track which channels bring in the most profitable jobs, not just the most jobs.

Prioritize insured, white-glove perception.
Target local property managers first.
Measure Customer Lifetime Value (CLV) vs. CAC.

The Variable Cost Check

Remember, the $85 CAC must be covered by revenue after the biggest variable drain: vehicle costs at 80% of revenue. If a job is $500, 80% ($400) goes to fuel and maintenance before you even cover payroll or supplies. Your gross margin needs to be wide enough to absorb that $85 marketing outlay easily.

Running Cost 7 : Scheduling and CRM Software

Set Software Budget

You must allocate $250 per month for core software to run routing and customer tracking defintely. This small fixed cost prevents service chaos as you scale past a handful of jobs daily, supporting the $16,333 payroll budget.

Software Cost Detail

This $250 monthly covers the essential tools for dispatching your technicians and logging customer follow-ups. You need to budget this fixed expense against your high variable costs, like Vehicle Running Costs starting at 80% of revenue. What this estimate hides is the onboarding time needed to train staff.

Covers route optimization.
Handles customer history.
Fixed cost baseline.

Managing Software Spend

Don't buy the top-tier platform right away. Start with a basic package that handles routing and simple contact logging; you can upgrade later. Many providers offer discounts if you pay annually instead of monthly. You could easily waste $100/month on features you won't use for a year.

Start with basic features.
Avoid premium tiers.
Check annual billing discounts.

Route Density Link

Good scheduling software directly impacts your primary variable expense: fuel and travel time. Better routing minimizes drive time between jobs, turning this $250 investment into a direct cost-saving lever against those high 80% running costs.