Startup Cost Calculator — Free Business Budget Planner & Funding Needs Estimator (2025)

Startup costs include two main categories: (1) One-time expenses like equipment, furniture, technology, legal fees, licenses, initial inventory, and marketing materials. (2) Recurring monthly costs like rent, utilities, salaries, insurance, supplies, and ongoing marketing. Our calculator helps you itemize both types and calculates total funding needed for 3, 6, or 12 months of operations.

The calculator provides three funding scenarios: Minimum (3 months) covers basic setup and initial operations, Recommended (6 months) provides a buffer for growth and unexpected expenses, and Conservative (12 months) gives you a full year of runway. Choose based on your risk tolerance, industry volatility, and how quickly you expect to generate revenue. Most experts recommend 6-12 months of operating capital.

Retail stores typically need $50,000-$150,000 for inventory, fixtures, and location setup. Tech startups often require $100,000-$500,000+ for development, equipment, and salaries. Restaurants commonly need $250,000-$500,000 for kitchen equipment, furniture, and initial inventory. Service businesses are often leaner, needing $10,000-$50,000 for equipment, marketing, and initial operating expenses. Use our industry templates to see typical expenses for your business type.

Break-even occurs when monthly revenue equals monthly expenses. Calculate by dividing total fixed costs by (average sale price - variable cost per unit). With our calculator, you can see your total monthly recurring costs, then determine how many units or services you need to sell each month to cover those costs. Don't forget to factor in loan payments, owner salary, and savings for future investments.

Yes, absolutely. Many entrepreneurs forget to pay themselves, which creates financial stress and unrealistic business projections. Include a modest owner's salary in your monthly recurring costs. This ensures your business can support you financially and gives investors or lenders a realistic view of total capital needs. Start with a basic living wage and increase it as the business becomes profitable.

Financial experts recommend adding 10-20% contingency buffer to your startup cost calculations. Unexpected expenses are guaranteed in any new business—equipment breaks, permits cost more than expected, marketing takes longer to work, or you need additional inventory. Our calculator shows you the base costs; add your contingency percentage when seeking funding to ensure you have adequate capital reserves.

Our calculator uses industry-standard cost categories and provides accurate calculations based on the information you enter. The accuracy depends on how realistic and complete your cost estimates are. We recommend researching actual costs in your location, getting quotes from suppliers, and speaking with other business owners in your industry. Update your calculations as you gather more precise information during your planning phase.

Yes, this calculator is perfect for business plan financial sections. It provides detailed cost breakdowns by category, calculates total funding needs for multiple timeframes, and generates visual charts you can include in presentations. Use the results for your startup costs section, operating expense projections, and funding requirements. The detailed category breakdowns help demonstrate to lenders or investors that you've thoroughly researched your business financial needs.