Running a small business means juggling multiple responsibilities, and keeping costs under control is one of the top priorities. While revenue is central to growth, properly managing recurring expenses - especially essential business bills - can make all the difference to a company's bottom line.
This article will walk you through the five key bills that every small business owner should stay on top of in 2025. By doing so, you‘ll not only maintain steady cash flow but could also uncover areas to save. We’ll also highlight how to take control of your energy bill - a bill where streamlined management can significantly reduce costs.
Why staying on top of bills is crucial in 2025
Inflationary pressures and an evolving economy mean many small businesses are seeing tighter margins. Simple oversights, like missing payment deadlines or failing to review service plans, could lead to unnecessary costs. To operate efficiently in 2025, understanding what drives your business expenses is essential - not just what you’re paying, but also why and how you can reduce costs where possible.
Below, we outline five major bills many businesses face and how to manage them effectively.
1. Rent or lease payments
Why it’s critical
If your business operates from a physical office, retail space, or manufacturing site, rent or lease agreements can account for a significant portion of your monthly expenses.
How to manage it effectively
- Review your contract annually: Ensure you fully understand escalation clauses for rent increases.
- Negotiate with your landlord: Many landlords are open to renegotiation, particularly during times of fluctuating market demands.
- Consider shared workspaces: For businesses with smaller teams or flexible work needs, co-working spaces or shared leases are cheaper alternatives.
Tip: Keep track of ancillary fees in your rental agreements, such as maintenance or utilities bundled into your payments.
2. Payroll and employee benefits
Why it’s critical
Payroll is often the largest recurring expense for any business. Providing competitive salaries and benefits is essential for retaining talent, but this area also requires vigilance to avoid overpaying or errors.
How to manage it effectively
- Use payroll software: Payroll tools can help ensure accuracy and compliance while automating tax calculations.
- Assess your benefits package: Determine whether all offered benefits are being utilised. Unused perks can drain your budget.
- Monitor over-time policies: Ensure your team’s work hours are aligned with your labour cost expectations.
By keeping a close eye on payroll, you can balance talent retention with sustainable expenditure.
3. Software subscriptions
Why it’s critical
With the rise of SaaS (Software as a Service) models, businesses are increasingly dependent on monthly subscriptions to keep operations running smoothly - such as project management tools, accounting software, and marketing platforms.
How to manage it effectively
- Conduct a subscription audit: Regularly assess which tools are providing real value to your business. Cancel unused licenses to eliminate waste.
- Consolidate services: Many software providers offer bundled packages for businesses that need multiple features.
- Watch for renewals: Most subscriptions auto-renew. Set reminders to review plans before renewals occur, giving you the opportunity to change or cancel.
Tip: Many tools offer annual payment discounts. If cash flow allows, switching to this option can save money.
4. Insurance premiums
Why it’s critical
Whether it’s public liability, professional indemnity, or property insurance, having the right coverage is essential for protecting your business from unexpected risks. However, it's easy to overpay or under-insure if policies aren’t regularly reviewed.
How to manage it effectively
- Shop around annually: Don’t stick with the same provider by default. Comparing quotes annually ensures you’re not overpaying for premiums.
- Bundle policies: If possible, group multiple coverages under one provider to receive discounts.
- Understand your coverage needs: Are you paying for add-ons that your business doesn’t actually need? For example, specified equipment coverage may no longer be relevant if you’ve updated to cloud-based solutions.
Prioritising value over cost alone is crucial to getting the right insurance while staying budget conscious.
5. Energy bills
Why it’s critical
Energy costs are one of the most overlooked yet impactful expenses for businesses. With global energy markets seeing volatility, businesses in 2025 will need to be proactive to avoid unnecessary overspending. High energy prices can eat into your profits, making this an area ripe for cost management.
How to manage it effectively
- Compare providers: One of the simplest ways to save is to shop around for better energy rates. Many businesses stick with the same provider even when there are cheaper options available. Zembl makes this comparison easy by comparing your current business energy bill to what plans are on offer from our panel of leading energy retailers.
- Optimise your energy usage: Conduct an energy audit to identify inefficiencies. Small changes, like switching to energy-efficient LED lights or minimising peak-hour usage, can lead to long-term savings.
- Access small business grants: Some governments offer funding or rebates to businesses investing in renewable energy or energy-efficiency upgrades.
Our team of Energy Experts specialise in helping businesses find competitive energy plans tailored to their needs. Whether you’re a small café or a large manufacturing plant, the benefits of reducing your energy costs cascade through your entire operation.
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Take back control of your business expenses
Managing these five bills is crucial to staying on top of business finances in 2025. By being proactive - whether that means negotiating with landlords, auditing subscriptions, or switching energy providers - you can reduce unnecessary expenses and allocate funds to scale your business strategically.
When it comes to energy, we’re here to help you every step of the way. Fill out your details below and one of our Energy Experts will give you a quick call back to run through the comparison and see how much you can save.
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