300 Small Business Scenarios

Choose an industry and a calculation. Starting values are editable examples in U.S. dollars.

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Your scenario estimate

Estimated result

Estimate only. Based on your inputs. Review the calculation notes and costs included in this scenario.

Contribution per sale

Formula: Selling price − variable cost per sale

The amount each sale contributes toward fixed costs and profit. Include packaging, per-order labor and transaction fees if they rise with each sale.

Contribution margin

Formula: Contribution per sale ÷ selling price

The percentage of each sales dollar left after variable costs. Use a positive price and compare products with similar cost definitions.

Operating profit

Formula: Contribution per sale × monthly sales − monthly fixed costs

Estimated monthly operating profit before any costs you omit. A negative result is a modeled loss.

Break-even sales

Formula: Monthly fixed costs ÷ contribution per sale, rounded up

The smallest whole number of sales needed to cover fixed costs. A sale must contribute more than zero for a finite target.

Sales for target profit

Formula: (Monthly fixed costs + target profit) ÷ contribution per sale, rounded up

Compare the result with demand and capacity before relying on it.

Required price

Formula: Variable cost + (fixed costs + target profit) ÷ monthly sales

The minimum modeled price, rounded up to the nearest cent. Keep all inputs on the same monthly basis.

Discount volume target

Formula: Current total contribution ÷ discounted contribution per sale, rounded up

Shows the total sales needed at the discounted price to preserve contribution. If the discounted sale contributes nothing, added volume cannot cover the difference.

Cost increase offset

Formula: Current price + increase in variable cost per sale

Shows the price that preserves the same dollar contribution per sale, assuming other unit costs stay constant.

Refund impact

Formula: Sales × (price × retained share − variable cost)

Assumes full refunds and that the original variable cost is still incurred. Enter any separate refund fees in your own budget.

Marketplace fee impact

Formula: Price − percentage fee − flat fee − variable cost

Shows contribution after fees. Include only fees charged per sale here and budget subscriptions separately.

Monthly cash runway

Formula: Available cash ÷ monthly net cash outflow

Use cash spending minus cash receipts. A zero or negative outflow does not produce a finite runway in this model.

Emergency reserve target

Formula: Monthly essential costs × target months − current reserve, floored at zero

Shows the additional cash needed. Count only funds you can actually use for emergencies.

Startup cost recovery

Formula: Startup costs ÷ monthly net cash surplus

Estimates simple payback at a steady surplus. Model a slower ramp separately if early months will be weaker.

Hiring break-even

Formula: Added monthly staffing cost ÷ contribution per sale, rounded up

Shows additional monthly sales needed. Include payroll taxes, benefits and other recurring costs in the staffing input where applicable.

Marketing break-even

Formula: Campaign cost ÷ contribution per sale, rounded up

Shows incremental sales needed to recover campaign spend. Count sales you expect the campaign to generate.

Repeat customer value

Formula: Contribution per purchase × expected purchases − acquisition cost

Estimates contribution over the purchases entered. Include only purchases in your chosen forecast period.

Capacity utilization

Formula: Actual monthly volume ÷ monthly capacity

Use the same unit for both inputs. A result above 100% means the volume exceeds the capacity entered.

Idle capacity revenue

Formula: Unused capacity × price per sale

Shows potential gross revenue at full utilization. It excludes the costs of filling unused capacity.

Supplier price comparison

Formula: Total order cost A − total order cost B

A positive result means A costs more. Compare the same quantity and include freight or fixed fees consistently.

Cash collection gap

Formula: Cash due − cash on hand − collections expected before bills, floored at zero

Shows a funding gap for the period entered. Use realistic collection dates and test what happens if a payment arrives late.

Use the results for planning. They reflect your inputs and exclude costs you leave out. See the SBA guide to startup costs and break-even analysis.

Prepare your inputs

  • Choose a unit. Use the same unit for price, costs and volume, such as one appointment or one completed order.
  • Separate variable and fixed costs. Variable costs change as sales volume changes. Put monthly overhead such as rent in fixed costs.
  • Use the right time period. Profit and cash flow answer different questions. For cash planning, enter when bills and receipts are expected to clear.

Worked example: A bakery charging $32 per order with $12 of variable cost keeps $20 per order toward fixed costs. With $2,000 in monthly fixed costs, it needs 100 orders to break even under these assumptions.

For help organizing your records, see the SBA guide to managing your business.

Browse all 300 scenarios by industry

Bakery

Count orders. Include ingredients and packaging per order. Put monthly kitchen rent in fixed costs.

Coffee shop

Count orders. Include beans, milk and cups per order. Put monthly shop rent in fixed costs.

Restaurant

Count covers. Include ingredients and per-cover supplies. Put base rent in fixed costs.

Catering

Count events. Include event food, hired staff and delivery. Put recurring kitchen rent in fixed costs.

Online retail

Count orders. Include product, packing and outbound shipping. Put platform subscriptions in fixed costs.

Retail store

Count sales. Include merchandise and per-sale fees. Put monthly storefront rent in fixed costs.

Hair salon

Count appointments. Include products and per-visit commissions. Put monthly salon rent in fixed costs.

Cleaning service

Count jobs. Include supplies, job labor and travel. Put recurring software costs in fixed costs.

Landscaping

Count jobs. Include materials, job labor and fuel. Put monthly equipment storage in fixed costs.

Auto repair

Count work orders. Include parts and job labor. Put monthly workshop rent in fixed costs.

Photography

Count bookings. Include per-shoot travel, editing and assistants. Put recurring software in fixed costs.

Tutoring

Count sessions. Include session materials and tutor pay per session. Put subscriptions in fixed costs.

Design studio

Count projects. Include project contractors and assets. Put recurring design tools in fixed costs.

Software agency

Count projects. Include project contractors and usage costs. Put recurring team tools in fixed costs.

Fitness studio

Count visits. Allocate per-class instructor costs across expected visits. Put studio rent in fixed costs.