Welcome to our weekly entrepreneur newsletter! If you are new and would like to check out any prior editions, click here! I had the amazing opportunity to attend the ProfitCon conference this week, where we gained valuable insights into the unique challenges entrepreneurs face today and what can be done to face those challenges successfully. It was such a fantastic experience, so I would like to share some of those insights here for all of you.
In this article, we are hoping to help you better understand:
- The common cash flow challenges that small businesses face
- Why overconfidence in cash flow management can lead to financial issues
- The top drivers of cash flow problems, including labor costs, seasonality, and late payments
- A few helpful tips to better manage your cash flow:
As small business owners, we often find ourselves facing solving problems on the fly — whether it’s handling a sudden staff shortage or delay in an inventory shipment. But one challenge that quietly lingers and can easily sink a business if ignored is cash flow. 91% of small business owners face cash flow challenges, and yet, many believe they have a handle on it until they find themselves in a cash flow crisis.
The Overconfidence Trap
The majority of small business owners check their bank balance daily to make financial decisions, but relying on a single bank balance doesn’t provide the full picture. In a prior newsletter, we discussed the importance of having visibility into the finances of our business. This comes from understanding and interpreting financial statements, and just as important, managing the cash flow of our business. During the conference, I learned that small business owners are on average 42% overconfident in how well they manage their cash flow, and this overconfidence often leads to missed payments, increases in debt, or, arguably the worst of all, not being able to cover payroll. It’s not just about having cash today — it’s about knowing where that cash is supposed to go tomorrow or next month – having an understanding of the cash flow needs of your business, ensuring you are prepared for whatever crisis may be around the corner.
What’s Really Causing the Problem?
We’ve seen that there are four factors that most often drive cash flow crises: rising labor costs, seasonal fluctuations, late payments from clients, and sporadic/excessive spending. These factors can lead to the “feast or famine” cycles we’re all too familiar with—making it difficult to budget or plan for growth.
But here’s the good news: Cash flow is one area where simple changes can lead to significant positive results.
4 Tips to Get a Grip on Cash Flow
1. Use Multiple Accounts
Many of us toss all our cash into a single account, which can make it look like we have more to spend than we actually do, and limit our ability to prepare for large or rare expenses that may come in the future (i.e. annual fees or taxes). By opening multiple accounts—for profit, owner’s compensation, taxes, and operating expenses, you create clear boundaries around where your money should go. I read something an expert said, “You wouldn’t throw all your clothes into the same drawer, so why throw all your money into one account?” Keeping your finances organized this way is one of the simplest ways to avoid overspending and financial panic.
2. Practice Profit First
When it comes to managing cash flow, too many businesses focus on revenue and expenses first and profit last. It is often an afterthought. We have a profit if there’s money left over after all the bills are paid. By adopting a “Profit First” methodology, you set aside a portion of your income for profit before you account for expenses. This forces your business to operate within its means while ensuring profitability. Your profit should drive your business decisions, not the other way around.
3. Integrate Your Banking and Bookkeeping
We often meet business owners who manage their business finances in excel, or even with a paper and pencil. I’ve seen this work for maybe one or two businesses, but more often than not, this is an ineffective way to manage business finances and does not provide real time or helpful information for making smart business decisions. There is great value in integrating your banking with accounting software like QuickBooks and using this software to manage business finances. This not only saves time but also ensures you have real-time data when making financial decisions. The more accurate your view of incoming and outgoing cash, the more effectively you can plan ahead. If you are struggling to track your business finances or would like help getting set up, we’re here to help! Click here to set up a meeting with us.
4. Leverage Credit Wisely
Many businesses use credit as a lifeline in a cash flow crunch, but it needs to be used with caution. When managed properly, credit products can provide various benefits such as cash back or travel rewards. However, we encourage business owners to only use credit cards in a controlled system (i.e. reserving funds each time credit cards are used, so the card can be fully paid down each month and avoid interest. Many entrepreneurs poorly manage or abuse credit products to make purchases or pay bills that they do not have the cash to pay back. Most business owners assume they’ll make back the money that they borrowed, plus the interest. But they haven’t run the calculations. In other words, they’re going off of AOI instead of ROI, meaning assumption of investments and not return on investments. Getting hit with massive interest charges on credit cards and loans can severly limit your ability to stay profitable and run a healthy business. Before using credit, always consider “What is the likely return and what is the probability of that return?” Remember, using credit wisely is a strategy — abusing it can be a downfall.
Cash Flow and Your Peace of Mind
What’s at stake isn’t just your business’s ability to pay bills. It’s also your personal well-being. Cash flow stress impacts 71% of business owners, leading to anxiety, burnout, and sleepless nights. But by taking control of your cash flow now, you not only secure your business’s future, you also reclaim your peace of mind.
Managing cash flow might seem like a daunting task, but the right systems and a proactive approach can turn this challenge into a manageable part of your business.
At Better Biz Info, we are cash flow experts and have coached many businesses through cash flow crises. There’s always a path to better business health and personal peace. If you have questions or would like help managing the cash flow in your business, click here to schedule a call with us!
Thanks for reading and have a great weekend!
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Adam Litster
Certified Profit First Professional and Pumpkin Plan Strategist
(816) 500-5779
