Two weeks back we have discussed
the basic of cashflows and also how to manage individual cash flows (for
details plz see my blog dated 12th March 2016). This time we are discussing more about business Cashflow,
Cash inflow is the lifeblood of
your business and comes from sources like payments from customers, interest on
savings or investments, receipt of a loan, or monetary infusion from an
investor. Cash is very important because through this payment are made for
things that make your business run: expenses like employees, rent, stock or raw
materials, and other operating expenses.
POSITIVE
CASHFLOWS:
As we all understand that
positive cashflows are required to run any business smoothly and successfully. For
positive cash flow any business has to plan its all inflows and outlfows in
advance and organize them systematically.
The positive cashflows are the
cash in hand, this could be money we have invested in the business, cash in the
business bank account, loans received, or an investment from a partner.
After that we have to determine
your monthly expected cash sources. These can be projected sales, loans that may
be coming in at a certain date, investments from partners or investments. If we
are in a new business we should be projecting sales conservatively (better to
outperform and have a better inflow of cash than you thought). If we have
already started our business or are purchasing a business from someone else, we
have some clarity regarding: sales history. History can’t predict the future,
but it can paint a decent picture of what the future looks like and what
business changes are required.
After assessing the infows we
will need to assess the monthly expenses. This can be a bit complicated because
some time we overlook things and get a surprise which we don’t want. Monthly expenses
to factor in can include employees salary, rent or mortgage, insurance,
advertising, marketing, website hosting, travel, utilities, payroll, inventory,
taxes, loan payments, working capital, and last but not least paying ourself!
How to improve Cashflows:
Improving the cash inflows and utilizing
them efficiently will help to run the business comfortably further it can
improve the overall profit or return on the business as well. There are some
tips for that.
- We should be issuing the invoices promptly and follow up on them regularly. It is very simple, but still many people don’t pay till you remind them as its common mentality and people don’t like parting with their money.
- By giving some incentive for early payment we can get our payments more timely. Say if our standard contract has a sixty day term, we give a discount of say 5% for payment within 10 days or 2% if within 30 days. BY this we can encourage the early payers.
- For long term projects we can structure the payment with an upfront deposit or partial payment based on the level of completion throughout the project lifetime. This will ensure that we are getting some cash regularly and all the money is not stuck-up and we are putting all pur cash throughout the project life.
MANAGING
CASH-OUTFLOWS SMARTLY:
There are certain bills like electricity,
telephone, internet etc which are to be paid regularly and on time, It’s to always
better to pay them in a timely fashion by
this we build trust with your creditors and also get discounts on prompt
payments like we offer.
Managing Bills/Expenses
Smartly:
There are ways to pay your bills
in a smart way to make sure that your cash flow remains positive:
- Use the payment term to its fullest. If got thirty day term on a bill, we should use the thirty days to build up the cash. That way, you’ll have a better handle on what your cash flow looks like than if you simply write a check the day you receive the invoice. However if we are getting discounts/incentives we should check whether its beneficial to pay within discount period or till the last day. For example is some one is offering a 5% discount if paid in 15 days as compared to 45 days normal period means we are saving 5% by paying 30 days means 60% annualized (5*12%). As this is a return we won’t get normally so its better to pay in discount period.
- Negotiate the payment terms when dealing with a vendor. we’ll get something if we ask for it so don’t feel ashamed to ask for it. However be cautious with this though: don’t ask for flexible payment terms before a deal is done can raise suspicion.
- Make online payments through NEFT/ECS/RTGS/IMPS. That way we can pay immediately when a payment is due, but won’t have to let go of the funds before we are ready and also get the confirmation immediately.
- We should build a real and healthy relationship with vendors. If they trust us and we are honest with them it would help in doing the business easier and smoother. This will also make our life easier if we need to ask for an extension or an accommodation.
Putting idle cash on work:
- Don’t keep idle money in Current account. Money is something which should always be earning not lying idle. So if we have extra money in current account where we don’t earn anything its better to put this money on work by investing in Mutual Fund’s schemes especially structures for that purpose. Liquid or Ultra Short term bonds funds are those where we have almost negligible risk on our capital and we can earn a decent retur. BY investing the surplus money in mutual funds we earn extra cash without hampering our normal business operations and we can get our money back within one day so as to run the business smoothly.
Surviving Lean Months:
- Business don’t run in a normal pace always. We have some good months and some slowdown times however the regular expenses/bills aren’t going to magically disappear or change their due dates, So we should be ready for that. We need to have cash buffer to survive those periods when the flows are not sufficient.
Be prepared for rainy days:
- We should build up some cash reserves to avoid this problem. Review the cash flow history and arrive at a reserves estimate that would cover our business for three months, six months, and a year. Just knowing those numbers can help us to paint a better picture and, thus, make better business decisions.
- We can also arrange a line of credit with your bank. When we are flush it’s easier to get money than when we are running on cash negative position, So its better to talk to banker about having the ability to borrow up to a preset limit any time you need it when we are in comfortable positions rather then waiting for the time when actually we need it.