WiFi Site Survey Service Running Costs: $95,700/Month

WiFi Site Survey Service Running Costs

Running a WiFi Site Survey Service requires significant upfront capital for specialized equipment and high recurring personnel costs Expect average monthly running costs in 2026 to be around $95,700, driven primarily by a $46,667 monthly payroll for 6 FTEs and variable costs tied to project revenue Your fixed overhead is manageable at $9,550 per month, covering essential items like office space and insurance The model shows the business hitting cash flow breakeven quickly, within 6 months (June 2026), but you must defintely maintain a minimum cash buffer of $626,000 until May 2026 to cover initial ramp-up and capital expenditures This guide details the seven core operational expenses you must budget for to sustain profitability and achieve the projected $143 million in first-year revenue

7 Operational Expenses to Run WiFi Site Survey Service

#	Operating Expense	Expense Category	Description	Min Monthly Amount	Max Monthly Amount
1	Personnel Wages	Fixed	Payroll for 6 FTEs, including the Principal Wireless Engineer and two Field Technicians, totals $46,667 monthly.	$46,667	$46,667
2	Cabling Labor	COGS	This variable cost is projected at 150% of revenue, meaning if monthly revenue hits $119,083, this expense is $17,862.	$17,862	$17,862
3	Office Lease	Fixed	The fixed monthly expense for the Office Lease is $4,500, which must be paid regardless of utilization or revenue volume.	$4,500	$4,500
4	Vehicle Costs	Variable	As a field service, this variable cost is budgeted at 60% of revenue, averaging $7,145 monthly based on the 2026 revenue forecast.	$7,145	$7,145
5	Marketing Spend	Fixed	The annual marketing budget of $45,000 translates to a $3,750 monthly spend, aiming for a Customer Acquisition Cost (CAC) of $1,500.	$3,750	$3,750
6	Liability Insurance	Fixed	Errors & Omissions (E&O) and General Liability Insurance is a critical fixed cost, budgeted at $1,200 monthly to mitigate operational risk.	$1,200	$1,200
7	Software Licensing	COGS	Software Subscription Licensing required for site survey analysis is a variable COGS expense, budgeted at 50% of revenue, or about $5,954 monthly in 2026.	$5,954	$5,954
Total	Total	All Operating Expenses		$87,078	$87,078

What is the total monthly operational budget required to sustain the WiFi Site Survey Service?

The total monthly operational budget required to sustain the WiFi Site Survey Service is $95,700, which dictates the minimum revenue target needed before factoring in profit. To understand how to hit that target and improve margins, review How Increase WiFi Site Survey Service Profits?. Honestly, this number represents the baseline cost of keeping the lights on and the diagnostic tools calibrated; defintely plan for contingency beyond this figure.

Monthly Cost Structure

Total running cost averages $95,700 monthly.
Personnel costs are the largest fixed component here.
Variable costs include specialized diagnostic software licensing.
Overhead covers facility rent and necessary utilities.

Hitting the $95,700 Mark

Revenue must meet $95,700 to cover all operational expenses.
This figure combines fixed, variable, and personnel expenses.
Focus on maximizing billable hours per site assessment team.
If staff is fully utilized, this monthly revenue covers all costs.

Which cost categories will consume the largest percentage of first-year revenue?

The largest expense category for the WiFi Site Survey Service in the first year will defintely be payroll, consuming a substantial portion of revenue before factoring in job-specific costs. If you're mapping out your initial spending, understanding how to structure your service delivery is crucial, which is why looking at guides like How To Write WiFi Site Survey Service Business Plan? helps frame these decisions. Monthly payroll alone exceeds $46,000, making it the primary fixed cost driver you must cover every month, which means Cost of Goods Sold (COGS) must remain tightly controlled.

Payroll vs. Job Costs

Monthly payroll commitment starts above $46,000.
COGS includes subcontracted labor and software licensing fees.
Payroll is defintely largely fixed, unlike COGS components.
You need high utilization just to cover the base payroll load.

Variable Cost Squeeze

Variable costs (VC) are estimated at only 10% of total revenue.
Gross margin starts high, approximately 90% before overhead.
If revenue is $100,000, VC is $10,000, leaving $90,000 gross profit.
That $90,000 must cover the $46,000+ monthly fixed payroll.

How much working capital is necessary to reach the projected breakeven point?

You need about $\mathbf{$626,000}$ in working capital to cover the first six months until the WiFi Site Survey Service becomes cash flow positive, which requires careful management of initial capital expenditure needs; understanding the full financial roadmap is crucial, so review how to approach this by looking at How To Write WiFi Site Survey Service Business Plan?

Required Cash Runway

Minimum working capital needed is $\mathbf{$626,000}$.
This covers operations until month $\mathbf{6}$ cash flow positive status.
Initial capital expenditure (CapEx) is estimated at $\mathbf{$170,000}$ minimum.
This CapEx covers diagnostic tools and deployment gear.

Managing Early Burn

Watch the gap between CapEx spend and operational runway closely.
If onboarding takes $\mathbf{14+}$ days, churn risk rises defintely.
Focus sales efforts on high-value, multi-site clients first.
Ensure billing cycles align closely with cash needs.

What is the contingency plan if customer acquisition costs (CAC) exceed $1,500?

If customer acquisition costs (CAC) for your WiFi Site Survey Service consistently run over $1,500, your $45,000 annual marketing budget defintely buys too few customers, requiring immediate non-personnel cost reductions to maintain runway while you figure out how to hit that ambitious $143 million annual revenue goal; you should review how to write a business plan focused on operational efficiency, perhaps looking at resources like How To Write WiFi Site Survey Service Business Plan?

Budget Strain at High CAC

$45,000 marketing spend at $1,500 CAC yields only 30 new customers annually.
This volume means you secure only 2.5 new projects per month from marketing efforts.
If average project value is $15,000, marketing only generates $450k in annual revenue potential.
You must secure 9,533 projects annually to hit the $143 million target, so $1,500 CAC is unsustainable.

Contingency Cost Reduction

Immediately pause all non-essential software subscriptions.
Cut travel and entertainment budgets by 50% until lead conversion improves.
Halt spending on outsourced lead generation services.
Delay purchasing new diagnostic tools requiring upfront capital.

Key Takeaways

The average monthly running cost required to sustain the WiFi Site Survey Service operation in 2026 is projected to be $95,700.
Personnel costs are the largest expense category, consuming $46,667 monthly to cover the payroll for the initial six full-time employees.
Founders must secure a minimum working capital buffer of $626,000 to cover initial ramp-up and capital expenditures until the projected cash flow breakeven point is reached in six months.
While fixed overhead is manageable at $9,550 monthly, variable costs like subcontracted labor (15% of revenue) and software licensing (50% of revenue) are the primary drivers impacting gross margin.

Running Cost 1 : Personnel Wages and Benefits

Payroll Dominates Costs

Your team's salary burden is the biggest fixed drain right now. Payroll for 6 full-time employees (FTEs) hits $46,667 monthly. This includes the Principal Wireless Engineer at $12,083 and two Field Technicians costing $12,500 combined. You need revenue to cover this before anything else.

Staffing Inputs

This $46,667 figure covers wages and benefits for 6 people delivering the site surveys and network design. You need exact quotes for benefits, like health insurance or retirement matching, to finalize this baseline cost. It's your primary fixed operating expense, setting the minimum revenue bar you must clear.

Engineer salary is $12,083 monthly.
Two Techs cost $12,500 total monthly.
Benefits must be added to this base.

Controlling Headcount

Don't hire based on pipeline forecasts; use subcontractors for peak demand spikes first. If onboarding takes 14+ days, churn risk rises because projects stall waiting for certifed staff. Keep the core team lean until utilization hits 85% consistently across billable hours.

Subcontract labor cuts fixed risk.
Hire based on confirmed contracts.
Avoid bench time costs.

Breakeven Focus

Since payroll is fixed at $46,667, every dollar of revenue above variable costs must first service this expense. You must prioritize securing jobs that keep your Principal Wireless Engineer billing full-time hours; that $12,083 salary demands immediate utilization.

Running Cost 2 : Subcontracted Cabling Labor (COGS)

Cabling Labor Eats Margin

Subcontracted cabling labor is your biggest variable risk, projected at 150% of revenue in 2026. If you hit the $119,083 monthly revenue target, this single cost balloons to $17,862, crushing your gross margin before overhead even starts. That ratio demands immediate attention.

Understanding the COGS Hit

This Cost of Goods Sold (COGS) covers external technicians hired for physical installation work after the design phase. It scales directly with service volume, not fixed overhead. For 2026, this cost is calculated as 150% of revenue. If you bill $119,083, expect $17,862 just for this labor input.

Cost scales with project size.
Directly reduces gross profit.
Requires tight scoping agreements.

Controlling the 150% Rate

A 150% ratio means you lose money on every service dollar earned before accounting for software or fuel. You must tightly scope client expectations defintely. Consider shifting high-volume, predictable work to salaried staff if utilization allows for better cost control.

Scrutinize subcontractor contracts now.
Limit scope creep aggressively.
Benchmark against internal labor costs.

The Profitability Hurdle

This 150% projection is unsustainable for scaling profitably; you must aggressively drive down the cost percentage or significantly increase service pricing now. If project handoffs take more than 14 days, subcontractor management complexity rises, making that ratio even harder to control.

Running Cost 3 : Office Lease

Lease Obligation

Your office lease is a non-negotiable fixed cost of $4,500 every month. This expense hits your Profit & Loss statement whether you bill for $1 or $150,000 in services. It represents a baseline operational commitment before any revenue comes in, so be mindful of this floor.

Lease Budget Input

This $4,500 covers your physical space for the team, including the engineers and admin staff. It is a core fixed overhead, unlike variable costs like Subcontracted Cabling Labor (150% of revenue). You must budget this amount monthly, starting Day 1, before factoring in revenue forecasts.

Fixed monthly amount: $4,500
Paid regardless of revenue
Core overhead component

Managing Fixed Rent

Since this is fixed, reducing it requires negotiation or downsizing space. A common mistake is signing a long lease based on aggressive growth projections. If you hit the projected 2026 revenue of $119,083, this $4,500 lease is only about 3.8% of that top line, which is manageable.

Avoid long lock-ins early
Negotiate tenant improvement funds
Consider co-working initially

Break-Even Pressure

That $4,500 lease must be covered by your gross contribution margin every month. If your gross margin is 50%, you need $9,000 in gross profit just to cover this rent and other fixed costs like insurance ($1,200). It defintely dictates your minimum sales target.

Running Cost 4 : Vehicle Fuel and Maintenance

Vehicle Cost Control

Vehicle Fuel and Maintenance is a major variable expense for this field service, pegged at 60% of expected 2026 revenue. This translates to an average monthly cost of $7,145. Focus on optimizing technician routes immediately to control this spend.

Cost Inputs

This cost covers fuel and upkeep for vehicles used by Field Technicians traveling to client sites for wireless assessments. It scales directly with service volume. The estimate uses the 2026 revenue forecast, applying the 60% variable rate. What this estimate hides is the utilization rate of the vehicle fleet.

Managing Travel Spend

Since this is a variable cost tied to travel, efficiency is key. Grouping jobs geographically using zip codes reduces deadhead miles (travel without a billable job). Aim to keep utilization high; defintely avoid unnecessary trips. Savings benchmarks suggest 5-10% reduction is possible through better scheduling software.

Operational Impact

Because this cost is 60% of revenue, it acts like a second Cost of Goods Sold (COGS) item, even though it's often classified as operating expense. High travel means high cost; ensure your hourly billing rate adequately covers this high variable component.

Running Cost 5 : Online Marketing and CAC

Marketing Spend Reality

Your plan allocates $45,000 annually for marketing, which means spending $3,750 every month to land a new customer. Hitting your $1,500 Customer Acquisition Cost (CAC) target is defintely critical because that cost eats into the margin from your site survey service. If you spend more than $1,500 per client, you'll quickly burn through operating cash.

Budget Volume Check

This $45,000 annual spend covers all online advertising and lead generation needed to secure new facility contracts. To justify this budget, you must acquire 30 paying clients yearly, assuming the $1,500 CAC holds true. If you acquire fewer than 2.5 clients monthly, you are overspending on marketing efforts.

Annual budget: $45,000
Target CAC: $1,500
Monthly spend: $3,750

Lowering Acquisition Cost

Since you sell high-value, specialized wireless assessments, cheap clicks won't work; focus on quality leads. Avoid broad digital ads; instead, target specific facility managers or commercial real estate groups where your $1,500 CAC is justifiable against a large project fee. A better approach is referral incentives, which often yield a lower effective CAC than paid search.

Prioritize LinkedIn outreach over general search.
Develop a formal client referral program.
Track lead source quality, not just volume.

Pipeline Cash Drag

Hitting $1,500 CAC requires high conversion rates from initial contact to signed contract for these specialized site surveys. If your sales cycle is long-say, three months-you need $11,250 in marketing spend just to cover the pipeline before the first dollar of revenue arrives from those leads. That's a cash flow crunch you must plan for.

Running Cost 6 : Professional Liability Insurance

Insurance Baseline

Your operational risk coverage hinges on Professional Liability Insurance. Budgeting $1,200 monthly for Errors & Omissions (E&O) and General Liability is non-negotiable. This fixed expense shields the firm when design errors lead to client claims, protecting your balance sheet from unexpected litigation costs.

Policy Inputs

This policy covers claims arising from faulty wireless network designs or professional negligence, which is key since you guarantee connectivity. The $1,200 monthly figure comes from securing annual quotes covering potential liabilities across all client projects. It's a fixed overhead, just like the office lease.

E&O covers design errors.
GL covers site accidents.
Input is annual policy quotes.

Controlling Premiums

Keeping this fixed cost in check means showing low inherent risk to underwriters. Documented internal quality control, like rigorous pre-deployment testing, helps secure better rates at renewal. Don't skimp on coverage limits just to save a few bucks monthly; that's defintely a false economy.

Bundle GL and E&O policies.
Review limits every two years.
Document all site testing protocols.

Cost Context

Since this $1,200 is a fixed cost, it must be covered before any profit is made, similar to the $4,500 lease payment. If your 2026 revenue forecast holds, this insurance represents less than 1% of projected monthly gross revenue, which is a reasonable trade-off for operational security.

Running Cost 7 : Specialized Software Licensing (COGS)

Software Licensing Cost

This software is a variable Cost of Goods Sold (COGS) tied directly to revenue generation. For 2026 projections, budget 50% of revenue for these essential site survey analysis subscriptions. This translates to an estimated $5,954 per month, making it a significant, yet necessary, operational outlay.

Cost Drivers

These licenses fund the specialized tools needed for accurate wireless diagnostics and mapping. Estimation relies on projecting total 2026 revenue, then applying the 50% rate. Since it's COGS, it scales with service delivery, unlike fixed rent. What this estimate hides is potential price hikes from the software vendor next year.

Input: Projected 2026 Revenue
Calculation: Revenue x 50%
Classification: Variable COGS

Managing License Spend

Since this is a subscription, locking in multi-year agreements can reduce the effective monthly rate. Avoid paying for seats that aren't actively used by field staff or analysts. Review usage data quarterly to ensure compliance with licensing tiers. Defintely check for startup discounts before signing annual contracts.

Negotiate multi-year deals now.
Audit unused licenses monthly.
Bundle services for volume pricing.

Focus Area

Given that $5,954 is the 2026 estimate, focus on revenue growth that outpaces the variable cost increase. If you can negotiate this down to 40% of revenue, you instantly increase your gross margin by 10 percentage points, which is a huge win for early profitability.