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How to Properly Manage Your Business Cash Flow

July 3, 2025 by Admin

Cash flow is the lifeblood of any business. Regardless of how innovative your product is or how many sales you generate, if there’s not enough cash available to cover day-to-day expenses, your business could quickly find itself in trouble. Managing cash flow effectively ensures your company remains financially healthy and resilient during economic ups and downs. Here’s a comprehensive guide to help you properly manage your business cash flow.

1. Understand What Cash Flow Really Means
Cash flow refers to the movement of money in and out of your business. There are two types:

Positive Cash Flow: More money is coming in than going out.
Negative Cash Flow: More money is leaving than coming in.

While short-term negative cash flow may not be fatal, persistent issues can lead to insolvency. Understanding the timing and sources of cash inflows and outflows is critical.

2. Forecast Your Cash Flow
Creating a cash flow forecast helps anticipate future cash shortages and surpluses. This should be a rolling forecast, updated monthly (or even weekly) to reflect changes in the business environment.

Key components of a forecast include:

Projected income (sales, loans, investments)
Fixed and variable expenses (rent, utilities, payroll, inventory)
One-off expenses (equipment, marketing campaigns)

By forecasting ahead, you can spot potential issues and plan how to deal with them before they become serious problems.

3. Accelerate Receivables
Waiting too long to collect money can starve your business of needed cash. Implement strategies to speed up receivables:

Send invoices promptly
Offer early payment discounts
Use digital invoicing systems
Follow up on overdue payments quickly
Consider invoice factoring if needed

4. Manage Payables Wisely
While it’s tempting to pay every bill as soon as it arrives, good cash flow management means holding onto cash as long as it makes sense:

Take full advantage of supplier payment terms
Negotiate better terms when possible
Avoid late fees, which can damage supplier relationships

Be strategic: prioritize payments that affect operations (payroll, rent, key suppliers) and delay less critical expenses if needed.

5. Control Inventory Levels
Excess inventory ties up cash that could be used elsewhere. Use inventory management systems to track usage trends and optimize purchasing:

Implement just-in-time (JIT) inventory where feasible
Identify slow-moving stock and find ways to liquidate it
Work with suppliers on flexible ordering

6. Build a Cash Reserve
Having an emergency cash cushion can prevent panic during slow periods. Set aside a percentage of profits each month until you have 3–6 months of operating expenses saved.

7. Monitor and Analyze Cash Flow Regularly
Use accounting software or dashboards to monitor your cash flow in real time. Regularly analyze key metrics like:

Operating cash flow
Days sales outstanding (DSO)
Days payable outstanding (DPO)
Cash conversion cycle (CCC)

Reviewing this data will help you spot patterns and make better financial decisions.

8. Cut Unnecessary Costs
Lean operations often translate into stronger cash flow. Audit your expenses regularly:

Cancel unused subscriptions
Outsource non-core functions
Switch to cost-effective suppliers
Automate routine tasks to reduce labor costs

9. Secure Financing Before You Need It
If you foresee a future cash gap, explore financing options early while your financials are strong:

Business lines of credit
Short-term loans
Equity investment

Having financing in place can provide a buffer during lean periods without panic borrowing.

10. Educate Your Team
Cash flow isn’t just the finance department’s concern. Train department heads and team leaders on budgeting, purchasing, and financial responsibility. A company-wide culture of financial awareness leads to smarter spending decisions across the board.

Final Thoughts
Properly managing your business’s cash flow isn’t just about survival—it’s about building a strong foundation for sustainable growth. With proactive forecasting, tight control over receivables and payables, strategic spending, and continuous monitoring, your business will be better prepared to weather financial challenges and seize new opportunities.

Remember: Revenue is vanity, profit is sanity, but cash is king. Treat it that way.

What Is a 1031 Like-Kind Exchange?

June 13, 2025 by Admin

A 1031 like-kind exchange, named after Section 1031 of the Internal Revenue Code, allows investors to defer capital gains taxes when exchanging one investment property for another of like kind. This tax-deferral strategy is widely used by real estate investors to grow their portfolios and optimize their tax liabilities.

How Does a 1031 Exchange Work?

A 1031 exchange enables property owners to sell a qualified investment or business property and reinvest the proceeds into another like-kind property while deferring capital gains taxes. The process involves several key steps:

Sell a Qualified Property – The property being sold must be held for investment or business purposes.
Identify a Replacement Property – The investor must identify potential replacement properties within 45 days of the sale.
Use a Qualified Intermediary (QI) – A QI facilitates the transaction by holding the proceeds from the sale until the new property is purchased.
Complete the Exchange Within 180 Days – The acquisition of the new property must be completed within 180 days of selling the original property.

Benefits of a 1031 Exchange

Tax Deferral – Investors can defer capital gains taxes, allowing them to reinvest more capital into new properties.
Portfolio Growth – By continuously leveraging 1031 exchanges, investors can upgrade and diversify their real estate holdings.
Wealth Preservation – Since capital gains taxes are deferred, investors can preserve more of their wealth and maximize long-term returns.

Rules and Restrictions

Like-Kind Property Requirement – The exchanged properties must be similar in nature and use, though they do not need to be identical.
Strict Timeframes – The 45-day identification period and 180-day exchange period must be strictly followed.
Qualified Use – Both the relinquished and replacement properties must be held for investment or business purposes.

Conclusion

A 1031 like-kind exchange is a powerful tool for real estate investors looking to defer taxes, grow their portfolios, and preserve wealth. Understanding the requirements and working with experienced tax and legal professionals can help ensure a successful exchange and compliance with IRS regulations.

How to Improve the Value of Your Business Before You Retire

May 13, 2025 by Admin

Inspired mature grey-haired woman fashion designer thinking on new creative ideas at workplace. Smiling beautiful elegant classy middle aged older lady small business owner dreaming in atelier studio.

Retirement is a milestone many business owners dream about—but selling or transitioning your business isn’t just about handing over the keys. To ensure a profitable exit, it’s essential to increase your business’s value before you step away. Whether you’re planning to sell to a third party, transition to family, or install a management team, enhancing your business’s worth will make the process smoother and more lucrative.

Here’s a strategic roadmap to help you improve the value of your business before retirement:

1. Start With a Clear Exit Plan
The earlier you plan your exit, the better. Ideally, give yourself 3–5 years. Determine your goals: Do you want to maximize price? Maintain your legacy? Ensure job security for employees? The answers will influence the steps you take.
Action Step: Work with a financial advisor and business consultant to develop an exit strategy aligned with your personal and financial goals.

2. Get a Business Valuation
You can’t improve what you don’t measure. A formal business valuation gives you a realistic view of what your business is currently worth and what factors influence that number.
Action Step: Hire a valuation expert to identify key value drivers and areas for improvement.

3. Strengthen Financial Performance
Buyers look closely at profitability, cash flow, and financial records. Clean, organized, and transparent financials not only boost value but also inspire buyer confidence.
Action Step: Improve your profit margins, reduce debt, and eliminate unnecessary expenses. Implement sound financial reporting systems.

4. Systematize and Document Operations
A business that runs smoothly without its owner is far more attractive than one dependent on a single person. Systems create scalability and reduce perceived risk.
Action Step: Document key processes, create training manuals, and establish standard operating procedures (SOPs) across departments.

5. Build a Strong Management Team
A capable leadership team that can run the business in your absence adds significant value. It shows potential buyers that the business can thrive post-transition.
Action Step: Identify, train, and retain key personnel. Consider offering performance incentives or equity to keep them motivated and committed.

6. Diversify Your Customer Base
Over-reliance on a few clients can be a red flag. Buyers worry about what might happen if a major customer leaves.
Action Step: Expand your marketing efforts to attract new clients, and create a strategy to nurture and retain existing ones.

7. Protect Intellectual Property and Brand Assets
Your brand, trademarks, patents, customer lists, and proprietary systems are valuable assets. Protecting them can significantly increase your company’s appeal and value.
Action Step: Conduct an intellectual property audit and ensure all legal protections are in place.

8. Reduce Owner Dependency
If your name, face, or personal relationships are central to the business, it may be harder to sell. Buyers want a business, not a job.
Action Step: Gradually delegate responsibilities, and shift key relationships to other team members.

9. Address Legal and Compliance Issues
Unresolved legal issues or outdated licenses can derail a deal. Make sure your business is in full compliance.
Action Step: Review contracts, employee agreements, and regulatory filings with a legal advisor to ensure everything is current and enforceable.

10. Increase Recurring Revenue
Predictable, recurring income streams are incredibly attractive. They reduce risk and provide buyers with future cash flow certainty.
Action Step: Introduce or expand subscription models, service contracts, or maintenance agreements where possible.

Final Thought
Enhancing the value of your business before retirement isn’t just about a higher sale price—it’s about creating a legacy, protecting your life’s work, and setting up the next chapter for success. With careful planning and focused improvements, you can exit confidently and profitably, knowing you’ve set your business—and yourself—up for a bright future.

Managing Products and Services in QuickBooks Online

April 13, 2025 by Admin

Creating item and service records, tracking them, and using them in transactions

Customers may be the lifeblood of your business, but they wouldn’t exist without the products and services you sell. It doesn’t matter whether you’re a mineral specimen dealer who does one-off sales, a reseller who sells items you make or buy wholesale in large lots, or a provider of services. You must always know what you have available to offer buyers – goods, designing websites, or offering lawn care services in your community, for example.

QuickBooks Online can keep you in the know about what you have available to sell, and it can manage the forms and transactions you need to do business with your buying audience. If you were doing your accounting and customer management manually, you might be using index cards and large wall calendars and file folders stuffed with product lists and schedules. You’d spend a lot of time digging through item drawers and closets, counting your inventory by hand, and shuffling paper invoices and sales receipts and payment documentation.

Instead, what if all of that is automated, saving time, reducing errors, and increasing your chances of success? Here’s a quick look at some of the basics.

Are You Ready?

We’ve written about product and service management a lot. So you should know that to get ready to sell, you have to have made sure QuickBooks Online is set up to handle any inventory you might have. Click the gear icon in the upper right corner and then click Account and settings under Your Company. Click Sales in the toolbar and scroll down to Products and services. Make sure the first, fourth, and fifth options are turned on, as pictured below (the other two are optional). If they’re not, click the pencil icon in the upper right corner and change them. Be sure to click Save when you’re finished, then Done in the lower right corner.
Make sure your Products and services settings are correct.

Have you created your product and service records? You can do this on the fly as you’re entering transactions, but it’s much better to do it ahead of time. That way, too, you’re not as likely to skip the details, which will be important later on when you’re running reports, for example. We’ve gone over the steps before. Click New in the upper left corner, then Add product/service under Other. A vertical panel slides out from the right, and you simply select from options and enter data.

Warning: Be very precise when you’re dealing with inventory information. If you haven’t gone through this process before, it might be worth scheduling a session with us to go over this important step.

Using Your Records in Transactions

Let’s go through the process of entering a sales receipt. Click New in the upper left corner, and then Sales receipt under Customers. . Choose a Customer from the drop-down list and complete any other fields necessary in the upper section of the form. Select the Service Date in the first column by clicking the calendar, then select the Product/Service in the next column (or click + Add new). The Description should fill in automatically.

QuickBooks Online provides inventory information as you’re completing sales forms.

The QTY (quantity) defaults to 1. If you mouse over or click in that field, a small window will pop up containing numbers for Qty. on hand and Reorder point, as pictured above.

Tip: If you know that you have more in stock that is showing, you can cancel out of the transaction, find the item record in the list on the Products & services page, and click Edit at the end of the row. You’ll be able to adjust the quantity or the starting value. Be very careful with this. Please contact us if you’re not very confident about how to handle this.

Enter any additional items and/or services needed and save the transaction.

The Products and Services Page

QuickBooks Online offers numerous reports related to products and services and inventory tracking (you’ll find them under Reports | Sales and customers), but you can learn a lot from the Product and Service page (Sales | Products and Services). At the top of the screen (where you can’t miss them) are two colored circles containing the number of items that are Low Stock or Out of Stock.

This important information appears at the top of the Products and Services page.

Click on either of these, and the list below will change to only display these items. You can get a lot of information about your products and services on this page, including Sales Price and Cost, Qty On Hand, and Reorder Point. You can also create new records or import databases of records in CSV, Excel, and Google Sheet format. We can help you prepare to do this.

Your business depends on accurate, real-time information about your inventory, and QuickBooks Online can supply it. This element of the site, though, requires precision and regular upkeep. If you’re struggling with it, let us step in and help. We’re available to troubleshoot one-time problems, but we can also take a more active role in your accounting.

Managing Remote and Hybrid Workers

March 10, 2025 by Admin

Whether or not the number of people working from office buildings ever returns to pre-COVID levels, one thing appears certain: Remote and hybrid work models are here to stay. Business owners and other managers who rely on individuals who are working remotely full- or part-time are refining and elevating their management skills so that they get the best out of their employees.

While managing remote and hybrid workers bears many similarities to managing fixed-base teams, it also has some unique aspects. Here are several best practices you may want to consider and apply to your own situation, no matter your level of experience in prior management of remote workers.

Make Your Expectations Clear and Simple
Clarify the hours when employees should be available and accessible. Give employees performance goals and metrics that define success in meeting those goals. Lay out clear guidelines when it comes to after-hours work-related emails and text messages. You want employees to maintain a healthy work-life balance, one that prevents burnout, and ultimately, keeps them working at peak capacity for your business.

Communicate Regularly
Employees want to know how they are performing and whether they are on track to meet the goals you set for them. Check in regularly with them and communicate your satisfaction or your concerns about how they are doing. Regular check-ins are important; just be aware that you can overdo it, since too much oversight may be resented by employees who feel they are not trusted. It’s important to keep them in the loop about any changes in company policy when it comes to wages, benefits, job openings, promotion opportunities, and other changes that may impact them.

Depending on the demographic makeup of your remote employees, you may have to refine your communication style. Talk with your employees and solicit their opinions on what works best for them — texts, Zoom calls, or other forms of instant messaging.

Listen Attentively
Closely related to good communication skills is the ability to listen carefully and attentively to what your employees are saying. You want to give them the opportunity to express what they think about their workloads and talk about any stresses or frustrations they may be feeling. When you listen carefully to what your employees are saying, you are communicating trust and respect.

Build a Sense of Community
Some workers thrive in environments where they can interact and engage with fellow workers face-to-face. That engagement is less important to other workers. One of your goals managing a remote workforce should be to build connections to workers who feel isolated and out of the loop. Employees who feel this way typically do not perform at their highest level. By staying in touch and by organizing the occasional virtual — or in-person — get together in which you build connections and a shared sense of purpose with employees, you can create a sense of community that can have a positive impact on employees and their level of engagement.

Embrace Flexibility
A rigid approach to managing your remote employees may be limiting and not as effective as a more flexible approach. For example, once you determine that the work is being completed on time and is of a high quality, you may want to give employees some leeway as to the specific times they are working.

The work world has changed in numerous ways over the past couple of years. Your management approach has to stay ahead of these changes, especially when it comes to remote work, if your business is to continue to grow and thrive.