Cash flow is the lifeblood of any small business. Managing cash flow properly is essential for ensuring the smooth operation and long-term success of your business. Without adequate cash flow management, even profitable businesses can face financial challenges that may threaten their survival.
If you are a small business owner who is curious about how to take control of your cash flow, we've got a comprehensive guide on what cash flow is, why it's important and how you can manage it to help your business thrive.
What is cash flow in business?
Cash flow refers to the money that moves in and out of your business. It can be categorized into three main types:
Operational cash flow: This is the money your business generates and spends daily. It includes income from sales of products and services, as well as regular expenses like supplies, employee wages, rent and insurance. Calculating operational cash flow helps you understand how profitable your business is and assess its overall financial health.
Investing cash flow: This involves money spent on business investments, such as purchasing property or equipment. It also accounts for any income generated from those investments. Depending on your industry, you may have varying levels of investing cash flow.
Financing cash flow: This refers to the movement of money between the business owner, investors and creditors, including activities like borrowing, equity financing and dividend payments. While not all businesses have financing cash flow, it's an important indicator of financial performance and can impact the overall health of the business.
Why is cash flow management important?
Cash flow is essential for the survival and success of your business. Without enough cash to cover expenses, your business won't be able to operate effectively.
It's important to note that profitability and cash flow are not the same thing; while profitability is important, cash flow ensures that you have the necessary funds to meet both short-term and long-term obligations.
Common Small Business Cash Flow Issues
While every small business is different, certain cash flow challenges tend to arise frequently. These include:
- Inadequate cash reserves: It's crucial to maintain a reserve of three to six months' worth of working capital to cushion against unforeseen expenses.
- Lacking a cash flow business plan: A well-structured plan should outline how you intend to manage any disparities between outgoing and incoming cash flow.
- Growing too fast: Rapid expansion can lead to cash flow being tied up in initial investments and operational costs.
- Inaccurate cash flow projections: Regularly monitoring cash flow is essential to having a clear understanding of your financial inflows and outflows.
- Pricing errors: Striking the right balance between pricing too high and too low requires careful consideration.
3 Tips to Strategically Manage Your Business's Cash Flow
1. Create a Detailed Cash Flow Forecast
One of the first steps in managing cash flow is to create a detailed cash flow forecast.
A cash flow forecast allows you to predict your business's cash inflows and outflows over a specific period, typically monthly or quarterly. This will help you anticipate potential cash shortages or surpluses and take proactive measures to address them.
To create a cash flow forecast, start by listing all your expected sources of cash inflows, such as sales revenue, loans and investments.
Next, identify your anticipated cash outflows, including operating expenses, loan repayments and taxes. Be sure to account for both fixed expenses (e.g., rent, salaries) and variable expenses (e.g., inventory purchases, marketing costs).
Once you have identified your projected cash inflows and outflows, compare them to determine your expected cash balance at the end of each period. This will help you identify any potential cash shortfalls and plan accordingly.
Regularly review and update your cash flow forecast to reflect any changes in your business operations or market conditions.
2. Monitor and Manage Your Accounts Receivable and Accounts Payable
Effective management of accounts receivable and accounts payable is critical for maintaining healthy cash flow.
Accounts receivable represents the money owed to your business by customers for goods or services provided, while accounts payable represents the money your business owes to suppliers, vendors and creditors.
To manage accounts receivable effectively, implement clear invoicing processes and follow up promptly on overdue payments. Offer incentives for early payment, such as discounts or rewards, to encourage customers to settle their invoices promptly.
Similarly, managing accounts payable involves optimizing payment terms with suppliers to maximize cash flow. Negotiate favorable payment terms, such as extended payment periods or early payment discounts, where possible. Monitor your accounts payable regularly to ensure timely payment of invoices and avoid late fees or penalties.
Click here to learn more about Apple FCU's payment tools to help you seamlessly process and accept payments, such as Direct Pay and Remote Deposit Capture.
3. Maintain a Cash Reserve for Emergencies
In business, unexpected expenses and emergencies can arise at any time.
Having a cash reserve, line of credit or emergency fund can provide a financial safety net and help your business weather unforeseen challenges without disrupting operations or causing cash flow problems.
Set aside a portion of your business's profits each month to build up your cash reserve gradually. Keep your cash reserve in a separate business account, such as our Business Sweep Account, that is easily accessible when needed but earns a competitive return on your funds.
Effective cash flow management is essential for the success and sustainability of small businesses. By following the right steps, small business owners can better control their finances and navigate through both good times and challenging times with confidence.
Evaluating and implementing these options can be a challenge. The Commercial Services team at Apple FCU is here to help you choose the right strategies for your business.
Call us at 703-788-4800 to speak with a Commercial Services Cash Management Specialist or email us at [email protected] to learn more about the resources available to you.
