Managing Cash Flow: 12 Practical Tips For A Business

No matter the stage, cash is the lifeblood that keeps a business running smoothly. Without proper cash flow management, even the best ideas and strongest teams can struggle to stay afloat. Still, with the constant demands of developing products, running operations, and securing new clients, it’s easy for financial health to get pushed to the back burner. In fact, one of the key reasons around 82% of small businesses fail due to cash flow problems.*

However, with the right strategies, cash flow issues can be managed and prevented. In this article, we’ll share 12 practical tips to help you manage and improve your business’s cash flow.

The first and most important step to a healthy cash flow is to keep your business and personal finances separate. Mixing personal and business funds and expenditures will make it difficult to track where money is coming from and where it's going. 

By having separate accounts, you get a clearer picture of your business's finances and can prevent personal spending from draining your business funds. It also helps establish your business's credibility when working with investors or lenders. 

To stay on top of your finances, you need to keep track of every incoming and outgoing funds. This includes reconciling bank statements, reviewing financial records, and staying updated on your business’s cash position.

Along with regular monitoring, it’s also important to review your overall financial status. One of the best ways to do this is by using a cash flow statement, which breaks your funds into three sections:

• Operating Cash Flow - Cash from operating activities 
• Investing Cash Flow - Cash from investing activities  
• Financing Cash Flow - Cash from financing activities

There are various tools, from accounting software to online templates, to help you create the statement. Here’s an example of a cash flow statement:

You can use your cash flow statements to do a cash flow analysis and try to see whether there are any recurring expenses that you could cut back on. Cost-cutting opportunities often include leasing equipment instead of buying, outsourcing tasks, cancelling unused subscriptions, and automating processes.

Regular cash flow tracking is also a building block for accurate cash flow projections. It allows you to forecast your cash reserves and identify potential issues in advance, improving your cash management and financial position. 

A cash flow forecast provides a projected overview of your business’s income and expenses over a specific period, giving you insights into your future cash inflows and cash outflows. By knowing these in advance, you can identify potential cash shortages or surpluses and improve overall financial management. 

Additionally, creating best-case, worst-case, and most-likely scenarios can also help you assess different potential outcomes.

You can create a cash flow forecast using spreadsheet software like Microsoft Excel or download free templates online. Here’s an example of a standard cash flow forecast:

Unexpected expenses can throw off even the best-laid plans, so it's essential to have a cash reserve to act as a buffer during slow seasons, cover unexpected costs, or take advantage of investment opportunities without scrambling for funds.

Ideally, you should aim to build up enough reserves to cover at least six months of business expenses. Set aside a portion of your profits each month to build this cushion and ensure you're prepared for any financial challenges that may arise.

You should also think about where to park your cash reserve. There are several types of bank accounts offering interest, such as savings accounts, money market accounts, certificates of deposit, and more. Each with different withdrawal restrictions. Choosing the best option depends on how quickly you may need to access the reserve and how much you want your cash to grow. A mix of several types of accounts might be a smart strategy for flexibility and returns.

Delayed invoicing or inefficient payment processes can leave your business waiting for cash that could’ve arrived sooner and been used elsewhere.

You should ensure that you have an efficient system for issuing invoices and tracking any unpaid ones. It helps to design a simple and clear invoice template, one that’s easy for you to fill out and won't confuse your clients or lead to mistakes.

Using reliable invoicing software to create, send, and monitor both paid and outstanding invoices is another smart move. 

Consider sending invoices via email, too—it’s easier to track invoice payments because you’ll have a clear record of all communications when you need them. 

Finally, consider automation and setting up recurring billing for regular customers.

In the US, over half of all invoices (55%) are paid late.* Similarly, small businesses in the UK lose GBP 684 million annually due to late payments.*

Past-due invoices are a significant challenge to a company’s cash flow, so encouraging clients to pay on time—or even earlier—can make a big difference. The best way to motivate your customers to pay outstanding invoices on time is to offer incentives, such as discounts on early payments. 

For example, if you offer a 30-day credit term, you can give your customers a 5% discount when you send an invoice if the bill is paid within 15 days of receipt.

Another tactic is to streamline your payment processes, making it as easy as possible for customers to pay. Offering multiple payment options, like credit cards, bank transfers, or digital payment systems, can help speed up the process. Sending automated reminders before the due date can also improve your accounts receivable turnover.

When dealing with large orders or long-term contracts, asking for a deposit or partial payment upfront can significantly ease your cash flow strain. This initial payment helps cover the costs of materials, labour, or other expenses associated with fulfilling the order or contract, ensuring you don’t have to front all the costs yourself.

It’s common practice to request a deposit of around 25%. This shows commitment from your client while providing you with cash to get things moving. You can structure the remaining payments based on milestones or project completion, allowing you to receive payments as work progresses rather than waiting until the very end.

Clear communication about your payment terms is key. Be upfront about when and how payments are due, and always ensure that the terms are documented in writing. This ensures both parties are on the same page.

Cash might come in, but if it’s not enough to cover your costs or allow for growth, you may want to look at your profit margin. If your profit margin is too narrow, it’ll be tough to keep things running smoothly, no matter how much cash you’re bringing in.

If you notice your margins are too tight, look for ways to boost them. This might mean cutting unnecessary expenses, renegotiating supplier contracts, or streamlining your operations.

Alternatively, consider adjusting your pricing strategy. Are your prices aligned with the value you’re offering? How do they compare with competitors? Are there opportunities to raise prices without losing customers? Keeping an eye on your profit margins ensures you have enough cash can thrive, not just survive. 

Building strong relationships with suppliers, creditors and financial institutions will have a significant impact on your cash flow. Likewise, negotiation can be more impactful than you might realise—don’t hesitate to use it to your advantage.

You can try negotiating better terms, like extended payment deadlines or discounts for bulk orders, giving you more financial flexibility.

If you’re struggling to meet payment deadlines, don’t hesitate to communicate with your suppliers or creditors. Honest conversations can often result in new agreements that give you more time to settle your accounts payable, easing the strain on your cash flow.

Additionally, reviewing your credit terms with customers can help you ensure that you're not overextending credit, which can lead to cash shortages later on.

Excess inventory can cost businesses 25-40% of inventory value annually.**

If your business involves having products or supplies in stock, it is crucial to regularly review inventory levels, implement tracking systems, and ensure you manage your inventory effectively to avoid stockouts or excess inventory. 

Keeping accurate track of your inventory reduces the chance of overstocking, which can drain your finances that could be used elsewhere. 

Similarly, take a look at your storage room to see if you have any tools, equipment, or assets gathering dust. Don’t let them go to waste. Consider selling or renting them out to generate cash. 

When faced with cash flow challenges, exploring financial options can provide much-needed relief. Two common strategies are obtaining a line of credit or loan and invoice factoring. 

• Lines of Credit and Business Loans: You can use your cash flow and other financial statements to forecast your cash requirements and get a line of credit or loan as a safety net. However, be mindful of the amount of money you’re borrowing and the interest rates, as these factors can significantly impact the overall cost and your future cash flow. Carefully consider repayment terms and ensure they align with your cash flow projection. 
• Invoice Factoring: Invoice or debt factoring involves selling unpaid invoices to a factoring company at a discount in exchange for immediate cash, which can be especially helpful if your business has a significant amount of outstanding invoices from customers. While factoring can provide quick funds, it’s important to understand the associated fees and consider the potential impact on your credit score. 

Business credit cards can offer a comfortable cushion when your business is running low on immediate cash. They offer flexible credit limits and potential rewards. However, it’s essential to use them responsibly and track expenses carefully.

Some credit card providers also offer virtual cards. These cards offer added security when making online purchases by limiting their usage to predetermined amounts and merchants, preventing unauthorised transactions and overspending,  and simplifying expense tracking. 

Regardless of your business's size or industry, cash is essential, particularly in these scenarios:

• When you just started a business: New businesses and startups often face significant upfront expenses that can strain cash flow, such as marketing, inventory, equipment, and recruitment costs. Limited sales and potential difficulties securing credit from supplies are also significant challenges. 
• When your business starts to grow: Expansion can lead to increased expenses and working capital needs. These expenses can strain your cash flow, particularly if your revenue growth doesn't keep pace.
• When your business faces changes: Changes in market conditions, customer demand, supplier relationships, or regulatory requirements can significantly impact your cash flow. For example, economic downturns can lead to decreased sales. 

Poor cash flow management can result in short-term cash flow issues, such as not being able to pay your operating expenses as you are still waiting for payments from your customers. On the contrary, effective cash flow management can help anticipate and mitigate these challenges by identifying potential cash shortages in advance.

A lack of cash flow is a significant threat to entrepreneurs and businesses of all sizes. Managing cash flow, however, may not always be a one-size-fits-all process. But with these tips, you can start to get a clearer picture of your finances and make adjustments according to your business needs. It’s all about finding what works for your business and staying flexible as things evolve.