16 Ways to Save Money in Small Business Operations

Introduction to ways to save money in small business operations: Did you know approximately half of all new businesses fail in the first five years? In most cases, entrepreneurs focus on increasing sales to avoid bankruptcy, but reducing expenses is as important as achieving or maintaining profitability.

It’s hard to avoid tough choices and trade-offs when cutting business expenses. However, the process doesn’t have to be painful or irreversible. The simple strategies you’re about to read have been used by countless business owners before you to trim overhead, streamline operations, and increase profits.

16 Ways to Save Money in Small Business Operations
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Importance of business profit margins

Your business’s profit margin can be estimated with accounting software such as Freshbooks, which tracks revenues and expenses. Yet how do you determine what profit margin is best for your business? The majority of business owners don’t know how to determine their profitability. There are several reasons for this, including different profit margins and their presentation. What is the most relevant margin for you?

For small business owners, the most important number is net profit margin, which is total sales minus total expenses, divided by total revenue. In addition to illuminating sales and revenue trends, net margin helps you uncover weak spots that may not be apparent from top-line figures.

Businesses can control – or at least influence – the variables that affect net profit margins. The most easily controlled variable is expenses. Your customers cannot be forced to spend more of their hard-earned money, but you can reduce unnecessary costs. Identifying which costs can be cut safely and by how much is critical.

16 ways to save money in small business operations

In this article, we’ll examine 16 simple ways to increase your small business’s net profit margin by cutting everyday expenses without sacrificing mission-critical activities or hampering your company’s growth.

Cloud computing and open source should be used

Every startup uses software for bookkeeping, accounting, word processing, and presentations. Open-source options are listed on Sourceforge. Many things you need to do are open source or available in the cloud. Ali Asadi of A Profit Maker says that switching to a cloud vendor, such as Google, can be done at a fraction of the cost of buying expensive office software and servers.

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Cloud computing
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Promote your business through word-of-mouth

Marketing through word-of-mouth is arguably the cheapest method of advertising. A customer may refer a friend who loves your product so much that they convince them to buy it as well. Your product should be easy for users to share and review so that you can make the most of word-of-mouth marketing. Promote social media sharing and encourage customers to leave reviews on Yelp and Google.

In his article in the Harvard Business Review, Keith Queensbury says, The research shows that consumers find this kind of electronic word-of-mouth trustworthy, and it has a significant impact on the perceived value of a business.

Underperforming employees should not be paid.

Effectiveness is crucial to an employee’s job performance. In this case, consider one of two options: Either terminate their contract or try to help them perform better. Overly emotional behavior will negatively affect your company’s performance and other employees’ morale. 

In his Harvard Business Review article, Dick Grote offers some great advice: Always put the company’s interests first, regardless of your decision. You’ve likely endured below-average performance for months, hoping that things would somehow improve. As the end is near, plan the transition so that the company and coworkers receive the least amount of damage.

Use free and affordable technology

You will probably need to use a variety of software as a business. To accomplish your goals, you’ll need to use various products, from internal communication to designing the workplace. When it comes to software, prices can vary widely. Floor plans, office designs, organizing files, and designing offices generally cost businesses a great deal of money. There are both commercial and free software solutions available on the market, just as commercial solutions cost a lot.

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Business Softwares
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Find cheaper but equally effective software on the Web to save some money. Accounting software for small businesses, POS software, and floor plan design software are available. Investing less at the beginning of your business will give you time to increase your investment gradually as your business starts earning money.

Take advantage of discounts

What kind of cash flow analysis have you done? It’s time to start now. To run a successful business, you must know where your money comes from and how it is spent. By doing so, you’ll be able to resolve any problems, and you’ll also save money. Choosing a cheaper supplier can keep you from paying late fees or making large expenditures. Establish a period for tracking expenses.

Whatever frequency you choose, it has to be done. You can identify specific areas to cut costs by reviewing your expenses. You can save a great deal of money by reviewing your expenses. Bulk buying is usually the best way to save. It would be best to ask suppliers about bulk discounts when you discuss pricing. Consider both the pros and cons of increasing your order if you want a more significant value.  It is much more economical to buy in bulk when you purchase products and services frequently.

If you are buying exclusively from a supplier or regularly, discover whether any suppliers offer loyalty discounts. They will want you to stay on board if you buy a lot from a single supplier. Alternatively, you can find a company that does. What good is it to limit yourself to local suppliers if supplies are costly? Your town, city, or country can benefit from this, and you might be able to increase your sales, but if the costs are too high, you might want to consider other options. Companies often purchase materials and supplies from foreign suppliers because they offer better discounts and free shipping.

PR and marketing projects you can do yourself

Ensure you put your best foot forward when you promote and speak about your business by learning everything you can about marketing and public relations. If you’re passionate and knowledgeable, you could be your spokesperson and don’t want to hire a PR firm.

Lori Cheek, an entrepreneur from Cheek’d (who appeared on SharkTank), offers these tips on DIY public relations: ‘Don’t think outside the box; get rid of the box!’ Get creative. Use guerrilla marketing. Sometimes, asking doesn’t hurt if that doesn’t work.

I’ve appeared on the news numerous times by simply calling up the news stations and asking if they’d like to feature my business. Sometimes it’s as simple as that. It is more important to have a subtle yet persistent approach to getting media coverage. You can read more about Lori’s process here.

Work with capable candidates with little experience

Please take advantage of people in the early stages of their careers. People with little experience often seek entry-level positions and salaries, saving your company money. In some cases, hiring an experienced candidate may be the best choice, but in many cases, a solid employee who lacks experience needs a foot in the door, and you’ll find that they’re eager to succeed. Nobody started from scratch.

It cannot be overstated how necessary good training is. Put your new employees in a position of success by training them well and ensuring you are on top of their knowledge and experience gaps.  

Your HR functions should be streamlined

Being a business owner has its perks, including managing a workforce, which shows investors, for newly funded startups, how dedicated you are to achieving your company’s goals. Financial waste within organizations is primarily the responsibility of human resource departments. 

Several HR elements can lead to financial losses, including long and expensive hiring processes, high employee turnover, same positions, and – perhaps most importantly for investors – litigation over poor employee relations.

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HR Functions
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Increasing the efficiency of your HR department creates real opportunities for saving money – not just within HR but also at all levels of your organization. You can start by using technology to automate some tasks that currently require human labor. 

In a business, hiring is one of the most resource-intensive activities, and online hiring saves time and resources by eliminating the need for interviews and applications. A cloud-based HR system can also save you money by assisting with employee relations, payroll, and training and being the foundation for your company’s employee retention program, which can also help save you money.

Reducing or eliminating in-person meetings is a good idea

Some people are very good at sitting through meetings. Still, meetings waste time and are expensive to hold. On average, a worker spends more than an hour and a half preparing for each session. Consider using video conferencing, email, chat, or phone calls instead of formal in-person meetings. Some meetings can be eliminated more quickly than others, including:

  • Meetings to discuss status: This is to ensure checking the status of any project at any time, utilizing a project management tool.
  • Meetings for feedback: Consider sending your team an email survey instead of holding an in-person meeting if you need input from them. With a tool like Google Forms, you can create a study in a matter of minutes.

Keep in-person meetings under 30 minutes if you must, and send agendas at least 24 hours before each meeting. Don’t invite anyone else unless they must be present.

Take advantage of project management tools

In most cases, project management tools charge a small monthly fee, but due to the increased productivity of these tools, they are effectively free. Small teams can even use some of these tools for free. The team has so many tasks to complete, that keeping track of each one can be challenging. As a central location where all of your projects are tracked and maintained, project management tools can help your company save money.

Additionally, project management tools can monitor daily project costs and keep teams communicating. Asana, Trello, Basecamp, and Wrike are a few tools you might want to consider. Explaining your previous round of funds to investors is the last thing you want to do. Getting your business to be agile and efficient will help you transform your investment into growth, which will lead to the second round of funding.

Enhance the company culture

The best investment of time and money you can make is to improve your business culture. Happier employees perform better. Minor adjustments can have a considerable impact. Perhaps there should be more perks for employees, or the workspace should be made more fun.

Culture shouldn’t be overlooked or overlooked as non-essential to a company’s bottom line. Neil Patel’s blog has a great explanation from Zach Bulygo, Happiness leads to greater productivity, so you want happy employees. 

The more productive a business is, the faster it can work, and the more rapidly it can compete with its competitors. So, it’s worth investing in building and nurturing a company’s culture.”

Why you should stop using a landline

How often did you use a landline in the office in the past year? VoIP services for businesses provide new capabilities and greater flexibility for a lower price (some services are free).

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Internet Calling
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Benefits should be replaced with perks

It’s not always necessary to spend money on benefits. The firm Carter works for supports employee pet projects at discount rates and sometimes even for free. Free media relations services are one of Carter’s firm’s perks for its employees and their pet projects.

Their workers and clients also have access to an in-house travel agency. As for Netflix, they are testing shared Netflix accounts, and they are currently trying shared Spotify accounts.

Prepare your content marketing strategy for the year

You can spend both time and money on marketing content for your website. Creating your marketing content in batches is recommended by Jen DeVore Richter, CEO of Rock My Image and Coauthor of “Amplify Your Business.”. For example, it is sensible to outline a year’s worth of titles for your blog posts at once. Make the blog graphics using the preset tags for the year.

Also, you can repurpose the blog graphics into social media posts while you’re at it. Next, write a year’s worth of articles at a time (or need your writer to do it for you). The articles, as well as graphics, will be ready within a month and scheduled on your website, promoted in your newsletter, and shared on social media. It won’t bother you anymore after it’s done! It will save you time and money.”

Next, Sam Carter, sales manager at Challenge Coins 4U, offers tips on saving money from vendors and employees.

Use local media and social media to post jobs

While building the small business behind the deals site Coupon Sherpa and the billion-dollar shopping holiday Free Shipping Day, Kinoli founder Luke Knowles has picked up a few tips for saving money. Knowles says job posting sites such as Monster and CareerBuilder can be expensive, resulting in a flood of applications. Instead, the jobs are posted on Craigslist and through job centers on college campuses. 

Today, Craigslist charges about $15 per post instead of its previous free option. Utilizing social media is also a great way to contribute to your local community and save money. Share requests on Facebook or other social networks.

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Ad posting on social media
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Non-essential functions should be outsourced

The bill-to-e-format conversion work is outsourced to retailers such as Walmart. Vinoth, CEO of Apoyo Corp (an offshore outsourcing company), says outsourcing is a smart way to manage non-core activities by saving time. You can take advantage of the same by outsourcing. For those in the United States who prefer to keep their jobs, you can use college students or parents who are free to do a few hours of work while their kids are in class.


A business owner’s biggest enemy is extensive work and overhead expenses. Starting a business can be challenging, and it requires a lot of time, energy, and focus on making it grow. You do not have to put yourself into significant debt to make money; however, you can find time for yourself if you are doing this. It is best to grow a business slowly and steadily. Therefore, your business should save some time and money until it gets off the ground. When the business grows, costs and responsibilities gradually increase.

The size, talents, and workload of a successful company will grow. However, you must first get to that point, and you won’t be able to reach it if you are constantly spending more than you are earning. Making money and time savings can be fun. Research your possibilities and try to keep your company running smoothly. 


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