How to create a new agent business budget for 2025

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Let’s be real — when you’re launching your real estate career, creating a business budget might feel a little … intimidating. Between licensing costs, marketing expenses and just trying to get your first deal closed, the idea of budgeting can feel like one more thing on an already overflowing to-do list.

But here’s what I want to tell every new (and honestly, not-so-new) agent: a business budget isn’t a restriction — it’s a roadmap. It’s what helps you make smart, confident decisions. It’s what gives you clarity in slow seasons and control in fast ones. And it’s what separates the agents who hustle paycheck to paycheck from the ones who actually build sustainable, scalable businesses.

I’ve seen both sides; I’ve lived both sides. And now, as a broker-owner coaching new agents every day, I’ve boiled the budgeting process down to five simple, doable steps that anyone can follow.

5 steps for building a business budget

Let’s break it down.

Step 1: Know your numbers (and separate your accounts)

First things first: You can’t manage what you don’t measure. Before you make a single budget decision, you need to know:

• How much is coming in (even if that’s $0 for now — this is about preparation)
• What your fixed and variable expenses are
• What your income goals are

Start by setting up separate business banking accounts. Even if you’re a one-person show, this is key. Having a separate account for your real estate income and expenses helps you stay organized, track your spending, and avoid those messy “Wait, was this dinner a business expense or date night?” moments.

Protip: Open a business checking and a tax savings account. Every time you get paid, transfer 20 percent to 30 percent into your tax account before you even blink. Future you (and your CPA) will be forever grateful.

Step 2: Build your baseline budget

Now that you’ve separated your accounts and tracked your basics, it’s time to build a budget that reflects what you actually need to run your business.

Here’s a list of common new agent startup and recurring costs:

Startup

• Licensing + exam fees
• Local, state, and national association dues
• MLS access
• Business cards, signage, lockboxes
• Headshots and initial marketing

Monthly/Quarterly

• Brokerage fees or splits
• CRM or lead generation platforms
• Social media scheduling tools (think Canva, Later)
• Website hosting or IDX feed
• Fuel, car maintenance, office supplies
• Continuing education

Now, set realistic monthly and quarterly budgets for these categories. Don’t overshoot your tools and tech. You don’t need everything at once. Start lean, then grow intentionally.

Remember: Just because it’s a write-off doesn’t mean it’s free.

Step 3: Plan for slow seasons and the ‘no check’ gap

Real estate is a feast-or-famine business if you’re not careful.

It’s easy to get a big commission check and feel like you’ve got money to burn. But smart agents — ones who last — know to treat every check like it’s part of a bigger puzzle.

Here’s how:

• Plan your personal budget around your lowest average month, not your best one
• Create a reserve fund for business expenses — ideally three to six months
• Remember: there’s often a 30-90 day lag between doing the work and getting paid

Start thinking like a CEO, not just a salesperson. Your business needs cash flow, cushion and clarity. Treat your commission as income to be managed, not a jackpot to be spent.

Step 4: Use tools that help you instead of confusing you

If you’re someone who breaks into a cold sweat at the thought of spreadsheets, you’re not alone. Good news: You don’t need to be a numbers nerd to build a great budget.

Here are a few tools I recommend:

• QuickBooks Online: Great for tracking expenses and mileage
• Wave: A free, beginner-friendly accounting platform
• Google Sheets: Customize your own tracker

But here’s the real key: Use it consistently. Block out 30 minutes once a week to check in on your numbers. Know what’s coming in, what’s going out and what needs adjusting. Budgeting isn’t a one-time setup; it’s a habit.

Step 5: Budget for growth, not just survival

This step is often missed, but it’s what makes the difference between staying stuck and scaling with intention.

Too many agents budget just to get by. But a great budget should include room to grow, even if the numbers are small at first.

Set aside funds for:

• Future marketing campaigns
• Coaching or training opportunities
• Upgrading your systems or software
• Celebrating wins (yes, budget for the celebratory coffee after a hard week)

I like to call this your “vision line” in the budget. It’s not required for survival, but it’s essential for momentum. You’re not just building a business to stay afloat. You’re building a life you’re excited to wake up to.

Your budget is your business plan in action

At the end of the day, a budget isn’t just about dollars. It’s about decisions. It’s about choosing where your energy (and your money) goes, so your business feels more aligned than chaotic.

If you’re a new agent reading this, wondering where to even begin, let me say this clearly:

You don’t have to be perfect. You just have to be willing. Willing to look at your numbers. Willing to learn. Willing to treat your business like it matters — because it does.

So open the spreadsheet. Separate your accounts. Build your baseline. And take the first step toward a business that doesn’t just survive — it soars.

I’m cheering you on. Every click, every dollar, every smart decision at a time.

Jessica Souza is a broker-owner and author. Connect with her on LinkedIn and Instagram.