TL;DR
A quick, repeatable 15-minute monthly check-in on your expenses can prevent silent cost creep from eating into margins. This simple ritual—scanning vendor spend, flagging autopilot charges, and applying a two-question test—helps SMB operators stay in control without adding more to their plate.
Why OPEX Creep Is So Dangerous
Small leaks sink big ships—and the same is true for operating expenses.
Most business owners only take a serious look at expenses once a year, usually when renewing contracts or working on tax prep. By then, “silent costs” have already piled up:
- SaaS auto-renewals no one uses anymore
- Vendor pricing that hasn’t been updated in years
- Duplicate services quietly billed each month
This “OPEX creep” doesn’t feel urgent until it’s too late. Think of it like dental hygiene: brushing your teeth every day prevents costly surgery later. The same goes for your business costs—a quick monthly ritual beats a painful annual clean-up.
The 15-Minute OPEX Ritual — Step by Step
Minute 1–5: Quick Vendor Spend Scan
- Export last month’s vendor list from QuickBooks, Xero, or your ERP.
- Sort by highest spend.
- Circle anything new, surprising, or out of proportion.
Minute 6–10: Flag “Auto-Pilot” Expenses
- Look for recurring charges: SaaS tools, subscriptions, insurance, utilities.
- Ask: Is this still being used?
- Cancel, pause, or flag for renegotiation.
Minute 11–15: Apply the Two-Question Test
For any spend that makes you pause, ask:
- Do we still use this?
- Are we paying market rate?
If the answer to either is “no” or “not sure,” flag it for action. You don’t need to solve it now—just document it for follow-up.
What You’ll Gain from This Ritual
Done consistently, this 15-minute check can:
- Uncover 10–20% in annual OPEX savings
- Reduce “bill shock” when renewals hit
- Create a culture of cost awareness across your team
- Save hours of time later with cleaner, tighter books
Instead of firefighting once a year, you’ll have a calm monthly habit that keeps your margins sharp.
Pro Tips to Make It Stick
- Schedule it. Put a recurring 15-minute slot on your calendar (first Monday works well).
- Use a template. Keep a simple spreadsheet or checklist handy—no need to overcomplicate.
- Share findings. A quick Slack message or team huddle spreads awareness and accountability.
- Track trends. After 3 months, you’ll see patterns that make spotting creep faster.
Final Word
OPEX discipline doesn’t require a massive overhaul. It just takes a consistent 15-minute ritual to stay ahead of the creep.
Want to see how your OPEX stacks up against industry peers? Request a Free OPEX Opportunity Assessment