Zespół Cafe Finance Group

Financial Experts

How much does running your own business really cost?

Starting your own business is a dream for many—freedom, independence, and the ability to earn on your own terms. Sounds great, but… running a business comes at a cost, often higher than it initially seems. Most new entrepreneurs focus on obvious expenses like social security contributions, taxes, or office rent. But what about those unexpected costs that can suddenly arise and catch you off guard?

 

Today, we’ll take a closer look at the hidden costs of running a business – ones you should know before quitting your job and diving into entrepreneurship.

 

Formal and Administrative Costs – More Than You Think

Registering a business in the CEIDG is free, but that doesn’t mean all the paperwork comes at no cost.

What should you be prepared for?
  • Social security contributions – Even with startup relief and the Small ZUS program, it’s worth planning ahead. After 2.5 years, you switch to full contributions (around 1,800 PLN per month in 2025).
  • Accounting – If you don’t manage your own books, an accounting firm will cost between 200 PLN and 1,000 PLN per month, depending on the business structure and number of transactions.
  • Paid registrations – e.g., VAT-R (in some cases), trademark protection, licenses, and permits.

Hidden cost: Additional accounting services such as consultations, declaration corrections, etc.

 

 

Marketing Costs – Because It Won’t Sell Itself

Have a great product? Awesome! But without marketing, no one will know about it.

What should you be prepared for?
  • Website – A professional website starts at 2,000 PLN. Hosting and a domain cost 200-500 PLN annually.
  • Online ads – Google Ads, Facebook Ads—effective but expensive. A minimum budget of 1,000-2,000 PLN per month is recommended.
  • Graphics, logo, branding – Professional branding materials can range from 500 PLN to several thousand PLN.
  • Copywriting and blog content – If you don’t write yourself, articles cost between 100 PLN and 500 PLN each.

Hidden cost: Ad testing can consume additional funds before campaigns start generating results.

 

 

Equipment and Software Costs – More Than Just a Laptop and Phone

Even if you work from home without an office, equipment and software come at a price.

What should you be prepared for?
  • Laptop, phone, printer – Quality equipment starts at 3,000 PLN.
  • Software – Adobe Photoshop, Canva Pro, CRM systems—monthly subscriptions range from 50 PLN to 500 PLN.
  • Licenses and certifications – Courses and training required in certain industries.

Hidden cost: Regular hardware upgrades—technology evolves, requiring periodic investments.

 

 

Operational Costs – Often Underestimated

Running a business generates ongoing expenses that may seem minor but add up quickly.

What should you be prepared for?

  • Office supplies – Paper, toner, envelopes, stamps—small expenses that can reach 100-500 PLN per month.
  • Shipping and logistics – If you run an e-commerce business, packaging and delivery can cost several hundred PLN per month.
  • Transaction fees – PayU, Stripe, PayPal, or card payment terminals typically charge 2-3% per transaction.

Hidden cost: Late payments from clients—sometimes, you’re financing your customers.

 

Time and Efficiency Costs

Not every cost is financial—time is also a valuable resource.

What should you be prepared for?

  • Handling administrative tasks – Time spent on paperwork instead of earning money.
  • Negotiations and customer service – At the beginning, you do everything yourself, meaning extra work hours.
  • Unpaid leave and sick days – On a salary, you get paid for vacation; in business, if you don’t work, you don’t earn.

Hidden cost: Working overtime and the feeling that “I am the company.”

 

 

Emergency and Unforeseen Costs

It’s always wise to have a financial cushion for unexpected expenses.

What should you be prepared for?

  • Tax audits – Even if everything is in order, handling an audit may require legal assistance.
  • Returns and complaints – If you sell products, expect returns and refunds.
  • Sudden loss of customers – Seasonality or changing trends can impact revenue.

Hidden cost: Emergency marketing expenses to boost sales when business slows down.

 

Summary – How Much Does It All Cost?

Starting a business is one thing, but keeping it running is a different story. Basic costs (social security, accounting, marketing) can range from several thousand to tens of thousands of PLN per month. On top of that, hidden expenses often arise unexpectedly.

How to Manage These Costs?

  • Have a financial cushion covering at least six months of expenses.
  • Plan spending and find ways to optimize costs.
  • Think long-term—not everything pays off immediately, but consistency matters.

Do you run a business, or are you planning to start one? What costs surprised you the most? Share your thoughts in the comments!