Office Budget Calculator

One-time capital costs

Budget these before you can occupy a single desk.

• Security deposit — typically 3 to 6 months of rent, interest free
• Brokerage — usually one month of rent plus GST
• Civil, electrical, HVAC and false ceiling fit-out
• Furniture: workstations, cabin sets, meeting tables, storage
• IT capex: cabling, switches, Wi-Fi, UPS, CCTV, access control
• Branding, signage and reception build

Recurring monthly costs

• Base rent plus CAM or maintenance per sq.ft.
• Electricity, DG backup and water
• Internet links and IT AMC
• Housekeeping consumables, pantry and staff
• Security and receptionist salaries
• Repairs, pest control and equipment servicing

Costs teams usually forget

• Rent escalation of 5% to 10% each year or every three years
• Fit-out amortised over the lock-in — treat it as a monthly cost
• Downtime: rent paid during two to four months of fit-out
• Restoration or make-good cost at the end of the lease
• Property tax or society charges passed through by the landlord
• Idle desks bought for headcount that arrives six months later

How to use this sheet

• Fill capital costs first, then divide by the lock-in months
• Add the monthly recurring block to that amortised figure
• Divide the total by headcount to get true cost per seat per month
• Compare that number against a managed office quote — like for like
• Run the same sheet at 70% and 130% headcount to test flexibility