Managing Cash Flow as a Small Business

A successful small business doesn’t just bring in money – it manages the liquidity of that money. Cash flow is crucial to a business’ stability. It also plays a huge role in getting financial support for expansions, because it helps to prove the business has viability. There are times, though, when a business can be performing profitably according to the books, but your bank balance is still low at any given time and you can struggle to make payment deadlines. So how do you change that?

Improve Your Payment Cycle

Outside of shops, almost every business finds themselves doing some work on credit. Whether it’s 30-day terms (or even 90-day) as standard or your contract technically requires payment in advance, but a regular payment slips when the work still needs to be done, often a certain amount of your profitability is still waiting to be received. By instituting tighter payment controls and by pushing your dunning cycle more efficiently, you can ensure your cashflow gets better and more in line with your profitability. At ICS Accounting, we’ve heard many small business owners talk about the point where they realised some late-paying customers needed cutting out, even though they represented a significant amount of the company’s work. The hidden cost of delayed payment can sometimes more than wipe out your profit margins. Of course, many customers who pay a little late sometimes are still valuable steps in building your own business. Cutting one off is something you need to be careful about doing – but it underlines the importance of knowing the true value of every customer.

Frequent Financial Review

How do you know the true value of your big customers? Make sure you review the books regularly, and at any time a lack of cashflow affects your business (when your payments are delayed, or when you miss out on opportunities because instead you have you make a payment), make sure you know whose payments were outstanding at that time. This can be even more effective than just tracking which businesses pay late and how late they pay, but we recommend doing both. Confirming patterns in late payment and having the data to back them up gives you better decision making power than just having a vague feeling that Customer X pays late every so often. While this does mean more time studying your financial information than you might spend otherwise, that has its own benefits. The longer it’s been since you looked at your management accounts, the less clear your picture of your situation is.

Build in a Buffer

The best way to keep your cashflow strong is to remember that as well as predictable payments (tax bills, VAT payments, etc.), there are one-off or unexpected payments that need to be made. By ring-fencing some of your paid profit as an emergency buffer you have more flexibility in these situations.

Know Your Tax Liabilities

This is one of those categories that should go without saying but doesn’t. We’ve quite often spoken to small business owners who weren’t clear on what tax legislation changes might do to their bill, or who didn’t fully understand what tax and National Insurance payments add to a new employee’s paycheque in costs, or who had a rough idea in mind of what tax they’d owe based on the previous year but had a much more successful year. You really do need to be ready for your HMRC payment; while they will usually work with you on payment plans if you need to, these come with a significant additional cost (not to mention messing up your cashflow for the following year). If you can’t keep up to date with tax calculations, relevant regulatory changes, and the rest, why not get in touch? We’re always happy to help.