The Ultimate Guide to Managing Construction Overhead Expenses

Construction overhead expenses are one of the most important but often forgotten parts of managing money in the construction business. These costs are secondary costs that aren't directly related to a project but are necessary for your business to run smoothly. Understanding and managing these costs effectively can make a big difference in your company's profitability. 

Construction Overhead Expense Definition?

Overhead expenses in construction are the indirect costs that are needed to run a construction business every day but can't be directly billed to a specific job. These can include:

• Office rent and utilities: The cost of keeping your business space in good shape.

• Administrative salaries: Wages for staff who manage the business rather than work on-site.

• Insurance premiums: Coverage such as general liability, workers' compensation, and vehicle insurance.  

• Depreciation of equipment: The wear and tear that happens over time to construction tools.

• Office supplies and software: Costs for maintaining the office and necessary technology.

These expenses are necessary to keep your business running, but if you're not careful, they can also cut into your income.

Why Managing Overhead Expenses Important?

Poor management of construction overhead expenses can lead to shrinking profit margins, making it difficult for your business to stay competitive. By effectively managing these costs, you can:

• Improve profitability: Cutting down on costs that aren't necessary frees up money that can be used to grow the business.

• Enhance project bids: Correct overhead allocation ensures that your bids are competitive without underestimating costs. 

• Improve financial stability: Consistent overhead management contributes to a more predictable cash flow.

Read more: Contractor's Guide: How to Calculate Overhead Cost in Construction Projects

Strategies for Construction Overhead Expenses

It takes careful planning, regular monitoring, and strategic decision-making to effectively manage construction overhead expenses. Here are some ways to help you control and reduce your overhead costs: 

1. Regular Overhead Construction Expense Reviews

Reviewing your overhead costs on a daily basis can help you find costs that aren't necessary. By carefully going over your financial records, you can find places where you can cut costs without affecting how your business runs.

2. Optimize Resource Allocation

Make sure that your resources - including human, financial, or material - are used efficiently. For example, assigning non-billable staff to multiple projects can help spread out the costs of overhead better.

3. Make Use Of Technology

Investing in construction management software can streamline various administrative tasks, which can cut down on the need for too many employees and mistakes in keeping track of expenses.

4. Outsource Non-Essential Tasks

Consider outsourcing tasks that are not central to your construction projects, such as IT support, HR, or payroll management. By turning set salaries into variable costs that change based on usage, this can cut your overhead costs by a large amount.

5. Talk To Vendors About Better Terms.

Check your contracts with service providers and suppliers often. You can lower your continued costs and lower your overhead by negotiating better terms.

Allocating Overhead Expenses to Projects

One of the challenges in construction accounting is accurately allocating overhead costs to each project. This allocation is crucial for ensuring that your project bids are correct and that you maintain healthy profit margins.

Questions You Might Ask:

1. How much of my budget should go toward overhead expenses?

Typically, overhead expenses should make up about 10-20% of your total budget. However, this percentage can vary depending on the size of your business and the complexity of your projects.

2. How should I allocate overhead expenses to my projects?

You can allocate overhead expenses based on several methods, including a percentage of direct costs, a fixed fee per project, or an hourly rate applied to labor hours. The best method depends on your business model and the type of projects you undertake.

Read more: How to Allocate Overhead Costs in Construction: A Beginner's Guide

3. What are the risks of improper overhead allocation?

If overhead is not allocated correctly, it can result in inaccurate project costing, which might lead to underbidding or overbidding. This, in turn, can affect your profitability and competitiveness in the market.

Example: Overhead Allocation Method

Suppose you decide to allocate overhead based on labor hours. If a project requires 1,000 labor hours and your annual overhead is $200,000, you might allocate $20 of overhead per labor hour ($200,000/10,000 hours). This means if the project requires 1,000 hours, it would incur $20,000 in overhead costs.

The Role of Bookkeeping in Managing Overhead

Accurate bookkeeping is fundamental to managing construction overhead expenses effectively. Good bookkeeping practices help you track all expenses meticulously, making it easier to keep an eye on your overhead costs and make smart financial choices.

Example: if your overhead costs go up all of a sudden, your accounting records can help you figure out why, such as a spike in utility costs or higher-than-expected maintenance expenses.

Conclusion

Managing construction overhead expenses is critical to the long-term success of your business. By implementing the strategies outlined in this guide—such as conducting regular reviews, optimizing resource allocation, and leveraging technology - you can reduce your overhead costs and improve your bottom line.

Contact Construction Cost Accounting today for expert construction bookkeeping and accounting services. Let us help you manage your expenses and increase your profitability. Don’t wait—secure your business’s financial future now!