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Key Takeaways
- The baseline monthly fixed overhead for the shopping cart cleaning business, excluding major payroll, is estimated at $4,750 for 2026.
- Payroll is the single largest expense category, consuming approximately $32,083 per month for the initial team of 45 full-time equivalents.
- To cover the initial negative EBITDA of -$255,000 in Year 1, a minimum working capital buffer of $260,000 is necessary to sustain operations.
- The financial model projects that the business will require 20 months of operation, reaching its break-even date in August 2027.
Running Cost 1 : Staff Wages
Payroll Dominance
Payroll is your single largest fixed expense, hitting about $32,083 per month by 2026. This cost supports 45 full-time equivalents (FTEs), covering everyone from the CEO down to the two Cleaning Technicians. Managing this headcount efficiently is key to reaching profitability.
Cost Inputs
This $32,083 estimate covers all salaries and associated payroll taxes for 45 FTEs projected for 2026. To verify this, you need the specific salary bands for the CEO, managers, and the two Cleaning Technicians, plus the blended burden rate (benefits, taxes) applied to the base wages, defintely.
- Use current regional salary benchmarks.
- Factor in a 25% burden rate for taxes/benefits.
- Confirm technician wage vs. service efficiency.
Staff Control
Controlling this massive fixed cost requires disciplined staffing decisions, especially since leadership roles are baked in. Since Cleaning Technicians drive service delivery, optimize their routes before cutting roles outright. Don’t let administrative overhead grow too fast.
- Tie manager headcount to service volume.
- Use software to manage technician schedules.
- Hold off on hiring non-revenue generating staff.
Fixed Cost Risk
Since wages are fixed, they must be covered by contracted monthly revenue regardless of short-term service volume dips. If customer acquisition stalls, this $32k burn rate will quickly consume working capital, so ensure your sales pipeline is always fed.
Running Cost 2 : Office & Utilities
Fixed Overhead Base
Your baseline fixed overhead for non-personnel operations is $4,750 monthly. This covers essential digital tools and the physical space needed to manage your fleet scheduling and administrative functions. This cost is stable until you scale past your current operational footprint.
Cost Breakdown
These fixed costs are the base required to run the business outside of payroll and marketing spend. Office Rent is set at $1,500, which you should confirm via your lease agreement. Utilities and Internet total $400 monthly. You also budget $300 for the CRM and Scheduling Software necessary to manage service routes.
- Confirm lease terms for rent.
- Get quotes for utility service.
- Verify software subscription tiers.
Managing Non-Personnel Costs
Rent is locked in, but software and utilities offer quick wins for savings. Review your CRM usage; if you aren't using all licensed seats, negotiate down or switch tiers immediately. For utilities, ensure your office space isn't oversized for your current administrative team size.
- Audit software licenses quarterly.
- Negotiate utility contracts annually.
- Avoid unnecessary office square footage.
Overhead Stability
This $4,750 fixed overhead must be covered every month regardless of contract volume. Since staff wages are $32,083, these operational basics represent a small but critical component of your total fixed burden. If you delay signing a lease, you defintely save this amount initially.
Running Cost 3 : Business Insurance
Insurance Cost Structure
Your total monthly outlay for risk management is $1,950. This covers operational liability and the necessary protection for your mobile fleet. Vehicle coverage accounts for the majority of this expense, reflecting the operational nature of servicing clients on-site.
Cost Components
This $1,950 monthly insurance expense is not a single line item. General Business Insurance is $750, covering premises liability and general operational risks. The larger portion, $1,200, is dedicated solely to Vehicle Insurance, which protects your mobile cleaning fleet necessary for on-site service delivery.
- General coverage: $750
- Vehicle coverage: $1,200
- Total monthly cost: $1,950
Managing Fleet Risk
Since vehicle costs are high, focus on fleet utilization and driver safety metrics. High claims frequency directly inflates the $1,200 vehicle premium quickly. You must defintely bundle policies if possible, but never skimp on coverage for the mobile units that generate revenue.
- Review vehicle coverage annually.
- Driver training reduces claims risk.
- Shop quotes every two years.
Fleet Exposure
Vehicle Insurance is tied directly to the number and type of service vans you operate. If you scale up your fleet size before securing better group rates, this $1,200 component will rise proportionally, directly impacting your cash flow before new contract revenue stabilizes.
Running Cost 4 : Customer Acquisition
Marketing Budget Set
Your 2026 marketing budget is $60,000 annually, or $5,000 monthly. This spend must secure customers efficiently, targeting a $1,200 Customer Acquisition Cost (CAC) to remain sustainable. If you miss that target, you burn cash fast.
Acquisition Spend Breakdown
This $60,000 covers all initial outreach and sales efforts for 2026. To calculate this, you divide the total budget by the target CAC: $60,000 divided by $1,200 equals 50 new customers expected in year one. This is a tight budget for a B2B service requiring direct sales.
- Monthly spend is fixed at $5,000.
- CAC target is $1,200 per retailer.
- Goal is acquiring 50 contracts total.
Managing CAC Risk
Hitting a $1,200 CAC for retail contracts requires highly targeted sales, not broad advertising. If your sales cycle extends past four months, your actual CAC will balloon past the budget allocation. Focus on securing quick wins with local chains first, honestly.
- Prioritize direct outreach over digital ads.
- Measure sales cycle length closely.
- Ensure sales commissions don't inflate CAC.
Key Acquisition Metric
Given staff wages are $32,083 monthly, acquiring those first 50 customers quickly validates the entire operating model before fixed overhead overwhelms cash flow. You need revenue from those 50 contracts to cover the $25,250 in core fixed costs (wages, office, insurance, legal).
Running Cost 5 : Consumables
Consumable Revenue Share
Your primary consumable, Cleaning & Sanitization Solutions, consumes a massive 80% of revenue in 2026. You must aggressively target operational efficiency to drive this down to 60% by 2030, or margins will stay crushed by input costs.
Input Cost Calculation
This cost covers the specialized solutions needed for disinfection. In 2026, these inputs are budgeted at 80% of gross revenue, which is your largest variable expense. You estimate this by multiplying projected monthly revenue by the 80% rate. Honestly, that starting percentage screams for immediate supplier negotiation.
- Estimate requires projected revenue.
- Input is a fixed percentage of sales.
- It dominates the initial variable budget.
Managing Solution Spend
Reducing this 80% dependency requires negotiating upfront, even before scale is achieved. The planned drop to 60% by 2030 relies heavily on process refinement and volume discounts. If you can cut solution usage by 10% in 2026, that’s an immediate 8% lift to contribution margin.
- Lock in Tier 2 pricing now.
- Audit application waste monthly.
- Test cheaper, compliant alternatives.
Variable Cost Warning
Since Fuel & Maintenance is budgeted at 50% of revenue, these two variable line items consume 130% of revenue in 2026 if not managed. You must secure supplier efficiency gains quickly to cover the $32,083 monthly payroll and other fixed overhead.
Running Cost 6 : Fuel & Maintenance
Vehicle Cost Target
Vehicle costs are your biggest variable drain initially. Fuel and maintenance are pegged at 50% of revenue next year, 2026. You must drive efficiency to hit the 40% target by 2030. That’s a 10-point margin improvement just from order density.
Cost Inputs
This cost covers the actual fuel burn and necessary upkeep for the mobile cleaning fleet. To model this accurately, you need your projected monthly revenue and the planned percentage allocation—starting at 50% in 2026. Also, factor in the cost of the Vehicle Insurance component, which is $1,200 monthly right now.
Driving Efficiency
Reducing this 50% variable drag hinges on route density. If you can stack more services per daily run, you lower the per-service fuel cost. Avoid scheduling single-store visits far from established routes. This defintely impacts your scaling profitability.
Leverage Point
Your 40% goal for 2030 is achievable only if you optimize vehicle utilization now. Every service must be geographically clustered to minimize miles driven between contracts.
Running Cost 7 : Legal & Accounting
Fixed Legal Overhead
Your legal and accounting overhead is a predictable $600 per month. This covers all necessary compliance, tax preparation, and ongoing advisory needs for the service.
Cost Breakdown
This $600 covers core compliance, tax filing, and advisory needs. It’s a baseline fixed cost, unlike your variable consumables (which are 80% of revenue in 2026). Budgeting this $7,200 annually is defintely crucial for financial stability.
- Compliance checks
- Tax preparation
- Advisory support
Fee Management
Since this is fixed, focus on maximizing the value from the advisory retainer. Don't let routine bookkeeping tasks bleed into the high-cost advisory hours. You need to make sure the scope is clear upfront for essentail services.
- Define advisory scope clearly
- Batch questions for efficiency
- Review service needs yearly
Overhead Stacking
This $600 joins $4,750 in office costs and $1,950 in insurance, totaling $7,250 in fixed overhead excluding staff wages. You must cover this base before the $32,083 payroll cost becomes productive.
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Frequently Asked Questions
Fixed costs, excluding payroll, total $4,750 per month, covering rent, insurance, software, and utilities This amount is stable through 2030, making it defintely easier to forecast than variable expenses;