Office Setup Cost Calculator

Calculator inputs Responsive 3‑2‑1 layout

Currency

Employees (headcount)

Used for per‑employee cost and license estimates.

Monthly rent

Deposit months

Fit‑out & renovation (one‑time)

Signage & branding (one‑time)

Furniture

Desks qty

Desks unit cost

Chairs qty

Chairs unit cost

Storage qty

Storage unit cost

IT equipment

Laptops qty

Laptops unit cost

Monitors qty

Monitors unit cost

Phones/headsets qty

Phones/headsets unit

Network gear qty

Network gear unit

Operations & services

Security setup (one‑time)

Insurance (annual, upfront)

Moving & logistics (one‑time)

Kitchen & pantry setup (one‑time)

Stationery & supplies (one‑time)

Onboarding kits qty

Onboarding kits unit

Monthly operating estimates

Software licenses per user

Internet (monthly)

Utilities (monthly)

Cleaning (monthly)

Maintenance (monthly)

Adjustments

Tax rate (%)

Contingency (%)

Discount / negotiated savings

Include first month of recurring costs?

Yes

No

Useful when budgeting setup only versus go‑live month.

Example data table

Scenario	Employees	One‑time subtotal	Monthly estimate	Tax %	Contingency %	Grand total
Startup pod	10	PKR 2,150,000	PKR 260,000	18	10	PKR 2,982,800
Growth team	25	PKR 7,350,000	PKR 620,000	18	10	PKR 9,194,200
Regional hub	60	PKR 16,900,000	PKR 1,420,000	18	12	PKR 22,573,920

These examples are illustrative. Use local vendor quotes for accuracy.

Formula used

Line total = Quantity × Unit Cost.
One‑time subtotal = Sum of all non‑monthly line totals.
Monthly estimate = Sum of all monthly line totals.
Selected month cost = Monthly estimate if first month is included, otherwise 0.
Subtotal = One‑time subtotal + Selected month cost − Discount.
Tax = Subtotal × (Tax Rate ÷ 100).
Contingency = (Subtotal + Tax) × (Contingency ÷ 100).
Grand total = Subtotal + Tax + Contingency.
Cost per employee = Grand total ÷ Employees (when Employees > 0).

How to use this calculator

Select currency, then enter headcount and space costs.
Fill furniture and IT quantities with realistic unit prices.
Add one‑time operational costs like moving and onboarding kits.
Enter monthly estimates for rent, licenses, internet, and services.
Choose whether to include the first month in totals.
Apply tax, contingency, and any negotiated discount.
Press Calculate setup cost to view results above the form.
Use CSV or PDF export for approvals and budget tracking.

Workplace setup budgeting basics

Cost groups the calculator models

Office setup budgets usually include space, furniture, technology, and operating services. This calculator separates one‑time purchases from monthly commitments, helping People Ops forecast launch spend and ongoing burn. Typical one‑time items include fit‑out, signage, security setup, moving, and onboarding kits. Monthly items include rent, per‑user software, internet, utilities, cleaning, and maintenance. Use categories for clearer planning.

Headcount as the planning multiplier

Headcount is used to scale desks, chairs, laptops, monitors, and license costs. If your workplace uses shared seating, enter a lower desk quantity, such as 0.7 desks per employee. For heavier technical roles, you may set monitors to two per person while keeping desks at one per seat. The cost‑per‑employee output helps compare sites and hiring waves.

Space assumptions that change totals

Deposits are often expressed in months, so the tool converts deposit months into a deposit total using the monthly rent value. You can also choose whether to include the first month of recurring costs in the grand total. Excluding the first month is useful when you want a pure setup figure for capital approval. Including it aligns with go‑live budgeting and cash‑flow planning. When comparing buildings, keep deposit months constant to isolate differences in rent and fit‑out costs.

Tax, discounts, and contingency buffers

The calculator applies discounts before tax to reflect negotiated savings. Tax is computed on the discounted subtotal, and contingency is calculated after tax to buffer project variability. A 10% contingency commonly fits smaller offices with local vendors, while 12–15% can suit multi‑vendor rollouts or imported equipment. Adjust these rates to match your policy and risk tolerance. If quotes are preliminary, increase contingency until suppliers confirm lead times and warranty terms.

Using exports for approvals and tracking

The summary provides one‑time subtotal, monthly estimate, and the selected‑month impact, making it easy to brief leadership. Use the line‑item table to request quotes, split costs by department, and plan phased procurement. Export CSV for finance review and scenario comparison. Export PDF for a fixed snapshot that supports approvals and vendor discussions. After purchase, keep the CSV as a baseline and record actuals to improve future roll‑outs.

FAQs

1) Does the grand total include monthly costs?

The grand total includes setup plus the first month only when selected. The monthly estimate is always shown separately for planning.

2) How should I choose a contingency percentage?

Use 8–10% for smaller setups and 12–15% for multi‑vendor rollouts or imports. Increase it when quotes or timelines are uncertain.

3) What if our desk ratio is less than headcount?

Enter fewer desks to model shared seating or hybrid work. Keep headcount accurate so per‑user licensing and cost‑per‑employee remain correct.

4) Can I budget setup without the go‑live month?

Yes. Choose “No” for including the first month. You will still see the monthly estimate for ongoing operating planning.

5) In what order are discounts, tax, and contingency applied?

Discounts reduce the subtotal first, tax is calculated next, and contingency is added last on subtotal plus tax. This reflects common budgeting practice.

6) What is the best way to share results with Finance?

Export CSV for spreadsheet review and scenario analysis. Export PDF for a fixed snapshot that supports approvals, vendor comparisons, and documentation.