Fixed Costs

How to set up recurring fixed costs like rent, salaries, and software subscriptions.

Tip: If you’ve connected the MCP server, you can paste bank statements or expense reports into Claude or ChatGPT and ask it to create the fixed costs for you.

What Are Fixed Costs

Fixed costs are recurring expenses that aren’t tied to individual orders — things like rent, salaries, and software subscriptions. Unlike variable costs, they don’t change based on how many orders you process.

Adding fixed costs to Kleio gives you a complete picture of your profitability, not just your per-order margin.

Creating a Fixed Cost

Navigate to Costs → Fixed Costs and click Add Fixed Cost. Each fixed cost has the following fields:

• Name — A label for the cost (e.g., “Office Rent”, “Shopify Subscription”).
• Amount — The cost amount per interval.
• Interval — How often the cost recurs: daily, weekly, monthly, quarterly, or yearly.
• Channel — Whether it applies to online, POS, or both.
• Currency — The currency of the cost.
• Start Date — When the cost begins.
• End Date — Optional. Leave empty for ongoing costs.

How Fixed Costs Appear in the P&L

Fixed costs are spread evenly across their interval and shown in the P&L. For example, a $3,000 monthly rent is allocated as roughly $100/day. This means your daily and weekly P&L views reflect a proportional share of each fixed cost.

How detailed do I need to be?

If you don’t already know your overhead as a % of revenue, input everything — salaries, software, rent, etc. Aim for annual accuracy, not daily perfection.

If your fixed costs are stable, you can skip them entirely and use margin as your key metric instead. Movement in margin will reliably reflect real performance changes without needing to model overhead.