Accurately budgeting for administrative expenses is crucial for efficient operations. Fixed and variable costs, supply needs, and discretionary funds should be tracked through good record-keeping. Proper calculation of expenses can help identify areas for cuts or expansions.
Administrative expenses are costs that do not account for a specific area of the business, such as marketing or manufacturing. It is important to accurately budget for administrative expenses, as a company’s administration is often at the heart of efficient operations. To calculate administrative expenses, it is essential to keep good records and take into account all possible variables. With good records, calculating expenses is as simple as adding up the receipt totals.
Fixed administrative costs are those that generally do not vary from month to month. This can include things like phone bills, wages, or insurance expenses. While these may change periodically, such as hiring or losing an employee, these costs generally stay the same from month to month.
Variable costs may include some semi-fixed expenses, such as gas or electricity bills. While these may vary slightly from month to month, they will generally stay within a close range. To properly account for semi-fixed costs, try creating an average monthly cost by adding up a year’s worth of costs and dividing by 12. This will give you a fair idea of monthly or quarterly expenses.
Supply needs may change from time to time, causing variations in administrative costs. Supply estimates can include items like paper, toner, or mailing supplies, but can also include larger purchases like new computers, office furniture, or gas for company vehicles. Good record keeping is critical to tracking both the cost and regularity of supply orders. Keeping a simple spreadsheet file that lists the type of purchase, date of purchase, and cost will help make supply expenses easy to compile.
Many companies will have some discretionary administrative funds for certain purposes. These may include funds for training or seminars, holiday parties, bonuses, or employee services such as vending machines. Budgeting carefully for discretionary spending can help keep expenses in line while providing the best opportunities for the workforce.
Businesses may also sometimes include incorrect payment protection in their administrative fees. Unfortunately, almost every business finds itself on the receiving end of a fake check or fraudulent transaction from time to time. In cases where prosecution is impractical or impossible, bad payout funds can help prevent profit margins from slipping away.
When administrative expenses are accurately calculated and compared to profit, it’s easy to see where cuts or expansions can be made. Whether it’s affordable to hire another worker, find cheaper supplies, or upgrade computer systems can be understood at a glance by looking at budget and administration costs. Experts recommend that good administrative expense tracking be a daily task that is regularly monitored and reviewed for potential improvements.
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