What exactly does the Ecoffices office cost calculator show?

The calculator shows an indicative office preparation budget for fit-out, modernization or refurbishment. The result includes total cost, cost per m², cost per employee, safe budget range, schedule, cost structure, landlord contribution and the tenant-side budget.

What is the difference between fit-out, modernization and refurbishment in the calculator?

Fit-out means delivering an office from developer standard or another raw starting condition. Modernization works with an existing office and assesses which elements can be retained. Refurbishment focuses on repairs, replacements, refreshing finishes and reinstating the required standard.

What is the difference between fit-out cost and the cost of a move-in-ready office?

Fit-out cost includes construction, finishing and MEP works, active systems, design and selected adjustments. The move-in-ready office cost adds the equipment required for operation, including workstation furniture, meeting-room furniture generated by the program, IT/AV and the relevant share of project management.

What cost bases does the calculator use?

For fit-out from developer standard, the base rates are PLN 2,260, PLN 3,080 and PLN 5,200/m² net. For modernization, they are PLN 1,380, PLN 2,090 and PLN 4,050/m² net, while refurbishment or standard reinstatement uses PLN 940, PLN 1,480 and PLN 2,760/m² net. These are the model’s starting points.

How does the calculator estimate floor area per person?

Automatic floor-area estimation is based on the selected standard and work model. Reference levels are approximately 7 m² per person for Eco Start, 9 m² for Eco Flow and 12 m² for Eco Signature, while maintaining a minimum air volume of 13 m³ per person.

Does the calculator suggest the number of assigned and shared workstations?

Yes. After entering the number of employees and work model, the calculator suggests the number of assigned and shared workstations. In the extended analysis, the user can refine the actual workstation and room program.

How does the calculator calculate cost per employee?

Cost per employee is calculated by dividing the relevant budget level by the target number of employees. The calculator shows fit-out cost per employee and move-in-ready office cost per employee separately.

What has the strongest impact on the budget result?

The strongest drivers are investment scope, standard, functional program, number of enclosed rooms, glazing and acoustics, MEP installations, building systems, furniture, IT/AV, server room, logistics, fast-track delivery and the level of resource retention.

How does the calculator treat glazing?

Glazing is treated as a separate cost system. The model includes glass-wall area, system doors, acoustic standard, possible EI/REI fire resistance, door closers, access control, electrical mullions and glass film.

What does workstation furniture mean in the calculator?

Workstation furniture means a package for one workstation: desk, chair and mobile pedestal or cabinet. Other furniture, such as conference tables, meeting-room chairs, soft seating, kitchens and reception elements, belongs to separate program items or cost layers.

How does a server room affect office preparation cost?

A server room can increase program area, electrical and power-supply cost, cooling and HVAC requirements, cabling and IT scope, coordination risk and delivery time. Key factors include the number of RACK cabinets, IT/UPS power and the cooling solution.

What cost layers does the calculator show?

The calculator shows construction works, finishes and built-ins, installations and systems, and add-ons. In a separate comparison, it distinguishes fit-out cost from equipment and furniture costs leading to the move-in-ready office level.

How does the calculator estimate delivery time?

Delivery time depends on floor area, scope, number of enclosed rooms, server room, technical complexity, approvals, construction works, commissioning and buffer. Fast-track delivery can shorten the schedule, but may increase cost and risk.

What does the safe budget range mean?

The safe budget range shows the reserve above the base scenario. Its lower bound cannot be below the applicable package base or the calculated scenario cost. The range extends upward only by the modelled risk level.

How does the calculator include landlord contribution?

The calculator separates the total project cost from the tenant-side budget. Landlord contribution changes the financing split, but does not reduce the actual cost of delivering the works.

How does resource retention work in modernization and refurbishment?

Resource retention means reusing part of the existing installations, walls, ceilings, flooring, light fittings, floor boxes, built-ins or equipment. It can reduce cost and the simplified carbon footprint, but requires an audit of the existing condition.

How does the calculator show the CO₂e carbon footprint?

The CO₂e footprint in the CAPEX calculator is a simplified comparison model, not a full LCA audit. A complete environmental analysis requires material data, EPDs, actual quantities and detailed design documentation.

What does the calculator’s PDF report provide?

The PDF report organizes the scenario assumptions and results. It includes the selected budget level, total cost, cost per m² and per employee, scope, cost structure, risk, schedule and technical parameters.

What is the difference between CAPEX and OPEX in an office context?

CAPEX is the investment budget required to prepare the office, while OPEX covers ongoing occupancy costs such as rent, service charges, utilities, cleaning and maintenance.

What information is worth preparing before using the calculator?

It is useful to prepare the planned floor area or number of employees, work model, number of workstations, meeting rooms, private offices and support areas, investment scope, expected standard, glazing, furniture, IT/AV and server-room requirements, and information about landlord contribution.

How should the FAQ be used?

You can use the topic filters or keyword search. The FAQ explains the model’s transparent assumptions and how to interpret the result before discussing the budget.

02 Investment budget

How much does an office fit-out cost? Calculate your investment budget.

The office fit-out, modernisation and refurbishment cost calculator estimates the investment budget, delivery cost per 1 m² and a practical cost range. It accounts for the scope of works, specification, functional programme, building services, technical systems, equipment and delivery conditions, and after entering the landlord contribution it also shows the tenant-side entry cost.

Explore office fit-out

Entry cost cascade Budget structure

Eco Flow Fit-out Eco Refit Modernisation Eco Restore Refurbishment

Demolition and preparation —

Walls, ceilings and floors —

Electrical and low-voltage systems —

Ventilation, air conditioning and plumbing —

Joinery and built-ins —

Furniture, equipment and AV —

Design, coordination and contingency —

Average scope cost — Scope and specification affect the result Indicative cost per workstation

Assumed landlord contribution —

Tenant-side cost — After landlord contribution

Indicative net values Assumption: 12 m² / workstation

Ecoffices CAPEX Engine — investment budget analysis methodology

How Ecoffices CAPEX Engine analyses office costs:
Fit-out, modernisation, refurbishment, floor area and comparative scenarios

The CAPEX module of Ecoffices Decision Engine analyses the budget for preparing an office based on the scope of investment, finish specification, space programme, building services, glazing, furnishings, asset retention, landlord contribution, risk and delivery timeline. Rather than reducing the result to a single rate per m², the engine separates the impact of individual decisions and shows how they combine to build CAPEX. This enables an informed comparison of office fit-out, modernisation or refurbishment before making an investment decision.

Three investment scopes

The model distinguishes between office fit-out from shell & core, modernisation of an existing office and refurbishment / restoration of the existing standard. Each scope has a different cost baseline and cost structure.

The baseline as a starting point

With add-ons disabled, the result starts from the base rate per m². Glazing, furniture, IT/AV, building systems and project management (PM) are added as separate decisions, so you can see exactly what you are paying for.

Comparing decisions

The scenarios show more than different floor areas: they reflect the actual choice facing an investor — a new office, modernisation or restorative refurbishment.

How much does it cost to fit out and furnish an office? At a glance

The indicative office fit-out cost per m² in the Ecoffices model ranges from PLN 940 to 6,200/m² excluding VAT — depending on whether the investor is creating a new office from shell & core, modernising an existing space or carrying out restorative refurbishment, as well as the selected specification (Eco Start, Eco Flow, Eco Signature), glazing, building systems and furnishings. These are indicative model values — not a quotation, but a reference point for budget discussions.

Ecoffices CAPEX Engine comparative dataset

Office costs: 15 investment scenarios — office fit-out, modernisation and refurbishment

The following structured dataset of scenarios shows the differences between three decisions: creating a new office from shell & core (fit-out), modernising an existing office space and refurbishing / restoring the existing standard. This allows you to compare not only the cost of preparing an office per m², but also the technical scope, risk, delivery timeline, landlord contribution and the cost remaining with the tenant.

Number of scenarios 15 5 fit-out · 5 modernisation · 5 refurbishment

Floor area range 215–2,600 m² from a small office to a large headquarters

CAPEX / m² range PLN 940–6,200 excluding VAT, depending on scope and specification

Decision type build / reuse / restore new office, asset retention or restoration

How to read the office cost scenarios: the values are indicative and model-based. They show what happens to the budget when the investment scope, space programme, glazing acoustics, EI / REI requirements, technology, asset retention and landlord contribution change.

Office setup costs — comparative CAPEX scenarios (fit-out, modernisation, refurbishment) — Ecoffices CAPEX Engine 2026
Scenario	Scope	Investment profile	Floor area	Team	Working model	Specification	Base rate / m²	CAPEX / m²	CAPEX excl. VAT	Landlord contribution	Tenant CAPEX	CAPEX vs rent	Timeline	Risk	Fit-test	Glazing	Furniture	Systems	CO₂e	Main driver	Insight
F1Fit-out 215 m² Eco Start	fit-out	Small office from shell & core	215 m²	16 people	Mainly office-based	Eco Start	PLN 2,260	PLN 2,260/m²	PLN 485,900	0% / PLN 0	PLN 485,900	1.7x	20 weeks	±10%	Tight fit, 72/100	optional, standard acoustic performance	not included in the baseline / optional	basic	31.3 t / 146 kg/m²	fit-out baseline and a simple space programme	This scenario provides a reference point for a new office with the Eco Start specification. With add-ons disabled, the cost remains anchored to the baseline, providing a clear starting point for discussing further options.
F2Fit-out 480 m² Eco Flow	fit-out	Business office with meeting rooms	480 m²	46 people	Hybrid	Eco Flow	PLN 3,080	PLN 3,450/m²	PLN 1,656,000	22% / PLN 370,000	PLN 1,286,000	2.4x	21 weeks	±12%	Comfortable fit, 84/100	Rw approx. 43 dB, selected meeting rooms	optional workstation furniture package	fire alarm system / basic approvals	108.0 t / 225 kg/m²	meeting rooms, glazing and HVAC	A typical business office scenario. The difference from the baseline is driven by the space programme, glazing and expanded technical scope, not just the floor area.
F3Fit-out 950 m² Eco Flow + IT	fit-out	Office with more meeting rooms and IT infrastructure	950 m²	86 people	Hybrid	Eco Flow	PLN 3,080	PLN 3,980/m²	PLN 3,781,000	25% / PLN 930,000	PLN 2,851,000	3.1x	23 weeks	±14%	Tight fit, 80/100	Rw approx. 49 dB, meeting rooms + private offices	partially included in the scope	fire alarm system, basic BMS, IT/AV	285.0 t / 300 kg/m²	IT/AV, glazing and building services	In this option, the cost increases due to technical elements: IT/AV, a higher proportion of glazing and more intensive building services coordination.
F4Fit-out 1,500 m² Eco Signature	fit-out	Prestige office for a services company	1,500 m²	125 people	Office-based / hybrid	Eco Signature	PLN 5,200	PLN 5,800/m²	PLN 8,700,000	28% / PLN 2,436,000	PLN 6,264,000	4.0x	25 weeks	±16%	Tight fit, 82/100	enhanced acoustic performance, selected EI/REI requirements	workstation furniture package + communal areas	fire alarm system, BMS, sprinklers, extensive AV	690.0 t / 460 kg/m²	prestige specification and building systems	This scenario shows how a high-end specification can rapidly multiply CAPEX. The key is to separate the visual effect from technical and system requirements.
F5Fit-out 2,400 m² HQ	fit-out	Headquarters with a server room and technology infrastructure	2,400 m²	200 people	Hybrid / office-based	Eco Signature	PLN 5,200	PLN 6,200/m²	PLN 14,880,000	28% / PLN 4,166,400	PLN 10,713,600	4.4x	25 weeks	±16%	Tight fit, 79/100	Rw 49 dB and >50 dB, possible EI/REI requirements	full workstation furniture package available as an option	fire alarm / voice alarm / BMS / sprinklers / server room	1,128.0 t / 470 kg/m²	scale, server room and building systems	For a large headquarters, cost differences do not come from a single material, but from the combined effect of decisions about the layout, systems, server room, AV/IT, glazing and logistics.
M1Modernisation 300 m²	modernisation	Local reconfiguration of an existing office	300 m²	30 people	Mainly office-based	cost-efficient modernisation	PLN 1,380	PLN 1,530/m²	PLN 459,000	0% / PLN 0	PLN 459,000	1.2x	14 weeks	±10%	Comfortable fit, 86/100	retention of existing partitions	optional additions	local adjustments	57.0 t / 190 kg/m²	extent of changes to the existing layout	The greatest value of modernisation lies in reusing what is already there. The cost depends on an audit of existing conditions and the scale of functional changes.
M2Modernisation 700 m² Eco Flow	modernisation	Modernisation with partial asset retention	700 m²	64 people	Hybrid	comfort-focused modernisation	PLN 2,090	PLN 2,250/m²	PLN 1,575,000	0% / PLN 0	PLN 1,575,000	1.8x	17 weeks	±12%	Comfortable fit, 88/100	partial retention, new meeting rooms with Rw 43/49 dB	partial additions to workstation furniture	local HVAC / electrical works	119.0 t / 170 kg/m²	asset retention and the extent of meeting room changes	This scenario clearly illustrates the advantage of modernisation: lower CAPEX and a smaller carbon footprint while retaining part of the infrastructure.
M3Technical modernisation 1,100 m²	modernisation	Reconfiguration with significant building services changes	1,100 m²	100 people	Hybrid	comfort-focused modernisation	PLN 2,090	PLN 2,650/m²	PLN 2,915,000	20% / PLN 583,000	PLN 2,332,000	2.4x	20 weeks	±14%	Tight fit, 81/100	new meeting rooms with Rw 49 dB, selected partition system doors	optional workstation furniture package	fire alarm system / BMS depending on the building	231.0 t / 210 kg/m²	building services clashes and layout changes	Technical modernisation requires caution: the cost can approach that of a new fit-out if layout changes require extensive rebuilding of the services.
M4Modernisation 1,800 m² with asset retention	modernisation	Large office with high asset retention	1,800 m²	150 people	Hybrid / office-based	prestige modernisation	PLN 4,050	PLN 3,700/m²	PLN 6,660,000	0% / PLN 0	PLN 6,660,000	2.5x	22 weeks	±12%	Comfortable fit, 90/100	partial glazing retention, local new EI/REI-rated systems	partial replacement	existing systems + adjustments	252.0 t / 140 kg/m²	audit and quality of assets suitable for retention	High asset retention can reduce costs and CO₂e, but only where the existing elements remain technically and functionally suitable.
M5Complex modernisation 2,600 m²	modernisation	Large-scale modernisation in an occupied office	2,600 m²	220 people	Hybrid	prestige modernisation	PLN 4,050	PLN 4,300/m²	PLN 11,180,000	20% / PLN 2,236,000	PLN 8,944,000	3.3x	25 weeks	±16%	Tight fit, 80/100	mixed: Rw 43/49/>50 dB, doors and access control	additions + specialist areas	BMS / fire alarm system / phased works	728.0 t / 280 kg/m²	phasing, logistics and business continuity	Large-scale modernisation can be beneficial, but its risk increases when works must be phased or carried out while the business remains operational.
R1Refurbishment 215 m² Eco Refresh	refurbishment	Restoring the standard of a small office	215 m²	16 people	Mainly office-based	cost-efficient refurbishment	PLN 940	PLN 940/m²	PLN 202,100	0% / PLN 0	PLN 202,100	0.7x	8 weeks	±8%	No change to the space programme	no new glazing systems	outside the scope	repairs and restoration	43.0 t / 200 kg/m²	extent of space restoration	Restorative refurbishment is appropriate when the goal is not a new office, but a quick restoration of the existing standard while limiting costs.
R2Refurbishment 500 m² Eco Restore	refurbishment	Refurbishment of previously occupied space	500 m²	45 people	Mainly office-based	restorative refurbishment	PLN 1,480	PLN 1,480/m²	PLN 740,000	0% / PLN 0	PLN 740,000	1.0x	10 weeks	±10%	No significant reconfiguration	repairs / local replacements	outside the scope or additional furnishings	lighting restoration and minor building services works	120.0 t / 240 kg/m²	condition of the space at handover	This option is suitable for moving into an office quickly, provided the existing layout meets the company’s space programme.
R3Refurbishment 900 m² with adjustments	refurbishment	Refurbishment with local functional changes	900 m²	80 people	Hybrid	restorative refurbishment + adjustments	PLN 1,480	PLN 1,780/m²	PLN 1,602,000	0% / PLN 0	PLN 1,602,000	1.4x	13 weeks	±12%	Tight fit, 78/100	local meeting rooms, Rw 43 dB	additional workstation furniture	electrical / HVAC adjustments	252.0 t / 280 kg/m²	the boundary between refurbishment and modernisation	When refurbishment starts to include new meeting rooms, glazing and building services, check whether it is effectively becoming modernisation.
R4Refurbishment 1,500 m² Eco Upgrade	refurbishment	Refurbishment with a specification upgrade	1,500 m²	125 people	Hybrid / office-based	refurbishment with a specification upgrade	PLN 2,760	PLN 2,760/m²	PLN 4,140,000	20% / PLN 828,000	PLN 3,312,000	2.0x	16 weeks	±14%	Comfortable fit, 84/100	some new glazing with Rw 43/49 dB	optional workstation furniture package	upgrades to lighting and selected building services	495.0 t / 330 kg/m²	upgrading the specification within the existing layout	Refurbishment with a specification upgrade makes sense when the layout is largely retained. Where there are extensive functional changes, it is worth comparing it with modernisation.
R5Restorative refurbishment 2,400 m²	refurbishment	Large-scale restoration of the standard after a tenancy	2,400 m²	210 people	Hybrid	refurbishment / restore	PLN 1,480	PLN 1,950/m²	PLN 4,680,000	0% / PLN 0	PLN 4,680,000	1.7x	18 weeks	±14%	Dependent on the existing layout	repairs, replacements and local new sections	usually outside the scope	restoration and technical repairs	744.0 t / 310 kg/m²	scale of repairs and technical condition of the space	In a large refurbishment, scale itself creates budget risk. The most important step is to establish the technical condition before making a decision.

Interactive scope comparison

Compare costs: office fit-out, modernisation and refurbishment

Select a scenario to view CAPEX, cost per m², tenant cost, landlord contribution, timeline, risk, CO₂e and the cost breakdown. This shows why the choice of investment scope matters more than the rate per square metre of office space alone.

CAPEX breakdown by cost layer

Cost layers show whether the office budget is mainly allocated to construction works, finishes, building services or add-ons.

Construction Finishes Building services Add-ons

— — — —

Scope—

Floor area—

Team—

Specification—

Fit-test—

Modelled risk—

Glazing—

CO₂e—

Ecoffices analytical insight

Select a scenario to view the insight.

New office

full fit-out

The greatest control over the office’s final outcome and specification, but also the highest share of building services, coordination and technical risks.

Office modernisation

asset retention

The greatest potential to optimise costs and CO₂e, provided the existing infrastructure is thoroughly audited.

Office refurbishment

restoring the standard

The best choice when the layout meets the company’s needs and the aim is to bring the space back into use quickly and in a controlled way.

Current cost baselines in the Ecoffices CAPEX module (PLN/m² excluding VAT)

The model distinguishes between three investment scopes. For office fit-out from shell & core the base rates are: PLN 2,260/m² excluding VAT for Eco Start, PLN 3,080/m² excluding VAT for Eco Flow and PLN 5,200/m² excluding VAT for Eco Signature. For office modernisation the CAPEX module uses separate base rates: PLN 1,380 / 2,090 / 4,050/m² excluding VAT. For office refurbishment / restoration of the existing standard the base rates are: PLN 940 / 1,480 / 2,760/m² excluding VAT.

The baseline is the starting point for the cost estimate. When the user selects a simple scenario without add-ons, the result remains anchored to this value. Further decisions — glazing, furniture, IT/AV, building systems, design, a server room, fast-track delivery or logistics — then change the budget as separate layers.

Office fit-out, modernisation or refurbishment — what is the difference?

Office fit-out means planning and finishing a space from shell & core: zoning, ceilings, floors, building services, lighting, glazing and furnishings. Office modernisation uses existing infrastructure and changes only those elements that no longer meet the company’s needs. Office refurbishment (restoration of the existing standard) returns a space to a usable condition, usually without significant layout changes, for example after a previous tenant. This choice affects not only cost per m², but also the delivery timeline, budget risk and the investment’s carbon footprint.

How many m² of office space per person? Area per employee and minimum room volume

Automatic office area estimation is based on three ratios: 7 m²/person for Eco Start, 9 m²/person for Eco Flow and 12 m²/person for Eco Signature. The model also maintains a minimum room volume of 13 m³/person, so the resulting floor area accounts for both headcount and the area ratio, as well as the required room volume.

Working model (hybrid, office-based, remote) and the number of office workstations

After the employee headcount is entered, the engine interprets the working model and suggests the number of permanent and temporary workstations. Mainly office-based, hybrid and mainly remote models are analysed differently. This shows whether the office space programme is designed for full attendance, rotating teams or a smaller number of shared workstations (desk sharing).

Office glazing: Rw acoustics, EI / REI fire resistance and partition system doors

The CAPEX module treats glazing as a complete cost system: glazed partition area, doors, acoustics, any fire resistance requirements, door closers, access control, power poles and glazing film. Users select parameters in the interface, while unit rates remain on the server.

In practice, the model distinguishes between sound insulation levels of approximately Rw 43 dB, Rw 49 dB and higher-performance options used in more demanding conference rooms, private offices or boardrooms. Glazing with required fire resistance ratings of EI / REI must be considered separately, as it is a distinct system type with its own pricing.

Office furniture and workstation furnishings

Workstation furniture is treated as a package: a desk, an office chair and a mobile pedestal or cabinet. The package covers workstation furnishings. Conference tables, meeting room chairs, kitchen cabinetry, reception furniture, soft seating and specialist items are separate scope decisions that should be planned individually.

What makes up office CAPEX? Cost layers

The engine breaks the budget down into layers: construction works, finishes, building services and add-ons. Their proportions differ between fit-out, modernisation and refurbishment. In a new fit-out, building services and technical coordination carry more weight. In modernisation, auditing what can be retained becomes more important. In refurbishment, repairs, strip-out, restoration of the existing standard and local adjustments account for a larger share.

Why comparing scenarios matters more than a single average price per m² of office space

Only a scenario comparison can establish whether it is better to create a new office, modernise an existing one or carry out restorative refurbishment. It shows where costs arise, which elements can be retained, how risk changes, how long delivery takes and what budget remains with the tenant after the landlord contribution.

Key takeaway for investors and tenants

The most important decision is choosing the right scenario: a new fit-out, modernisation or refurbishment. The rate per square metre comes next. That choice defines the budget structure, risk, timeline, technical scope and actual cost to the tenant.

Frequently asked questions about the CAPEX module and office setup costs

What exactly does the Ecoffices CAPEX module analyse?

The CAPEX module analyses the indicative budget for preparing an office in three scenarios: fit-out from shell & core, modernisation of an existing space and refurbishment / restoration of the existing standard.

In practice, it answers the questions typically addressed by an office cost calculator, but the result is not limited to a single rate per square metre. The engine combines total cost, cost / m², risk ranges, delivery timeline, space programme area, cost breakdown, landlord contribution and the tenant’s budget.

construction and finishing works,
building services and systems,
glazing, partition system doors, acoustics and any EI / REI requirements,
workstation furniture, IT / AV / Wi-Fi and fitted joinery,
a server room / IT support space, where included in the space programme,
asset retention, CO₂e footprint and modelled risk.

How does the CAPEX module distinguish between fit-out, modernisation and refurbishment?

These are three different investment decisions, so the engine does not reduce them to a single cost logic.

Fit-out means preparing an office from shell & core or a similarly unfinished starting condition.
Modernisation involves working with an existing space and analysing what can be retained, rebuilt or reused.
Refurbishment / restoration of the existing standard focuses on repairs, replacements, refresh works and returning the space to the expected standard.

This allows users to compare not only cost per square metre, but also risk, timeline, technical scope and the actual CAPEX remaining with the tenant.

Which cost baselines does the CAPEX module use?

The CAPEX module uses separate baselines for the three investment scopes.

Fit-out from shell & core: Eco Start PLN 2,260/m² excluding VAT, Eco Flow PLN 3,080/m² excluding VAT, Eco Signature PLN 5,200/m² excluding VAT.
Modernisation of an existing office: PLN 1,380 / 2,090 / 4,050/m² excluding VAT.
Refurbishment / restoration of the existing standard: PLN 940 / 1,480 / 2,760/m² excluding VAT.

These are the model’s starting points. The final result changes when the space programme, glazing, building services, furniture, IT, server room, logistics, asset retention and other design decisions are factored in.

How does the engine account for floor area per person?

Automatic area estimation is based on the specification and working model.

Eco Start: approximately 7 m² / person,
Eco Flow: approximately 9 m² / person,
Eco Signature: approximately 12 m² / person.

Independently of this, the model maintains a minimum room volume of 13 m³ / person. This protects the scenario against overly dense layouts, particularly where ceiling heights are lower.

Does the engine analyse the number of permanent and temporary workstations?

Yes. After the employee headcount and working model are entered, the engine analyses attendance assumptions and suggests how many workstations should be permanent and how many temporary.

This matters because office cost depends not only on employee headcount, but also on the number of physical workstations, rooms, support areas and actual user attendance. A mainly office-based setup produces a different result from a hybrid model.

What has the greatest impact on the budget result?

The biggest influence is not floor area alone, but the complexity of the scenario.

the number of meeting rooms, private offices and enclosed rooms,
the proportion of glazing and acoustic requirements,
building services, HVAC, electrical systems, fire alarms, BMS and sprinklers,
furniture, IT / AV / Wi-Fi and fitted joinery,
the server room, IT power demand, cooling and racks,
building logistics, fast-track delivery and landlord requirements,
the level of asset retention in modernisation or refurbishment.

This is why two offices with the same floor area can have very different CAPEX.

How does the CAPEX module analyse glazing?

Glazing is not calculated as a simple surcharge per square metre of office space. In the Ecoffices model, it is a separate cost system.

The model accounts for factors including:

the area of glazed partitions in meeting rooms and private offices,
partition system doors,
acoustic performance: approximately Rw 43 dB, Rw 49 dB or solutions above 50 dB,
any requirements for EI / REI,
door closers, access control, power poles and glazing film.

Glazing unit prices are not displayed in the front end. They are calculated on the server.

What does workstation furniture mean in the CAPEX module?

Workstation furniture means a package for an individual workstation, not the complete furnishing of the entire office.

In the current model, this includes:

a desk,
an office chair,
a mobile pedestal or cabinet.

Conference tables, meeting room chairs, soft seating, kitchen cabinetry, reception furniture and other items may belong to different cost layers.

How does a server room affect office setup costs?

A server room affects more than one cost item.

In the scenario being analysed, it may increase:

the space programme area,
electrical installation and power supply costs,
cooling and HVAC costs,
the scope of cabling and IT,
coordination risk and the delivery timeline.

The greater the number of racks, IT power demand and cooling requirements, the greater the impact on the budget and building services.

Which cost layers does the CAPEX module analyse?

The CAPEX module presents the budget as a structure of interdependent layers, not just a final total.

Construction works — walls, ceilings, floors, painting and construction activities.
Finishes and fitted joinery — glazing, fitted joinery, carpentry, kitchens and reception.
Building services and systems — HVAC, electrical, plumbing and drainage, fire alarms, BMS, sprinklers and IT / AV.
Add-ons — design, PM, furniture, fast-track delivery, server room and other options.

The distribution of these layers differs between fit-out, modernisation and refurbishment.

How does the engine estimate the delivery timeline?

The delivery timeline depends on scale, scope and technical complexity.

The model provides indicative allowances for:

design and coordination time,
approvals from the landlord,
the construction period,
commissioning, acceptance inspections and a time buffer.

Fast-track delivery can shorten the timeline, but usually increases cost, risk and organisational pressure.

What do the risk ranges mean?

Risk ranges show the potential budget deviation from the scenario’s baseline result.

They are influenced by factors including:

the quality of input data,
uncertainty in the technical scope,
the building’s class and requirements,
the number of approvals, changes and clashes,
logistics and the availability of crews and materials.

This is an intentional model allowance reflecting scenario uncertainty, not a calculation error.

How does the CAPEX module account for the landlord contribution?

The CAPEX module separates the total project cost from the cost remaining with the tenant.

The landlord contribution, also known as a fit-out contribution, can reduce the budget actually funded by the tenant. It does not mean the project itself costs less — it changes how the funding is split.

This makes it easier to compare lease scenarios, negotiate terms and assess CAPEX relative to annual rent.

How does asset retention work in modernisation and refurbishment?

Asset retention means reusing some existing elements rather than building everything from scratch.

This may include:

some building services,
walls, ceilings and floors,
light fittings, floor boxes and infrastructure elements,
selected fitted joinery or equipment.

Asset retention can reduce costs and the modelled carbon footprint, but requires an audit of existing conditions.

How does CAPEX analysis relate to the CO₂e carbon footprint?

The carbon footprint indicator associated with a scenario is a simplified model used to compare decisions, not a full LCA assessment.

The model shows how the indicative CO₂e result changes with different scopes, specifications, levels of asset retention and technical decisions.

A full environmental assessment would require material data, EPDs, actual quantities and detailed construction documentation.

What does the CAPEX analysis PDF report provide?

The PDF report organises the scenario for discussion with management, the design team or Ecoffices.

The report contains the key information: total cost, cost / m², floor area, scope, cost breakdown, risk, timeline, technical parameters and model assumptions.

It is not a commercial quotation, but a clear decision-making document to support discussions about scope and documentation.

What is the difference between CAPEX and OPEX for an office?

CAPEX is the investment budget required to prepare an office, while OPEX is the ongoing cost of using it.

CAPEX: fit-out, modernisation, refurbishment, building services, glazing, fitted joinery, furniture, IT / AV and design.
OPEX: rent, service charge, utilities, cleaning, security, servicing and ongoing maintenance.

A leasing decision should consider both, because low CAPEX does not always mean the lowest office cost over the entire period of use.

Is the CAPEX module result a commercial quotation?

No. The CAPEX module result is an indicative budget estimate and a resource for supporting an initial decision.

An accurate quotation requires documentation, floor plans, building guidelines, discipline-specific scope, a site visit, landlord approvals and confirmation of the required specification.

The analysis helps start budget discussions sooner, but does not replace design documentation and a detailed construction quotation.

What information should I prepare before using the CAPEX module?

A few details are enough for an initial calculation, but better data makes the result more useful.

planned floor area or employee headcount,
working model: office-based, hybrid or remote,
the number of workstations, meeting rooms, private offices and support areas,
scope: fit-out, modernisation or refurbishment,
expected specification, glazing, furniture, IT / AV and server room,
details of the landlord contribution, where known.

Ecoffices CAPEX Engine structures the investment decision by connecting the cost baseline, space programme, floor area, technical scope, glazing, furniture, systems, asset retention, landlord contribution and risk. The analysis result is therefore more than a cost calculation: it maps the interdependencies and decisions that shape the office budget.