Blog Layout

Managing cashflow: Tips for small business

Price Mann • Apr 17, 2024

Managing cash flow: Tips for small business

Download

Cashflow management advice

 

Managing cashflow effectively is critical for the survival and growth of your small business. It’s about planning, monitoring and controlling the money coming in and going out of your business, which ensures you have enough cash to cover your expenses and avoid insolvency.

 

Given the nature of the economy and evolving business practices, staying updated with the latest tools and strategies is vital. In this spotlight, we explore detailed cashflow management tips, incorporating practices and tools that have gained popularity in recent years, ensuring you can effectively manage your cashflow cycle with modern methodologies.

 

Understand your cashflow

The first step in managing cashflow is to understand how it works within your business. This involves knowing when and how your income and expenses occur. Create a cashflow forecast that includes all expected inflows (from sales, accounts receivable and so on) and outflows (such as operating expenses, inventory purchases and loan payments).

 

This forecast should be updated regularly to reflect actual figures and revised projections. Tools like Float or Pulse can automate this process, integrating with accounting software to provide real-time cashflow analysis.

 

Improve receivables

Accelerating the inflow of cash is crucial. You can do this by carrying out the following.

 

Invoicing promptly

Use online invoicing tools like FreshBooks or Xero, which can send invoices automatically and follow up on unpaid ones.

 

Offering payment incentives

Provide discounts for early payments to encourage customers to pay sooner. Offering payment incentives is a strong strategy to encourage quicker customer payments, improving cashflow.

 

By reducing the payment timeframe, you can use the incoming funds more effectively for operations or investments. This approach not only accelerates cash inflow but can also strengthen customer relationships by providing value through cost savings. It’s important to carefully structure these discounts to ensure they don’t erode profit margins significantly. Calculating the right balance between incentivising early payments and maintaining profitability is key.

 

Implementing payment terms

Clearly define short payment terms to encourage quicker payments. Implementing these shorter payment terms involves setting and communicating clear, concise deadlines for payment from customers, typically ranging from net 10 to net 30 days after invoicing.

 

This strategy encourages faster payment, enhancing your business’s cashflow. It’s crucial to establish these terms upfront in contracts and invoices and to communicate them effectively to ensure customers are aware of their obligations. Establishing a consistent follow-up process for late payments is also essential to maintaining effective cashflow management.

 

Streamline payment processes

Incorporating a strategy to sign clients up for direct debits can be highly beneficial. Utilising a service such as GoCardless can significantly enhance cashflow. This approach not only streamlines the payment process but also ensures a more predictable income stream, mitigating the uncertainties associated with late payments. Adopting such a method can be a game-changer for maintaining financial stability and operational efficiency

 

Manage payables wisely

While you want cash to come in faster, it’s beneficial to slow down cash going out, without damaging relationships with suppliers. Strategies include:

  • Negotiating longer payment terms with suppliers to keep cash longer.
  • Leveraging payment schedules to spread out payments.
  • Using a credit card for any purchases (and then paying the balance before any interest is charged).
  • Taking advantage of payment terms if you’re offered a discount for early payment – calculate if the cash saving outweighs the benefits of holding onto your cash longer.

 

Maintain a cash reserve

Maintaining a cash reserve is a strategic financial safety net for your businesses, designed to shield against unforeseen cashflow dips. Determining its size involves analysing historical financial patterns and anticipating future needs, ensuring the reserve is sufficient but not excessive.

 

Optimal placement for this reserve might be in high-yield savings accounts or money market accounts, which offer higher interest rates than regular accounts, allowing the reserve to grow while remaining readily accessible for emergency use or unexpected opportunities.

 

Use technology to your advantage

Technological advancements have introduced various tools to help small businesses manage cashflow more efficiently.

  • Accounting software: Tools such as QuickBooks Online and Sage provide invaluable insights into your financials, automating cashflow forecasts and budgeting.
  • Payment solutions: Platforms like PayPal, Stripe and GoCardless offer efficient ways to manage incoming payments, reducing the time it takes to receive funds.
  • Expense tracking: Apps like Expensify or Receipt Bank help track and manage expenses, ensuring they are recorded and monitored effectively.

 

In the past year or two, several trends have emerged in cashflow management.

  • Integrated financial platforms: Tools such as Plaid and Codat allow businesses to integrate their financial accounts, providing a unified view of their finances and improving cashflow analysis.
  • Artificial intelligence (AI) and machine learning: These technologies are increasingly being used to predict cashflow trends more accurately, identifying potential shortfalls before they occur.
  • Flexible financing solutions: With the rise of fintech, more flexible financing options are available, such as invoice financing through platforms like Fundbox.

 

Reduce costs and increase efficiency

Streamline operations

Review your business operations regularly for efficiency improvements. This might mean automating repetitive tasks or reducing waste. Regularly review and update your business processes to keep on top of operations.

 

By doing so, you can significantly lower your operational costs, improve productivity and ultimately increase profitability. This approach requires a commitment to continuous improvement and openness to adopting new technologies and methods that can drive better business outcomes.

 

Outsource non-core activities

Outsourcing tasks such as payroll, HR or IT can save money in the long run, allowing you to focus on core business activities. Outsourcing these tasks can not only optimise the functions but could also translate into significant cost savings over time. By delegating these areas to external experts, a business can reallocate resources and focus on its primary operations and growth strategies.

 

This approach enhances operational efficiency and leverages the expertise of outsourced professionals, potentially leading to higher productivity and improved business outcomes.

 

Monitor inventory

Inventory management can significantly impact your cashflow. Excessive inventory can severely tie up your cash. Money that could be used for other operational expenses or investment opportunities is instead locked up in stock that sits idle. This not only affects liquidity but also increases storage costs and risks of obsolescence or spoilage, especially for perishable and fashion items.

 

On the flip side, too little inventory can lead to stockouts, resulting in lost sales and services, leading to dissatisfied customers. This can damage a brand’s reputation and customer loyalty, potentially driving customers to competitors. The opportunity cost of lost sales can sometimes exceed the cost savings from keeping inventory levels low.

 

Tools like Inventory Planner and Cin7 provide analytics and forecasting to optimise inventory levels, helping to free up cash while ensuring product availability.

 

Focus on profitable sales

Not all sales are equally beneficial for cashflow. Focus on products or services with higher margins or faster turnover rates. Prioritising these higher-margin sales or quick-turnaround products enhances cashflow effectiveness. This strategic focus can allow you to maximise profit and liquidity by channelling efforts into the most financially rewarding areas of your business.

 

Analyse sales data to identify these items and adjust your sales and marketing efforts accordingly. A thorough analysis of sales data helps identify these key products or services, enabling targeted adjustments to capitalise on the most lucrative opportunities, thus polishing revenue streams and improving your overall financial health.

 

Cultivate relationships

Before you need them, investigate and build relationships with potential lenders, including banks and alternative financing sources like peer-to-peer lenders or crowdfunding platforms.

 

Understanding your options in advance can save precious time if you need to arrange financing quickly to manage cashflow issues.

 

Regularly review strategy

The economic landscape and your business environment are constantly changing. Regular reviews of your cashflow management practices ensure they remain effective. This includes reassessing your cashflow forecasts, monitoring your business’s financial health, and staying informed about new tools and practices that could enhance your cashflow management.

 

Seek expert advice

Engaging a professional adviser can significantly enhance your cashflow management. Accountants can bring specialised expertise to streamline your business’s financial operations, advising on strategies to best manage cash inflows and minimise outflows.

 

By assessing your current financial status, they can craft tailored plans aimed at improving your cashflow, from reducing unnecessary expenses to advising on investment options that match your risk appetite. Additionally, they can provide insights into tax efficiencies to ensure you’re not overpaying, thereby improving your overall financial health and enabling more informed decision-making for sustained growth.

 

Get in touch to find out how we can help you manage your cashflow.


By Price Mann 01 May, 2024
House prices grow slowly in March Higher mortgage rates affect affordability as the cost of buying a home strains budgets. Nationwide has reported a mixed picture of the housing market. On average, property prices increased 1.6% from March 2023, marking the quickest pace of growth since December 2022. However, a slight dip of 0.2% was observed in March compared to February, indicating the first monthly decline since December 2023. This fluctuation comes amid a backdrop of mortgage rates descending from their summertime highs but remaining significantly above the low levels post-pandemic. Despite these rates softening, the cost of buying a home continues to strain budgets. For an individual earning an average salary of around £35,000, mortgage repayments now consume nearly 40% of their take-home pay, underscoring the ongoing affordability challenges within the market. January’s figures showed a 15% drop in mortgage approvals compared to the pre-pandemic era, reflecting the squeeze from elevated interest rates, which have reached a 16-year peak. The Bank of England (BoE) recently kept the key interest rate steady at 5.25% but hinted at potential cuts, with financial forecasts anticipating a decrease to around 4.5% by year end. Nationwide’s analysis, which excludes cash and buy-to-let transactions — accounting for a third of all sales — highlights the affordability pressures dampening market activity and price growth, despite a recent uptick. Talk to us about your finances. Stealth tax freeze threatens income of pensioners 1.6m additional retirees dragged into income tax levy. 8.5m currently paying income tax, up from 4.9m in 2010. New research for the House of Commons has shown that due to the income tax threshold freeze of £12,570 until 2028, an additional 1.6m pensioners will have to pay income tax in the next four years. This is a significant increase from the 8.5m pensioners currently paying income tax, up from about 4.9m in 2010. If the threshold had increased with inflation, it would have reached £15,220 this year and £15,990 by 2027/28. The Department for Work and Pensions reports there are 12.7m state pension recipients, with the Institute for Fiscal Studies noting over 60% now pay income tax, a rise from 50% in 2010. The Resolution Foundation estimates that the tax threshold freeze will make the average tax-paying pensioner £1,000 poorer by 2027/28. Despite cutting national insurance (NI) by 2%, Chancellor Jeremy Hunt and Prime Minister Rishi Sunak’s aspiration to eliminate the tax has raised concerns that pensioners will bear the cost. Both parties have committed to maintaining the state pension triple lock, ensuring it increases annually by the highest of wage growth, inflation or 2.5%. This policy will result in an 8.5% rise in the state pension this month. A Treasury spokesperson said: “Now the economy is turning a corner, we have cut national insurance by a third, meaning that – coupled with above-inflation increases to personal tax thresholds since 2010 – we have saved the average earner over £1,500 compared to what they otherwise would have paid.” Get in touch to discuss your finances. Enhanced child benefit payments set to commence There was a significant uplift for families from 6 April as the annual entitlement for one child was raised. Additional child payments also increased. HMRC has announced that, from 6 April 2024, millions of UK families receiving Child Benefit will see their payments increase. In a move to support households, the Government has raised the annual entitlement for families with one child to £1,331, marking an increase of £83.20. Similarly, payments for additional children will now reach up to £881 per year, with no restriction on the number of children a family can claim for. The revised scheme outlines payments of £102.40 every four weeks (£25.60 weekly) for the first or only child and £67.80 (£16.95 weekly) for each subsequent child. HMRC has streamlined the process for families with existing claims, ensuring continued direct bank deposits without the need for contact. From April 2024, the High Income Child Benefit Charge (HICBC) won’t affect families where the highest earner earns up to £60,000 - up from £50,000. For incomes between £60,000 and £80,000, the benefit reduces gradually, aligning with the HICBC for earnings above £80,000. Parents earning over £50,000 are advised to adjust their Child Benefit claims before April to avoid potential charges for the 2023/24 tax year, while new thresholds apply to claims from April 2024 onwards. Laura Trott, Chief Secretary to the Treasury, said: “We are ending the unfairness in the Child Benefit system, and as a result, 170,000 families will no longer have to pay back Child Benefit, and nearly half a million families will save an average of around £1,300 next year.” Talk to us about your finances. Brexit charges could lead to higher food prices Fees of up to £145 will be charged from 30 April. Small imports such as sausages and cheese are included in the charge. Trade groups have warned of potential increases in food prices following the Government’s announcement of new post-Brexit import charges on EU food and plant products. These charges, known as the common user charge, will affect small imports of items such as sausages, cheese and yoghurt entering through Dover and Eurotunnel at Folkestone. The Department for Environment, Food and Rural Affairs has outlined fees up to £145, effective from 30 April, intended to cover border inspection costs and enhance biosecurity by preventing the import of diseases. These charges will apply to imports arriving in the UK and those transiting through. However, trade groups have criticised the move, arguing it will increase business expenses, raise food prices and possibly reduce consumer choice. The Horticultural Trades Association (HTA) highlighted the announcement’s late timing and expressed concerns over its negative impact on the competitiveness of UK horticulture. It noted that 90% of the association’s growers, predominantly small businesses, import plants at some stage, and many will face the maximum £145 charge. James Barnes, chair of the HTA, said: “This will be a huge new cost burden for many, hitting small- or medium-sized enterprises hard.” The policy feels like it is constructed on the back of an envelope at best, he added. Talk to us about your business.
By Price Mann 24 Apr, 2024
How to maintain a healthy cash flow
By Price Mann 10 Apr, 2024
Personal tax planning in 2024/2025
By Price Mann 03 Apr, 2024
Business Update: April 2024
By Price Mann 27 Mar, 2024
Financial year 2024 - important dates to remember for the year coming!
By Price Mann 20 Mar, 2024
How to improve your financial health
By Price Mann 13 Mar, 2024
Mastering business expenses
By Price Mann 06 Mar, 2024
Business Update: March 2024
By Price Mann 28 Feb, 2024
Year-end tax planning for companies
By Price Mann 21 Feb, 2024
Is property investment right for you?
More Posts
Share by: