As we get closer to Q4, many restaurant and retail operators are focused on the same thing: next year’s store project budgeting. Whether you’re planning new store openings, remodels, or technology refreshes, it’s the time of year to get numbers locked in.
And while it’s tempting to wait until there’s more clarity on economic conditions, especially when it comes to tariffs and hardware pricing, delaying planning can be just as costly. Smart budgeting isn’t about predicting the future perfectly. It’s about being prepared for multiple possibilities.
Here’s how to approach your 2026 budgeting process more strategically, even when some key inputs remain uncertain.
1. Don’t Wait for Certainty
Tariffs, economic policy shifts, and global supply chain dynamics continue to create uncertainty, especially around hardware pricing and lead times. Currently, it is common to experience limited price locks on hardware quotes, sometimes in the range of 30 to 60 days. But waiting for absolute clarity before committing to next year’s plans is not a good idea. There will always be uncertainty, and we must plan through it.
We’ve seen companies wait until Q1 or Q2 to finalize their budgets. And then they find they’ve missed their optimal build windows, can’t secure gear on time, or are paying extra to expedite what could’ve been planned earlier.
Instead, build flexibility into your budget:
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- Create tiered project plans—your “must-dos” and your “if budget allows.”
- Collaborate with finance to set provisional allocations that can be unlocked based on external factors (like tariff stabilization or vendor pricing updates).
- Include timelines that allow for early procurement if pricing looks favorable.
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This proactive approach keeps you ready while protecting your leadership from surprises.
Important Note: If you’re planning a POS project that requires any kind of hardware, be sure to inquire about lead times for this equipment and is often the reason these projects incur delays.
2. Account for Internal Bandwidth Early
One of the most common budget oversights is assuming your internal teams can handle more than they realistically can.
Even well-staffed IT or operations teams are juggling maintenance, support, vendor oversight, and emergencies. Store project budgeting, especially new builds or major refreshes, require focused attention.
Here’s how internal bandwidth impacts your rollouts:
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- Your team can’t be in two places at once, so timelines stretch.
- Techs travel more than expected. T&E budgets grow.
- Priorities compete with one another—some installs lose momentum altogether.
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That’s why it’s critical to budget for external labor early—even if it’s just as a placeholder. It gives you options when your team gets pulled into other priorities and lets you scale faster when timelines tighten.
3. Budget Beyond Hardware
Too often, store project budgeting stop at the hardware line. But the actual cost of getting your location up and running is far broader.
In addition to your devices, servers, or infrastructure, you’ll likely need to budget for:
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- Site surveys
- Cabling and network prep
- Equipment staging, imaging, and shipping
- Onsite labor (including overnight or off-hour installs)
- Travel and per diem
- Training and Support
- Project management
- Post-installation support and change requests
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These “invisible” costs can add 30–40% to the total project but because they’re harder to quantify, they’re often overlooked.
Last year, we handled installation work for a project that was rushed into execution without enough upfront planning to account for the different types of store environments. Because of that, we ran into a lot of unexpected technical support issues during the rollout. That not only drove up costs, but also caused delays that could’ve been avoided with a bit more prep time.
Tip: A good third-party partner can help estimate these costs even before a formal quote is requested. Don’t wait until the last minute to add these inputs. They belong in your store project budget plan now.
4. Use Lessons from This Year
If any of this sounds familiar, you’re not alone. Many brands find themselves re-learning the same budgeting lessons every year. So before setting next year’s plan in stone, ask yourself:
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- Which projects ran over budget or over time?
- Did we underestimate support requirements?
- Were vendors brought in too late to provide value?
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Consider conducting a brief post-mortem on at least one major project. What caused issues? What was easy? These insights can shape more accurate budgets, stronger timelines, and clearer roles for internal and external teams alike.
5. Build in Contingency—and Project Acceleration
Budgets aren’t just for covering what’s planned. They should also prepare you for the unexpected.
Many operators find themselves needing to:
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- Move faster than expected on a new site
- Take advantage of new development opportunities
- Shift timelines due to external pressure
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Smart budgets plan for speed.
Set aside contingency dollars or pre-approve scopes with trusted partners, so when that green light comes from finance or real estate, you’re not stuck in procurement limbo.
Today, speed = advantage. When competitors are opening ahead of schedule and you’re still negotiating install labor rates, it shows in your revenue and your reputation.
Final Thoughts
Next year, be sure that store project budgeting isn’t just a spreadsheet. It’s a strategy document that reflects how well your team has anticipated what’s ahead and how flexibly you can respond to it.
To recap:
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- Plan for flexibility, not perfection.
- Assume internal teams will need help.
- Don’t forget about logistics, labor, and support.
- Learn from the last 12 months and then level up.
- Plan for speed when the time is right.
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And if you’re considering a third-party implementation partner, let’s start talking before your budget is locked. We can help you test your assumptions, estimate costs more accurately, and reduce risk down the line. If you’d like to discuss your project, contact us now.