![How to plan and track the budget of your video games store [template]](http://onlineyougrow.com/cdn/shop/articles/cov-budget-1_543fb003-a8f5-4196-9ccb-4232f71682a7.png?v=1715856352&width=1100)
If you don’t plan and track your video game store budget properly, you're setting yourself up for failure.
When we developed our strategy pack for video game store owners, we saw a lot of store owners struggling with finances and planning.
They were disorganized, had no grasp of cash flow, and were drowning in financial troubles despite having substantial sales.
Don’t let this be you—stand out and succeed.
We’ve created a small, free tool to help you get started: our Budget Tracker and Planner. Let’s turn your video game store's finances around and set you on the path to success!
Get the budget tracker tailored for video games stores
Most video games store owners don't know how to plan and track their budget. This spreadsheet will help you.
Example of a full budget for video games stores
Here is an example of a (very) detailed budget for a video games store, to give you some inspiration
1. Rent and Utilities
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Rent | Lease for retail space | $3,000 | $36,000 |
| Electricity | Power consumption for lighting and gaming stations | $500 | $6,000 |
| Water | Water usage | $100 | $1,200 |
| Internet & Phone | Internet service and business phone | $200 | $2,400 |
| Waste Removal | Garbage and recycling services | $100 | $1,200 |
| Insurance | Property and liability insurance | $300 | $3,600 |
2. Salaries & Wages
| Position | Number of Employees | Monthly Cost per Employee | Total Monthly Cost | Annual Cost |
|---|---|---|---|---|
| Store Manager | 1 | $3,500 | $3,500 | $42,000 |
| Assistant Manager | 1 | $2,500 | $2,500 | $30,000 |
| Sales Associates | 3 | $2,000 | $6,000 | $72,000 |
| Technician | 1 | $2,500 | $2,500 | $30,000 |
3. Inventory Costs
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Video Games | New releases and popular titles | $8,000 | $96,000 |
| Consoles | Gaming consoles and accessories | $5,000 | $60,000 |
| Merchandise | Gaming merchandise and collectibles | $2,000 | $24,000 |
| Maintenance Supplies | Cleaning and maintenance supplies | $200 | $2,400 |
4. Marketing & Advertising
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Online Advertising | Google Ads, Facebook Ads, etc. | $300 | $3,600 |
| Social Media Management | Managing social media accounts | $500 | $6,000 |
| Print Advertising | Flyers, posters, newspaper ads | $200 | $2,400 |
| Website Maintenance | Hosting, domain, updates | $100 | $1,200 |
| Email Marketing | Email campaigns and newsletters | $150 | $1,800 |
| Promotional Events | Special events and promotions | $200 | $2,400 |
5. Miscellaneous Expenses
| Item | Description | Monthly Cost | Annual Cost |
|---|---|---|---|
| Equipment Maintenance | Regular maintenance of gaming equipment | $300 | $3,600 |
| Uniforms | Staff uniforms | $100 | $1,200 |
| Licenses & Permits | Business licenses and permits | $100 | $1,200 |
| POS System | Point of Sale software and hardware | $150 | $1,800 |
| Contingency Fund | Emergency repairs and unexpected costs | $500 | $6,000 |
| Office Supplies | Stationery, pens, printer ink, etc. | $100 | $1,200 |
| Staff Training | Training programs and materials | $200 | $2,400 |
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We have studied the strategies of the best video games stores in the world. Replicate them now!
What are the biggest expenses for a video games store?
Watch out for these pitfalls. Here are five major costs every video game store owner needs to consider, along with some tips on how to manage them effectively.
- Inventory costsVideo games, consoles, and accessories can take up a significant portion of your budget. Prices can vary based on demand, new releases, and supplier terms. To keep these costs under control, focus on stocking popular titles, negotiate better deals with suppliers, and avoid overstocking. It's easy to overspend by buying too many niche or high-end items that don’t sell quickly.
- Staff at your storeYour employees are essential for providing excellent customer service and managing daily operations, but their wages, benefits, and training can be costly. You need a sufficient number of knowledgeable staff to assist customers and keep the store running smoothly. Optimize labor costs by scheduling efficiently, cross-training employees, and monitoring productivity. However, be cautious not to underpay or overwork your staff, as this can lead to high turnover and poor customer service.
- Rent and utilities of your storePrime retail locations come with high rent, but they can attract more foot traffic. Utilities like electricity, internet, and heating/cooling are necessary but can add up quickly. To manage these costs, negotiate favorable lease terms and invest in energy-efficient lighting and equipment. Overspending often occurs when you choose a location that's too large or too upscale for your needs.
- MarketingGetting the word out about your video game store is crucial, but advertising can be expensive, whether it's online ads, social media campaigns, or traditional media. Optimize this expense by focusing on cost-effective methods like the ones we recommend in our guide. Overspending can happen if you invest in flashy campaigns without a clear return on investment.
- Store equipment and maintenance costsThis includes everything from display shelves to gaming stations. These are important because quality equipment and regular maintenance are crucial for smooth operations and customer satisfaction. Optimize by investing in durable, energy-efficient equipment and maintaining it regularly to avoid costly breakdowns. You can overspend by going for the latest high-tech gadgets you don’t really need.
How to spend less with your video games store?
Here are practical tips to help you, as a video game store owner, optimize your budget and manage expenses more effectively.
| Expense | Tips to Optimize |
|---|---|
| Inventory Costs | Partner with game distributors for bulk purchasing discounts and keep an eye on seasonal sales. |
| Labor Costs | Implement a scheduling software to optimize staff hours and reduce overtime. |
| Utilities | Install LED lighting and energy-efficient HVAC systems. |
| Marketing | Run social media contests for your store and collaborate with local gaming influencers for free exposure. |
| Cleaning Supplies | Train staff on efficient use of cleaning supplies to reduce waste. |
| Equipment Maintenance | Set up a maintenance log for regular checks and servicing of gaming consoles and demo stations. |
| Rent/Mortgage | Negotiate lease terms during renewal or consider moving to a less expensive location. |
| Insurance | Regularly review insurance policies to ensure they meet current needs and compare rates annually. |
| Packaging | Use cost-effective, eco-friendly packaging and offer discounts for customers bringing their own bags. |
| Display Units | Purchase high-quality, durable display units that can withstand frequent use. |
| POS System | Choose a POS system that offers essential features with low transaction fees and integrates with inventory management. |
| Staff Training | Conduct regular in-house training sessions and use free online resources. |
| Waste Management | Implement a recycling program for old games and consoles, and offer trade-in deals to minimize waste. |
| Technology | Invest in multi-functional gaming stations and utilize store management software for inventory and sales tracking. |
| Store Decor | Partner with local artists for unique, cost-effective decor and consider reusable decorations for events. |
| Licensing and Permits | Stay up-to-date with local regulations to avoid fines and costly renewals. |
| Transportation | Plan delivery routes to maximize efficiency and reduce fuel costs. |
| Office Supplies | Purchase supplies in bulk and go paperless where possible with digital order systems. |
| Inventory Management | Use inventory management software to track stock levels and reduce overstocking. |
| Pest Control | Schedule monthly pest control services and maintain cleanliness standards to prevent infestations. |
| Music and Entertainment | Use a streaming service for background music and host local gaming tournaments during off-peak times. |
| Uniforms | Choose durable, easy-to-clean uniforms and offer staff a stipend for maintenance instead of using an external service. |
Copy the tactics of the best video games stores in the world!
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Expenses that are just useless for a video games store
Yes, some expenses for your video game store are just unnecessary. They don't contribute to increasing revenue or improving customer experience.
| Video Game Store Expense | Reason It's Useless |
|---|---|
| Overly Expensive Store Decor | Lavish decorations don't necessarily attract more customers and can be a drain on the budget. |
| High-End Gaming Chairs | Unless you are running a premium gaming lounge, most customers are satisfied with mid-range options. |
| Excessive Game Inventory | Stocking too many titles increases inventory costs and can lead to unsold stock. |
| Top-Tier Display Units | High-end display units are not always necessary and can be cost-prohibitive. |
| Paper Advertising | Traditional paper ads often have a lower return on investment. Don’t include them in the marketing strategy of your video game store. |
| Multiple Uniform Styles | Having various uniform styles increases costs without adding significant value to the customer experience. |
| Excessive Staff | Overstaffing leads to higher labor costs without necessarily improving service quality. |
| Premium Subscription Services | Expensive subscriptions for music or magazines often go unnoticed by customers. |
| Exclusive Game Editions | Stocking rare game editions can inflate costs and complicate supply chains. |
| Costly Furniture | High-end furniture is not always appreciated by customers and can be a significant expense. |
| Custom Printed Bags | Personalized shopping bags are a minor detail that most customers overlook, and they can be expensive. |
| Unnecessary Software | Paying for software with features you don’t use is a waste of resources. |
| Premium Water Brands | Most customers are content with filtered tap water, making expensive bottled water unnecessary. |
| Extra Delivery Vehicles | Maintaining a larger fleet than needed increases operational costs. |
| Excessive Membership Fees | Paying for multiple industry memberships often yields little benefit. |
| Overly Frequent Renovations | Constantly updating decor and layout can be costly and disrupt operations. |
| Expensive Display Centerpieces | Elaborate centerpieces are often ignored by customers and add to the cost. |
| High-End Display Cases | Luxury display cases are prone to damage and expensive to replace, often going unnoticed by customers. |
| Excessive Staff Meetings | Too many meetings can reduce productivity and increase labor costs. |
| Expensive Promotional Materials | Frequently redesigning promotional materials is costly and often unnecessary. |
| Unused Promotional Items | Ordering more promotional items than needed leads to waste and unnecessary expense. Get our marketing budget planner template. |
| Paid Directory Listings | Many free listing options are available, making paid listings often redundant. |
| High-End Gaming Consoles for Display | Specialized gaming consoles for display are often unnecessary and add to costs without a proportional benefit. |
Stop working with a tight budget for your video games store!
Managing a budget for a video game store when funds are tight can feel like a nightmare. It's like being trapped in a game where any unexpected expense can be a game over.
This constant pressure makes it nearly impossible to invest in growth projects, leaving you always chasing after expenses. It's a life filled with stress and sleepless nights.
Yes, you can continue down this path, scraping together pennies and barely making ends meet. But there's another part of the equation you might be overlooking. Instead of just trying to cut costs, you can focus on growing your revenue. More income means more breathing room and more money to spend.
And no, you don't necessarily have to spend money to grow. There are plenty of zero-cost initiatives and strategies that can help you increase your revenue by 10%, 20%, or more. We've detailed all of these strategies in our guides, after studying dozens of video game stores just like yours. Get them now!
Make your video games store more profitable
We have studied the strategies of the best video games stores in the world. All their tactics are explained in our pack!
