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12 Tips to Avoid Bad Cash Flow Management:

12 Tips to Avoid Bad Cash Flow Management:

Dr Thommie Burger is the Founder of JTB Consulting
12 Tips to Avoid Business Failure due to Cash Flow

Having worked with SMEs for more than 16 years, I have been privileged to provide advice to clients in almost every industry. However, by working with all kinds of SMEs, ranging from sole traders to multi-site operations, I have unfortunately witnessed a lot of business failures. There have been various reasons for this, including trading losses, the (unfortunate) COVID-19 pandemic, inadequate training, lack of business- and financial skills, and lack of capital. However, most business failures have nearly always come down to poor cash flow. In most cases, the worst part has been that the business owners weren’t even aware of the cash shortages until it was too late. As a result, they had a very profitable business (at least on their Profit and Loss Statement) but with liquidity problems.

With 2022 now in full force, here are my 12 Tips to Avoid Failure in Small Business Cash Flow Management:


1. Figure out Your Breakeven Point 

Any good business owner should know when their business will become profitable. This will not necessarily affect cash flow, but it will give an early goal to strive for and a target needed for projecting future cash flow. Negative cash flow and negative profits make for a depressing combination. That is why knowing your breakeven point is so important. Focus your efforts on managing your cash flow to reach your profit goals.

2. Company Line of Credit

A successful protection strategy against cash flow concerns is a company line of credit. If you use them as leverage, you will be eligible to get a line of credit with a portion of the accounts receivable or inventory. In addition, look into Trade Financing and Factoring as possible funding solutions.

3. Updated Account System

To manage cash flow, you must have an accounting system in place that is kept current, meaning data is processed frequently to determine accounts payable ageing, accounts receivable ageing, liabilities, and actual cash in hand. Reviewing these balances regularly can help you determine your business cash flow, trends, and opportunities.

4. Reconsider Annual Subscription Services

Evaluate any subscription services you have annually (if not more frequently). You may have services providing the same features or even a service you don’t need any longer. Put a block on your calendar, go over the bank statement to see what’s been paid for, and make sure it’s something you still need. You don’t need to subscribe to every article, newsfeed, or magazine.

5. Stay on Top of Your Invoices

Some great small tips can help you manage your cash flow more successfully. Firstly, you need to monitor your cash flow regularly, which can be a way that suits you. As long as there is a system that people can understand, that is all that matters. You can also help your cash flow to be more responsible by cutting costs where things are unnecessary. Staying on top of invoices can also be beneficial. Nothing should stop your invoicing, regardless of if you need to travel or conduct other business simultaneously. 

6. Assess Risks Often

Assessing your situation often is a must! You must constantly be asking yourself if you, as a business, can financially manage to make a certain payment without any risks. If there is no risk, you should try your best to be paying in advance as much as possible. If there are any risks, even if they are minimal, you should assess whether or not you are financially capable of making the payment. Making sure you can pay everything off either on time or early can ensure that you see your profits rather than waving them goodbye when you have things to pay off.

7. Track and Analyse Everything

My best tip on managing cash flow is to track and analyse Everything. Often, you’ll discover that you may not need a certain tool or expense. Or, instead of hiring another employee, you might be able to automate a process or hire a when-needed Freelancer. The most important thing is to keep asking yourself the hard questions about any major purchase.

8. Improve Your Cash Flow

What exactly is cash flow? It is the movement of funds in and out of your company’s bank account. Ultimately, cash flow is the lifeline of any small business. A profitable company on paper could go bankrupt because the cash coming in didn’t compare with the cash going out. Companies that don’t execute strategies related to maintaining good cash flow could land their business in hot water. While all businesses may ebb and flow in their way, there are several ways to better manage consistent cash flow as a small business owner.

9. Charge Customers on a Subscription-Based Method

Many small businesses start with transactional or one-off solutions. Look for ways to provide subscription-based solutions to your customers. This provides you with a steady, monthly recurring revenue stream to help you manage your cash flow better.


Read More: 7 Reasons on Why Financial Models are Important


10. Set Your Price and Fees Appropriately

First off, be careful in setting your pricing/fees. If you offer a service that your competitors do not, don’t hesitate to price your services at a premium. Second, use digital invoicing with online credit card payment to assure quick payment. The slight loss to a credit card fee is more than offset by quicker collection.

11. Trust a Financial Expert

As a graduate in Investment- and Financial Strategy, there’s nothing I would rather do than jump into some spreadsheets and analyse my clients’ businesses and make the decisions for them. But as a business owner, delegating this responsibility to a bookkeeper/accountant is necessary. Not only does the decision to delegate free up time, but a financial expert can introduce new perspectives that you wouldn’t have otherwise as an owner. Do yourself a favour and hire a bookkeeper on an hourly basis to do the heaviest lifting. Then, as an executive, get the summary and make the right decisions. 

12. Establish a Protocol When Cash Flow Drops

Sometimes, small business owners experience tremendous discrepancies in their expected cash projections with actual cash flows. Many find it difficult to budget their finances when this happens because they failed to consider this scenario. Smart business owners anticipate bad situations and cash flow drops are one of them. One way to address cash flow drops is to invest in a cash flow management tool. A cash flow management tool makes it easier for business owners to track all incoming and outflowing cash flow. Doing so makes it easier to make intelligent budget decisions with a reliable tool that tracks finances.


Free Advice: 10 Reasons Why the Best Business Plans Don’t Get Funded

Established in 2006, we have successfully written hundreds of bankable and world-class Business Plans for clients across 25 countries. As South Africa’s Leading Business Plan Company, we are confident that we would be able to assist you too. Kindly note that we also offer “Investor Pitch Decks”, “Excel-based Financial Models”, and “Proposal/Tender Writing Services” in addition to our Custom Business Plan Writing Service. Please visit our Services page for more information.

We look forward to being of service to you. Please feel free to contact our Founder, Dr Thommie Burger, on +27 79 300 8984 should you have any questions. He is also available via email and LinkedIn.

JTB – Your Business Planning Partner.

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