Understanding Cash Flow Management: Best Practices

Poor cash flow management has been the downfall of many businesses so it can’t be left to chance. A regular supply of cash is vital to any organisation, so that it can pay salaries and bills, as well as invest in growth. This is why cash flow management is essential in order to have a thorough understanding of where your money is coming from and to project future revenue to secure company growth.

In this article, we provide guidance and answer your most-asked questions related to small business cash flow management: what is cash flow management, what are its benefits and what to do for a better cash flow management?

Here is a list of the top seven key benefits of cash flow management:

1. Paying your employees on time
   Your staff helps you keep your business running, so paying them on time is essential. It’s a basic and fundamental element to retain their loyalty and attract talents. Thanks to solid cash flow management, you ensure you reserve cash for their salaries.
2. Purchasing what you need to create your product or deliver your service
   Another of the multiple benefits of cash flow management is that it allows you to have a clear forecast of your account payables, which enables you to purchase the raw material or services you need to fulfil your orders. A potential surplus could also help you expand your product line.
3. Paying all your other expenses
   Whether they are taxes, loan repayment or other bills, good cash flow management will allow you to keep track of all your past, current and future expenses, so that you can plan accordingly and ensure these expenses will be paid on time.
4. Planning and coordinating your activity to maximise profit
   Planning is essential for any business and the lack of it may lead to disaster. One of the benefits of cash flow management is that it helps you plan, analyse performance and make a maximum available profit from your current activity. It will also enable you to prepare the financial budgets for the years to come.
5. Keeping cash reserves and avoiding overspending
   Without a sound cash flow management, you won’t monitor how much you spend and might overspend or use cash needed for something else. The analysis of your cash flow statement can help you determine whether the financial condition of your business is in a stable, excess or shortage state. Thanks to cash flow forecasts, you gain control, monitor your spending, determine your liquidity and profitability, and ensure you will have sufficient cash reserves in case of unexpected expenses or bad debts.
6. Expanding or growing your business
   Another benefit of cash flow management is to allow your business to be opened to investments and growth opportunities. Indeed, thanks to your cash flow statement analysis, you are able to identify the ratio between your income and expenditure, which helps you assess the current financial position of your business and take budgeting decisions. For example, if you have a surplus, you can decide to develop new products or services, expand to a new market, etc.
7. Getting a business loan
   Many businesses depend on banks or other financial institutions to finance some of their activities. In case of cash deficit, you might contact them for a loan to overcome the situation. Before granting you the loan, banks study the financial condition of your business and your ability to repay the amount. Thanks to cash flow management, you will be able to use your cash flow statements as proof and provide all the details regarding your cash inflows and outflows.

In summary, good small business cash flow management will grant you peace of mind by enabling you to ensure you can meet all your obligations, run your business more effectively and concentrate on your growth.

The Importance of a Cash Flow Forecast: Forecasting your cash flow is an essential practice that helps anticipate the financial position of your business in the future. A cash flow forecast provides a blueprint for managing incoming and outgoing funds, enabling you to plan for growth while avoiding financial pitfalls. By understanding your cash flow patterns, you can better manage payment terms with customers and suppliers, and make strategic decisions about when to invest in expansion or new opportunities. Implementing trade credit insurance can further enhance your forecast accuracy by protecting against unforeseen debtor insolvency, thereby ensuring your cash flow remains positive as planned.

To ensure you have a positive financial situation and avoid cash flow problems, here is some advice we recommend you to follow:

• Make cash flow forecasts regularly so that you can project your cash flow position – the income you’ll get (estimate your volume of sales, etc.) and how much money you’ll spend (forecast the expenses you’ll have to make, how much your will order, etc.) – and act on the conclusions.
• Research potential new customers thoroughly and analyse their creditworthiness by obtaining their financial rating, calling on local partners to gain insight or using alternative intelligence.
  
• Manage late invoices to avoid bad debts: follow credit control best practices for faster payment by invoicing your customers as soon as possible, setting up clear payment terms, as well as implementing a process to ensure your invoices will be paid on time and define what to do in case of unpaid invoices.
• Be alert to emerging threats, including debtors, any extra-large bills and loan repayment dates.
  
• Avoid overspending and ensure to make sound investments: before making a big investment or expanding your business, always consider what impact it will have on your cash and research the sectors or markets to fully understand the context.
• Keep cash reserves by saving a proportion of your cash to cover unexpected liabilities.
• Train your team to basic credit control principles (or hire people who know them) for a better cash flow management.
• Use a digital cash flow management software that can help keep track of invoices and expenditures, and provide a clear picture of your cash position.

Despite all the above, you might want to ensure your business is protected against credit risk by taking out a trade credit insurance policy.  Trade credit insurance and export credit insurance help you secure your cash flow by covering your receivables due within 12 months, helping you to avoid bad debt and compensating you in case it happens. This is one of the best ways to complement your small business cash flow management.

Beyond managing and forecasting, optimizing your cash flow involves taking proactive steps to improve the efficiency of your cash inflows and outflows. This can include renegotiating supplier contracts, optimizing inventory levels, and improving invoicing processes to accelerate payments. Additionally, leveraging trade credit insurance can play a pivotal role in cash flow optimization by minimizing the risk of late or defaulted payments from customers. By securing your receivables, you can maintain a steady stream of cash, allowing for more aggressive growth strategies and investment in innovation.