When we talk about cash flow, we’re referring to the money that goes in and out of your business over a set period of time. For most, if not all, Canadian entrepreneurs, having a healthy cash flow is essential. That’s why cash flow management in Canada is so important.
In today’s blog, our team at Bizfund shared SMB tips surrounding managing your cash flow. We do this by detailing the top mistakes you’ll want to avoid like the plague. If you avoid common cash flow mistakes, you can better meet payroll and invest in growth. You can also better manage supplier relationships and handle the natural ups and downs of daily operations.
Common Cash Flow Mistakes
There are several common cash flow mistakes Canadian entrepreneurs make. If you want to avoid going into the red (which you likely do), have a look at a few mistakes you should avoid below. We’ve even gone so far as to share a few tips about how to prevent them, too.
Mistake #1: Relying Too Heavily On Receivables
When we talk about receivables, we mean invoices. Unfortunately, through no fault of your own, there will be times when invoice payments are delayed.
Even though your financial statements may appear healthy in this situation, your bank account will tell a very different story. In many situations, this will become a significant problem. For example, when you have to meet payroll, pay rent, or make payments to suppliers, and the invoice funds haven’t arrived.
Not to mention, late payments can compound over time. This means that even a single overdue account can trigger a ripple effect, especially for entrepreneurs with thin working capital.
How To Avoid It
Usually, the best way to avoid overreliance on receivables is to establish a clear invoicing system and follow-up procedures. This means you should issue invoices promptly upon completion and closely track aging receivables.
You should also offer electronic payment options to make it easier for clients to pay. It’s also a good idea to consider requesting deposits or milestone-based payments. This is especially helpful when you work on projects that entail a lot of work or higher-value contracts.
Mistake #2: Confusing Profitability With Cash Flow
Your business can still appear profitable even when you face cash-flow shortages. During growth periods, it’s especially common for Canadian entrepreneurs to forget that profitability isn’t the same as cash flow.
For example, your profit reflects revenue minus expenses, but when money is tied up in equipment, uncollected invoices, or inventory, your cash flow liquidity can become strained. That’s why cash flow management in Canada is essential, even during periods of growth.
How To Avoid It
To avoid confusing your profitability with cash flow, you need to monitor not only your profit and loss reports but also cash flow statements. This should allow you to track when cash physically enters and exits your business. With this knowledge, you can learn to adjust working capital strategies, inventory levels, and payment terms during strong sales periods if cash remains tight.
Mistake #3: Ignoring Seasonality
Many entrepreneurs in Canada experience seasonal swings, especially those operating within the retail, tourism, landscaping, construction, and recreation industries. Unfortunately, it’s common for entrepreneurs to assume that every month will perform equally. This creates a huge problem. If you assume all months will yield the same level of revenue, slower periods can strain your personal finances and operations.
How To Avoid It
Since seasonal business can be so unpredictable, the best way to manage cash flow in Canada as an entrepreneur is to build financial forecasts. These forecasts should also account for seasonal highs and lows. Lenders can use these (among other financial indicators) to assess affordability if you need working capital. In addition, you can set aside surplus funds in good months to help cover slower months. This will offer additional support when you need it.
Mistake #4: Allowing Expenses To Quietly Increase
One of the biggest finance mistakes individuals make is allowing expenses to quietly increase. Often, you’ll not even notice small expenses increasing if they happen in small increments over time. For many businesses, these expenses usually include utilities, software subscriptions, supplier pricing, merchant fees, and delivery costs. Eventually, these costs will reduce your business’s working capital and profitability.
How To Avoid It
Typically, the best way to prevent expenses from unexpectedly increasing over time is to review them regularly. With monitoring, you can identify subscriptions you no longer need and ensure prices reflect actual operating costs.
You can also negotiate supplier pricing when possible. It might not seem like it, but even small to modest adjustments will help make a difference when compounded over the year.
Mistake #5: Mixing Personal And Business Finances
Unfortunately, blending your business and personal spending can create confusion in tax reporting, bookkeeping, and cash flow analysis. When you do this, you also make it more difficult for lenders and advisors to assess your business’s actual financial position.
How To Avoid It
To avoid mixing personal and business finances and encourage better cash flow management in Canada, it’s best to maintain separate bank accounts and records for business activity. If you do this, you can improve reporting accuracy and build lender confidence. Doing this should also help you understand how your business is actually performing.
Best Practices for Better Cash Flow Management In Canada
Before you can explore tools or financing options for better cash flow management in Canada, you need to know about a few best practices.
Below are a few best practices to consider to support healthier working capital and help you plan ahead. With this information alongside knowing the mistakes to avoid and how to do so, you’ll be a step ahead of your competition in managing cash flow:
Routinely Review Your Financials
In the entrepreneurship space, time is money. But you need to regularly check your balance sheets, income statements, and cash flow reports. Doing this will help you spot trends with your cash flow early, whether positive or concerning, and be able to act accordingly.
Match Finances To Purpose
Your business cash flow stays steadier when you align your finances with your spending. This means you should match short-term loans to costs that turn over quickly, such as bridging payroll during slower months or inventory purchases. Or making larger long-term investments with long-term financing, such as for new equipment or an expansion.
When you do this, you make cash flow more predictable by aligning the purchase’s benefit period with the loan’s repayment period.
Keep Your Records Clean and Organized
If you want to make it easier for Canadian entrepreneurs to manage their cash flow effectively over time, you need to keep clear records. This means you need to ensure you’re accurately keeping records. It builds trust with lenders, advisors, and suppliers. It also helps you ensure that your financial reviews and tax filings are easy and stress-free. It’s a win-win situation.
Tools and Resources
Since cash flow management in Canada can be challenging, you might want to learn more about a few tools and resources to consider.
After doing our homework at Bizfund, we believe the following tools and resources could be beneficial on your journey to managing your cash flow better:
- Business Development Bank of Canada (BDC): You can find extensive resources, including articles, free guides, and templates on managing cash flow, on the BDC website. Many entrepreneurs find them highly helpful, regardless of where they are in their financial journey.
- Financial Management Software: If you use dedicated financial management software, you can track expenses, automate processes, and get a look at real-life insights on your financial health. All of this helps with cash flow management. One of the best platforms to try is QuickBooks, which offers comprehensive accounting features for cash flow forecasting.
- CPAs and Financial Advisors: When you work with trustworthy CPAs and financial advisors, you receive expert guidance on proper expense tracking, financial planning, and strategy development to maintain cash flow.
In addition to the above, you can also find cash flow management advice at financial institutions, including major Canadian banks like TD Canada.
The Key Takeaways
Cash flow management in Canada for entrepreneurs doesn’t have to be a daunting topic. We hope the knowledge we shared today helps you avoid cash flow mistakes.
We also hope that the advice we shared surrounding best practices, tools, and resources you can use helps your company. However, if you want a working capital solution to kickstart your cash flow management efforts, you can consider a merchant cash advance.
At Bizfund, we offer merchant cash advances to entrepreneurs seeking financial assistance to grow or stabilize their companies. You can contact us here to learn more.
