Fixed vs. Variable Costs: Meaning, Examples, and How They Affect Businesses

Understanding the difference between fixed and variable costs is essential for managing your business finances effectively. Misjudging these cost types can result in pricing mistakes, inaccurate budgets, and unexpected cash flow problems. In this guide, you'll learn what fixed and variable costs are, how they differ, and practical strategies to manage and optimise them.

What Are Fixed Costs?

Fixed costs are business expenses that remain constant regardless of production or sales volume. These costs do not vary based on how much your business produces or sells.

Key Characteristics of Fixed Costs

• Predictability: Fixed costs are consistent over time, making them easier to budget and plan for.
• Independence from Activity Level: These costs remain unchanged whether your business is booming or experiencing a slowdown.

Examples of Fixed Costs

• Rent or lease payments
• Salaries (for permanent staff)
• Insurance premiums
• Depreciation
• Property taxes

What Are Variable Costs?

Variable costs are business expenses that change directly and proportionally with production or sales volume. As production increases, variable costs rise; as production decreases, they fall.

Key Characteristics of Variable Costs

• Fluctuation with Activity Level: Variable costs increase or decrease in direct relation to your production output.
• Per-Unit Basis: These are often calculated on a per-unit basis – meaning the cost per item remains constant, but total costs vary with production volume.

Examples of Variable Costs

• Raw materials
• Direct labour (e.g., hourly workers)
• Commissions
• Packaging
• Shipping costs

The Difference Between Fixed Costs and Variable Costs

How Fixed and Variable Costs Affect Businesses

Impact on Pricing Strategy

To set prices that cover all costs and yield a profit, you must account for both:

• Fixed Costs: Ensure that your pricing strategy covers fixed costs across your expected sales volume.
• Variable Costs: Prices should also cover variable costs per unit to maintain profitability.

Impact on Profitability

The balance between fixed and variable costs affects your profit margins:

• High Fixed Costs: Require higher sales volumes to achieve profitability, as these costs are spread across more units.
• High Variable Costs: Can lead to lower profit margins per unit, necessitating careful cost control.

Break-Even Analysis

Conducting a break-even analysis helps determine the sales volume needed to cover both fixed and variable costs:

Break-Even Point = Fixed Costs / (Selling Price per Unit - Variable Cost per Unit)

This tells you how many units must be sold to start making a profit.

Cost Control and Decision-Making

• Reducing Fixed Costs: Strategies include negotiating lower rent, automating tasks, or outsourcing non-core activities.
• Managing Variable Costs: Sourcing cheaper raw materials or improving production efficiency can help reduce variable costs.

Real-World Examples of Fixed and Variable Costs in Different Industries

1. Manufacturing Industry

2. Retail Industry

3. Service Industry

Strategies for Managing Fixed and Variable Costs

Reducing Fixed Costs

1. Seek more favourable lease terms or relocate to less expensive premises.
2. Consider outsourcing non-essential functions to reduce overhead.
3. Automate processes to reduce the need for permanent staff.

Managing Variable Costs

1. Buy raw materials in bulk to take advantage of volume discounts.
2. Streamline production processes to reduce waste and labour costs.
3. Work with suppliers to secure better pricing or payment terms.

Wrapping Up

Managing your fixed and variable costs is crucial for your business's financial health. If you’re seeking financial support to effectively manage your operational expenses, SMFG India Credit offers unsecured business loans of up to INR 75 lakhs* at attractive interest rates. Use our business loan eligibility calculator to estimate the maximum amount you may qualify for and apply online today!