To figure out your operating expenses, you’re basically just adding up all the costs of keeping the lights on—everything you spend day-to-day to run your business. The key is that this excludes any costs that go directly into making a product.
The simple formula looks like this: Operating Expenses = Payroll + Rent + Utilities + Marketing + Other Day-to-Day Costs. Getting this calculation right is the first real step toward having a clear picture of your company's financial health.
Before you can even think about building a budget or figuring out if you're profitable, you need a solid handle on your operating expenses, often just called OpEx. These are the ongoing, essential costs a business has to pay just to stay open, no matter how much or how little it's selling.
This is a totally different category from the Cost of Goods Sold (COGS), which is only the direct costs of creating whatever you sell, like raw materials or the labor that builds the product. Operating expenses cover everything else.
To get an accurate number, you have to know what actually counts as an operating expense. You'll usually find these costs listed under the "Selling, General & Administrative" (SG&A) section on an income statement. It’s the nuts and bolts of your daily operations.
Key categories include things like:
Once you start tracking these costs, you get a much clearer view of how efficient your company really is. For example, a small business like a salon can use this data to make much smarter financial moves. To see how this applies in a real-world setting, check out our guide on managing salon finances for better budgeting and profitability.
To help you get started, here's a simple table breaking down the core components you need to calculate your OpEx. Think of it as your cheat sheet for understanding the essentials at a glance.
This table simplifies the categories, but the goal is always the same: capture every cost that isn't directly tied to creating your product or service.
Knowing how to calculate operating expense isn't just an accounting chore; it's a vital business strategy. It helps you set prices that make sense, build budgets that are actually accurate, and spot places where you’re wasting money. If your OpEx is growing faster than your revenue, your profit margins will get squeezed, putting the whole business at risk.
This is a dynamic we see all the time, especially in hyper-competitive fields. In the hospitality industry, for instance, rising operating expenses are putting a direct crunch on hotel profit margins, forcing owners to get serious about cost-control.
A preliminary study of 2,600 U.S. hotels confirmed that this spike in expenses is outpacing revenue growth, which really underscores the universal challenge of keeping day-to-day costs in check. You can read more about these hospitality industry findings to see how this plays out in the real world. This data is a powerful reminder of why every single business owner needs to keep a very close eye on their OpEx.
Before you can add up a single dollar of operating expenses, you need to get your financial house in order. Think of it like a chef prepping their ingredients before they start cooking. The accuracy of your final OpEx number hinges entirely on having the right documents organized and ready to go.
The most important tool in your kit for this job is your income statement, which you might also know as a Profit and Loss (P&L) statement. This is your business's report card, detailing all the money that came in and went out over a specific time. It's the primary source for all your OpEx data.
If you’re like most businesses, this information is already waiting for you inside your accounting software. Platforms like QuickBooks or Xero can generate an income statement for any period you need with just a few clicks.
Once you have that income statement in hand, remember you’re not using every single number on it. Your focus needs to be on the expense categories that fall outside the Cost of Goods Sold (COGS).
Look for a section typically labeled "Selling, General, & Administrative Expenses" (SG&A). This is the goldmine. It's where all the costs of keeping the lights on are detailed.
You'll be pulling data from line items like:
For many, streamlining this data-gathering stage is a huge win. This is where implementing cloud accounting solutions can make a world of difference, keeping all your data centralized, up-to-date, and easily accessible.
Pro Tip: Don't just pull one month's data and call it a day. To get real value from this exercise, you have to be consistent. Pick a standard accounting period—like a month or a quarter—and stick to it. Every time.
This consistency is what turns a simple calculation into a powerful business tool. When you calculate your OpEx for January, then February, then March, you start to see the financial rhythm of your business. A one-off number gives you a snapshot. Consistent tracking tells you the whole story, empowering you to spot trends, catch problems early, and make genuinely data-driven decisions.
This visual gives a great at-a-glance breakdown. A typical split shows fixed costs eating up about 70% of the pie, with variable costs making up the remaining 30%. It’s a powerful reminder that while big-ticket items like rent feel locked in, those fluctuating variable costs are where you have the most immediate power to tighten your belt.
Once you have your financial statements handy, the real work begins: sorting your expenses. This is where a lot of business owners get tangled up, but it doesn't have to be complicated. The goal is to flag every dollar going out the door that isn't directly tied to producing your goods or delivering your service.
These costs are often lumped together as Selling, General, and Administrative (SG&A) expenses. To get an accurate picture of your operating expenses, you need to classify these costs correctly. Checking a list of common business expense categories is a smart move to make sure you aren't overlooking anything.
One of the most practical ways to think about your expenses is to divide them into two camps: fixed and variable. Getting a handle on this difference is your secret weapon for smarter budgeting and more accurate forecasting.
For a business that’s constantly in motion, like a food truck, mastering both cost types is a matter of survival. We dive deeper into this in our guide on food truck finance and tracking expenses.
Now for one of the most important—and often confused—distinctions in business finance: Operating Expenses (OpEx) versus Capital Expenditures (CapEx). Mixing these two up can seriously throw off your financial reports and lead you to make some pretty bad decisions.
The real difference boils down to timing and benefit. OpEx are the costs of keeping the lights on today, while CapEx are investments in your company’s future.
In simple terms, OpEx represents the day-to-day costs that you expense fully in the current accounting period. CapEx, on the other hand, is when you buy a major physical asset that will bring value for more than a year. Instead of expensing it all at once, you "capitalize" it, spreading the cost over the asset's useful life through depreciation.
Getting this right is fundamental to accurate financial reporting. Here's a table to make the distinction crystal clear.
Understanding this split isn't just for your accountant; it directly impacts how you see your company's profitability and long-term health.
Let's make this tangible. Imagine you run a small digital marketing agency and your team needs more server power.
Nailing this distinction is absolutely crucial for calculating your operating expenses correctly and maintaining a clear view of your company's financial health.
Alright, you've gathered your financial documents and sorted your costs. Now for the satisfying part—turning those lists of numbers into a single, powerful metric that tells you the true cost of keeping your business running.
Let's make this real. We'll walk through a practical example using a business I see every day: a local auto repair shop. This gives you a clear template you can easily adapt for your own company, no matter what industry you're in. For a deeper dive into the specific finances of this type of business, check out our guide on the costs of running an auto repair business.
First, let's pull together the shop's monthly operating costs. Remember, we're making sure to leave out any direct costs for parts used in the actual repairs—that's COGS, a separate category.
Here’s what it costs to keep the lights on for one month:
These expenses paint a picture of the day-to-day reality of keeping the business operational. It's no surprise that a growing slice of that pie is technology. In fact, Gartner forecasts that worldwide IT spending will hit $5.61 trillion in the coming year, a 9.8% jump driven heavily by hardware and software investments. It’s a great reminder to see how your own tech costs are trending.
Now, we just need to add it all up using the operating expense formula. It's nothing more than simple addition of all those categorized costs.
Formula: Operating Expenses = Salaries + Rent + Utilities + Marketing + Software + Insurance + Supplies
Let's plug in the figures from our auto shop to find its total monthly OpEx.
When you add them together, you get a crystal-clear result.
$6,500 + $4,000 + $850 + $700 + $350 + $400 + $150 = $12,950
So, the shop's total operating expense for the month is $12,950. This single number represents the baseline cost of doing business before a single car is even repaired. By following this straightforward process, you can confidently calculate your own OpEx and gain that crucial insight into your company's financial health.
Calculating your total operating expense gives you a powerful number, but that's just the start. The real magic happens when you turn that data into a strategic tool—one that fuels smarter decisions and drives real growth. It’s the difference between just tracking costs and actively managing them.
When you meticulously track and analyze your OpEx, you start to see the bigger picture. This understanding is the bedrock for implementing effective strategies to improve cash flow and build a truly sustainable business.
Once you start consistently tracking your operating expenses month after month, patterns will jump out at you. You can see exactly where your money is going and, more importantly, where you might be spending too much.
Maybe that marketing spend on one channel isn't pulling its weight, or your software subscriptions have quietly piled up with redundant tools. This isn't about slashing costs with a blunt instrument; it's about making surgical cuts that don't hurt your operations. For a service business, even small adjustments can have a massive impact. Our guide on how to manage and reduce yoga studio operating costs, for example, digs into specific tactics for that niche.
The goal here is to turn your expenses from a passive drain on resources into an active area of strategic management. You're aiming for efficiency so you can reinvest in what actually moves the needle for growth.
Once you spot an area of overspending, you can take direct action. If your utility bills seem unusually high, maybe it's time to look into energy-efficient equipment. If software costs are bloated, you can run an audit and consolidate your tech stack. Every dollar you save is another dollar you can redirect toward innovation or expansion.
A solid history of accurate OpEx data is the best possible foundation for a realistic budget. Forget guessing what you’ll spend next quarter; you can now build your projections on actual historical data. This makes your financial planning far more reliable and lets you allocate capital with confidence.
This proactive approach is about more than just cutting costs—it's about strategic cost management. Take The Global Fund, which found $9.3 million in efficiencies through optimization. Their focus then shifted to stabilizing those costs to maintain the gains and prepare for the future. It’s a masterclass in long-term financial thinking.
So, how do your operating expenses stack up? To get a clear answer, you can calculate the Operating Expense Ratio (OER). This simple metric shows you what percentage of your revenue is being eaten up by operating costs.
The formula is straightforward:
OER = Operating Expenses / Gross Revenue
A high OER might flag inefficiency, while a low one suggests your operations are running lean. But "good" is relative to your industry. The real power of the OER comes from two types of comparison:
By using your OpEx data in these ways, you're moving beyond simple accounting. You're starting to make the kind of strategic moves that separate the businesses that thrive from those that just survive.
When you first start digging into your business's operating expenses, a few questions tend to pop up right away. Getting these details straight from the beginning helps you sidestep common accounting mistakes and use the concept of OpEx to your advantage. Let's walk through some of the things business owners ask me most often.
Yes, but there's a crucial distinction to make. The salaries and wages for your non-production staff are a classic operating expense. Think of your administrative team, your marketing pros, and your sales reps—anyone whose job is to support the business's day-to-day functions.
Where it gets tricky is with employees who are directly making your product or delivering your service. Their wages aren't considered OpEx. Instead, that labor cost gets rolled into the Cost of Goods Sold (COGS) because it's a direct cost of producing what you sell.
For your numbers to be truly useful, you need to track them consistently. I always advise clients to calculate their operating expenses on a monthly or quarterly basis. Sticking to this schedule is a game-changer for a few reasons:
While monthly or quarterly tracking is for active management, you'll still need an annual calculation for your year-end financial statements and tax prep.
Key Takeaway: Think of it like a regular health checkup for your business. The more frequently you monitor your financial vital signs, the healthier your company will be in the long run. Consistent tracking turns OpEx from a simple number into a powerful management tool.
Absolutely, and this one trips a lot of people up. Depreciation is what's known as a non-cash operating expense. It represents the value an asset—like a company truck or a piece of equipment—loses over its useful lifespan.
Even though you aren't literally writing a check for "depreciation" each month, it's still recorded as an expense on your income statement. Including it is essential if you want a true and accurate picture of your business's profitability, according to standard accounting rules.
I get this question all the time, and the honest answer is: there's no magic number. A "good" operating expense ratio (OER) is completely different from one industry to the next.
For example, a software company might have a very low OER because its overhead is minimal. A restaurant, on the other hand, has massive costs tied to rent, labor, and food spoilage, so its OER will naturally be much higher. Factors like food price inflation and rising labor costs make a restaurant's operating costs a constant battle to control.
The best way to know if your OER is "good" is to benchmark it. First, compare it against your own past performance to see if you're improving. Second, look up the averages for your specific industry to see how you stack up against the competition.
Are you tired of losing potential customers because you missed their call? My AI Front Desk offers a 24/7 AI receptionist that answers every call, qualifies leads, and even schedules appointments directly into your calendar. Stop letting leads slip through the cracks and start converting more revenue at https://myaifrontdesk.com.
Start your free trial for My AI Front Desk today, it takes minutes to setup!
