To save money running an office, start with your biggest fixed costs: rent, business rates and energy. Then review smaller recurring costs such as software subscriptions, supplies and equipment, which quietly add up over a year. Most businesses can make meaningful savings without affecting how their team works, simply by checking what they pay for and whether they still need it.
Simple Way To Save Money For Your Business
- Look at office costs, negotiate on your leases
- Consider hybrid working for staff
- Claims business rates relief
- Cut your office energy bills
- Lease office equipment
- Stop paying for subscriptions you no longer use
- Reduce spending on supplies and printing
- Track your costs more efficiently
Are You Paying for More Space Than You Need?
Rent is usually the largest office cost, so it is the first place to look. Since many teams moved to hybrid working, plenty of offices sit half-empty for much of the week. If that sounds familiar, you may be able to move to a smaller space, sublet part of your current one, or switch to a coworking space or serviced office where you pay only for the desks you use.
If you are approaching a lease break or renewal, use it to negotiate. Landlords often prefer to keep a reliable tenant rather than risk an empty unit, so ask for a rent reduction, a rent-free period or a shorter term that gives you more flexibility.
Could Hybrid or Flexible Working Reduce Your Costs?
Letting staff work from home on some days can reduce how much space, energy and equipment you need. Desk sharing, often called hot-desking, means you no longer need one desk per person, which can make a smaller office workable.
All employees have the legal right to request flexible working, and you must handle requests reasonably. Planning a clear hybrid policy now can help you meet those obligations and cut costs at the same time.
Are You Claiming the Business Rates Relief You Are Entitled To?
Many businesses pay more in business rates than they need to because they have not applied for relief. In England, you may be eligible for business rates relief if you are a small business, if your property is partly empty, or if you are in financial difficulty, among other reasons. Your local council decides who qualifies, so contact them to check what you can claim.
The rules are different in Scotland, Wales and Northern Ireland, so check the relevant guidance if your office is based there.
How Can You Cut Your Office Energy Bills?
Energy is one of the easiest costs to reduce. Simple changes include:
- Switching to LED lighting and fitting motion sensors in meeting rooms, kitchens and toilets
- Putting heating and air conditioning on timers so they are not running overnight or at weekends
- Turning off monitors, printers and other equipment at the end of the day
- Checking windows and doors for draughts before winter
It is also worth checking when your energy contract ends. Businesses that let their contract expire without renewing are often moved onto more expensive out-of-contract rates, so put the renewal date in your diary and compare deals in good time.
Should You Buy or Lease Office Equipment?
Buying computers, furniture and other equipment outright can put a strain on your cash. Spreading the cost through asset finance means you can get what you need now while keeping cash free for day-to-day running costs.
If you do buy equipment, you may be able to claim capital allowances, which lets you deduct the cost from your profits before tax. Speak to your accountant about which option works best for your business.
Are You Paying for Subscriptions You No Longer Use?
Software subscriptions are easy to sign up for and easy to forget. Go through your bank statements and list every recurring payment, from accounting software and design tools to phone lines and storage. You will often find tools nobody uses, duplicate services that do the same job, or licences for staff who have left.
Once you have a full list, cancel what you do not need, and ask suppliers about annual billing, which is often cheaper than paying monthly.
How Can You Reduce Spending on Supplies and Printing?
Moving to digital documents, e-signatures and cloud storage cuts the cost of paper, ink and printer maintenance, and frees up space taken up by filing cabinets. For the supplies you do need, buying in bulk or agreeing a fixed price with a single supplier can bring costs down.
It is also worth reviewing other regular contracts, such as cleaning, insurance, broadband and waste collection. Getting a few quotes each year shows you whether you are still paying a fair price, and gives you leverage when you negotiate.
Why Does Tracking Your Costs Matter?
The savings above only last if you keep an eye on spending. Reviewing your outgoings every month helps you spot costs creeping back up and plan for larger bills before they arrive. Our guide on how to manage cashflow for your business explains how to forecast your income and outgoings so you are never caught short.
If a large bill does arrive before you are ready, a working capital loan can help you cover the gap without disrupting the running of your office.