The short answer
Location, property and equipment covers where you legally run the business and the gear you own to do the work. Getting the zoning, lease and permits right keeps you from being shut down or fined, and a tracked equipment list protects the money you have tied up in tools and trucks.
Key Points
The three things to take away.
- 1
Pick a legal location
Call your city or county planning office and ask if your type of business is allowed at the address you want. Zoning rules decide where offices, shops, storage yards and home businesses can operate, and they differ from town to town.
If you work from home, ask about a home occupation permit and any limits on customer visits, employees, parked trucks or stored materials. HOAs often have their own rules, so read yours too. Get the answer in writing before you spend money on the space. A planning office email is fine.
- Call the city or county planning office
- Ask about home occupation rules if working from home
- Read your HOA rules if you have one
- Save the written answer in your records
- 2
Leases and approvals
Read a commercial lease slowly and have an attorney review it before you sign. Commercial leases give tenants fewer protections than home leases, and you may be on the hook for taxes, insurance, repairs and common area costs on top of rent.
Ask who pays for build-out and repairs, how long the term runs, what happens if you need to leave early, and whether a personal guarantee is required. Confirm the space allows your use. Get any landlord approval for changes, signs or storage added to the lease in writing.
- Have an attorney review the lease
- Ask who pays taxes, insurance and repairs
- Check for a personal guarantee clause
- Put every approval in the signed lease
- 3
Occupancy and signs
Ask the building department if you need a certificate of occupancy before you open to the public. Many cities require one when a business moves into a space or changes how it is used, and inspections for fire, exits and accessibility may come first.
Signs usually need their own permit. Cities set rules on size, lighting and placement, and your landlord may add more. Apply before you order the sign so you do not pay for one you cannot hang. Rules vary by city, so check with yours.
- Ask if a certificate of occupancy is required
- Schedule any fire or building inspections
- Get sign approval from the city and landlord
- Order the sign only after approval
- 4
Parking and listings
Make sure customers and crews have legal places to park, and that work trucks are allowed overnight where you keep them. Some cities and HOAs limit commercial vehicles on residential streets and driveways.
Once the address is set, use the exact same name, address and phone everywhere. That includes your Google Business Profile, Bing Places, Apple Business, your website and directories. If you work from home and do not serve customers there, set your Google profile as a service area business and hide the address.
- Confirm parking rules for trucks and visitors
- Use one exact name, address and phone format
- Update Google, Bing and Apple listings
- Hide a home address on a service area profile
- 5
Equipment and vehicle list
Keep one list of every tool, machine, computer and vehicle the business owns or leases. For each item record what it is, the serial or VIN number, the purchase date, the cost, who uses it and where it lives.
This list helps at tax time, makes insurance claims faster after theft or loss, and shows a buyer what comes with the business. A shared spreadsheet works. Add a photo of each item and its serial plate. Your accountant will use it to track depreciation, so share it with them each year.
- List every tool, machine and vehicle
- Record serial numbers, cost and purchase date
- Photograph each item and its serial plate
- Share the list with your accountant yearly
- 6
Inspect and maintain
Set a maintenance schedule for each vehicle and major piece of equipment, then log every service. Oil changes, tire checks, blade sharpening and safety inspections all go in the log with the date and the cost.
Regular care cuts surprise breakdowns that cancel jobs. It also helps you show you kept equipment safe if someone gets hurt. Put reminders in your calendar or field service software so nothing gets skipped. Retire or repair anything unsafe right away and note it in the log.
- Set service intervals for each vehicle and machine
- Log every service with date and cost
- Add reminders to your calendar or software
- Pull unsafe equipment from use right away
Mistakes to avoid
- Signing a lease before checking that zoning allows your business there.
- Ordering a sign before the city and landlord approve it.
- Keeping no record of serial numbers until something gets stolen.
Common questions
Can I run my business from home?
Often yes, but it depends on your city or county zoning and any HOA rules. Many places allow home businesses with a home occupation permit and limits on traffic, employees and parked vehicles. Call your local planning office to confirm.
Do I need a lawyer to review a commercial lease?
It is a smart move. Commercial leases often shift taxes, repairs and insurance to the tenant and may include a personal guarantee. An attorney can spot terms that could cost you later.
What is a certificate of occupancy?
It is a document from your local building department saying a space is safe and approved for a certain use. Many cities require one before a business opens to the public or changes how a space is used. Rules vary, so check with your city.
Should my Google Business Profile show my home address?
If customers do not come to your home, set up a service area business and hide the address. You list the areas you serve instead. This keeps your home private while still showing up in local search.
General information only, not legal, tax or financial advice. See the Disclaimer.