How to say “we'll eat the cost” professionally
Why it can fall flat
“we'll eat the cost”
Credit-seeking is the risk: “we'll eat the cost” can sound like you're absorbing a loss and expect thanks. Mostly, you're just saying your side will pay so the other party doesn't have to.
Say this instead
- 01
We'll cover the cost of the extra revision ourselves, so the invoice stays exactly as quoted.
Client · Email
Use it when extra work goes beyond scope but you've decided not to bill for it, since it states the outcome plainly.
- 02
Good news: this one's on us. The revised quote stays as agreed, with no added charge.
Client · Chat
A quick, friendly exchange suits this one when you want to confirm there's no extra charge and keep the tone light.
- 03
Hi Mr. Watson, we've covered the courier fee for the resent parcel, so you won't be charged anything extra.
Customer · SMS
Short and specific, this tells the customer exactly which cost is covered and that they pay nothing more.
- 04
I suggest we cover the setup fee from our side rather than pass it on to the client. Happy to share the numbers if you'd like to approve it.
Boss · Email
Reach for this when you need sign-off first, because it proposes absorbing the cost and invites approval instead of announcing it.
- 05
Our team will cover that cost from our own budget, so nothing needs to be moved across to yours.
Coworker · Chat
Two teams sorting out who pays can settle it quickly with this, and it avoids a long back-and-forth.
- 06
The company will pay this, so you won't need to pay it yourself or claim it back.
Someone you manage · Chat
Someone on your team worried about an expense gets relief here, since it names who is paying.
- 07
We've removed the re-delivery charge from your bill, so the total you pay stays at the original amount.
Customer · Email
Billing follow-ups fit this best, as the customer needs to know the final total is unchanged.
Examples
Hi Simran, The extra round of design edits went beyond the original scope, but we'll cover that cost ourselves. The invoice stays at the agreed amount, and nothing else changes. Let me know if you'd like to go ahead with the final files. Kind regards, Wayne
Quick update: we've decided to cover the extra shipping cost ourselves, so your order total stays the same. No action needed from you.
What to avoid
- Check with finance or your manager before absorbing a cost that comes out of a shared budget.
- Hinting that future extras will be free too sets an expectation, so say clearly that only this one cost is covered.
- Idioms like “eat it” or “take the hit” can sound resentful in writing to clients, so skip them.
- Adding “just this once” can feel like a guilt trip, so state the decision and, if it matters, the amount.