Making cash flow child s play

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1 Making cash flow child s play Your easy-peasy guide Beautiful accounting software 1

2 Foreword The small business economy is flourishing, and it s more important than ever that the 5.4 million small businesses in the UK* are set up to succeed. Often, success relies on experience, so it s encouraging to see an increasing number of young children showing entrepreneurial spirit. Whether completing chores to earn a little cash or selling sweets at school, they re learning a lesson in financial management. I m excited to learn from the research that almost one third of kids would like to own their own business when they grow up, eyeing up all sorts of careers from being a blogger to an app developer. And as a mother of four, I think it s essential that we teach children about the importance of good budgeting and the basic principles of sound money management from an early age to set them up for the future. The fundamentals that are laid out in this guide are beautifully simple, but are integral in keeping the foundation of your business rock solid. So whether you are a business-savvy 12-year-old making a quick buck on the playground or a hardened business owner with years of experience behind you, remembering these fundamentals can help you keep control of the backbone of your business your cash flow. Sarah Willingham, British entrepreneur, Dragon s Den investor, and personal finance expert *Source: 2

3 Introduction: Making cash flow child s play for the entrepreneurs of tomorrow Cash flow can be a tricky business for small business owners financial issues are to blame for 65% of business breakdowns in the first five years. But starting good habits early can make all the difference. We discovered that children start building relationships with money aged just seven, and earn a huge 570 on average per year. The entrepreneurial spirit is certainly strong: three-quarters (74%) of parents say their kids have an interest in making money through chores or activities outside the home. Almost half (49%) even take it a step further by having a side business to earn extra cash! But while our nation s future entrepreneurs are feeling flush, budgeting is not always top of their agenda. Almost half of all parents (49%) admit their children understand the idea of saving money but rarely do it, and a quarter of parents (26%) admit their child spends their money as soon as they get it. So, there s still a lot to learn. And not just for our future entrepreneurs cash flow is vital to small business success for business owners today too. Xero is set on making it child s play, and to make it easy peasy for business owners, this guide explores the five key cash flow fundamentals. 3

4 Rule 1: Invoice promptly It s really important to get paid on time but, for that to happen, you need to invoice promptly too. You need cash to keep your business running and poor cash flow can harm your progress even if you re not owed a small fortune. Here are a few tips to help: Send your invoices How many companies fail to take account of this simple step? The answer is surprisingly high. 45% of companies invoice within hours of completing a job, while 30% invoice within days. 22%, though, invoice within a month. It s bad enough when clients are slow paying you can make sure the delays don t start on your side! Always ask for your pocket money as soon as you ve done your chores. Make sure it s in the right format PDFs are accepted by most people. Send an invoice in a Word document and there s a good chance it will be returned to you. That s because Word can be edited and altered, so the accounts department may be reluctant to process it. Sending your invoice in is the most important part of the process. 17% of small business owners said cash flow was their most significant issue; invoice late and you give the laggards their first excuse. of companies invoice within hours of completing a job Send invoices to the right person So often, the person who pays the invoice isn t the person who commissioned the work. Always ask for the relevant person to invoice the accounts person will be grateful and so will your bank balance. Include the details you need If you need a purchase order number, make sure it s there and prominent. Remember, if you re engaged by someone relatively junior, they may not know you need a PO number, so ask the accounts department if you can. Your company number, registered address and VAT number all need to be displayed. 4

5 Rule 2: Build a relationship To the people in the accounts department you re probably little more than a number. And nobody minds upsetting a number. So what if you were seen as a person? Tantrums aren t the best way to get what you want so make friends with your customers. of small business owners don t always try to establish a rapport with the person who actually pays them Here are a few pointers: Find out the name of the person handling your account. Be friendly and polite at all times, even when they ve failed to pay an invoice on time. Go straight into listening mode when you talk to them they may have a very good reason for not being able to pay just yet; if you ve made an error on the invoice it s better if they tell you when you haven t just been shouting at them! No professional accounts executive would prioritise paying invoices from people they ve got a relationship and had pleasant dealings with not officially anyway. But in the real world, if they re pressed for time or money and know who you are, who do you think gets paid first? In spite of this, a third of small business owners (33%) don t always try to establish a rapport with the person who actually pays them: 19% try most of the time, 8% try sometimes, and 6% don t bother. You can imagine who s at the back of the queue when there s a problem. 5

6 Rule 3: Keep accurate records Most small business owners are probably better at keeping statutory records than they suggest. Everyone moans about doing the VAT (unless they ve wised up and automated it) and submitting tax returns but, unless they re trying to go out of business, most businesses keep the relevant records. It s easy to end up losing money on a sale if your margins are slim and you don t keep tabs on costs. To stay compliant, you should keep perfect records; but having a clean and solvent business is an even better incentive! Remember, it s easy to forget, so take notes. So when it s time to invoice, you might assume they have a comprehensive list of materials and services to hand. Well, according to our research, 27% of small business owners admit not always keeping track of the time and materials spent on a client s assignment. And that makes it much more likely they ll forget about a costly expense when the time to invoice arrives. of small business owners don t keep track of time and materials Here are some trouble spots to look out for: Do your staff understand the importance of billable time? Drill into them the importance of billable hours. You might emphasise that their salaries are directly related to the income they generate. Don t charge for materials? You may still be incurring chargeable costs like mileage and other expenses. It all adds up. Not totaling costs until invoice time? That could hurt. If you haven t watched agreed costs as you go, you might have drifted over budget and not be able to recover them. Even if you can, it doesn t go down well. Keeping the right records in real time should help you deal with cost overruns. Do your clients ask for extras as the assignment continues and not expect to pay? This is all too common and you need to watch any associated costs as well. 6

7 Rule 4: Define your payment terms You put 30 days on every invoice so your clients have to stick to that, right? Well no, not really. If your client s default terms are 60 days or even 90 (and some large businesses still stick rigorously to these), it s easy for them to insist that those are their standard terms unless you ve agreed otherwise. A promise is a promise. So make sure you agree and pinky promise it. It s important to get it right because otherwise you can end up spending a lot of time chasing late payments. In 2016 our research showed that small business owners based in London spent on average one-and-a-half days a month chasing late payments, and payments turn up on average two weeks late. Cash flow aside, wouldn t you like those days a month back? on average, small business owners spent So the first thing to do is to state your terms clearly. If you re on the phone with a client and want them to pay you in 14 days, tell them your terms are 14 days and follow up confirming this by . Copy the accounts department in so that they know the deal as well you don t want to get caught between two departments or people who have a different idea of what s been agreed. Here s a checklist: days per month chasing late payments Find out what the client s standard payment terms are. Double check. If they say 30 days that may mean end of the next full month after your invoice is in the system, so an invoice sent on 14 January will be paid on 28 February. To some accounts departments, that s 30 days! If your terms and the client s terms don t match, negotiate. Confirm any variation in writing and make sure the accounts department is aware of it. When you invoice, remind the accounts department of any variation in your terms. If you re a subcontractor you may have to wait until the end client has paid their bill. This isn t ideal and should be made clear to you in advance. 7

8 Rule 5: Offer easy payment methods A client asks you how they pay your invoice by corporate credit card. Do you say, I can t take credit card payments and realise that you re making it harder for them to pay you? (Actually, anyone can accept credit cards through PayPal.) According to our research, the most common payment methods from small businesses are: 20% cash in hand, 10% by cheque, 10% using online payment services like izettle, PayPal, or Stripe. You ll love these payment services because, most of the time, it s invisible to the payer really they re using a credit card. A smart online accounting system will: prompt you to set up an invoice template with all the information you need set up links with online payment processing systems like PayPal, which will also record the transaction and costs in the right place when the client pays calculate the VAT and other statutory costs when you fill in the details of your invoice Chocolate, money or treats. I don t mind as long I get paid on time. If you can t take payment by some methods, say so at the start. You can make your invoice payment-friendly by including as many details as possible sort code, account code, SWIFT, IBAN and perhaps even a pay now button like PayPal, so they can click straight through and pay with a card. SWIFT and IBAN are important if you re dealing with overseas clients. If that s the case, don t forget to include details of the currencies you re able to accept. (Your bank will accept payment in just about any national currency but there may be charges and a fluctuating interest rate, so make sure you reflect that in your fees). 8

9 Lessons from the kids Following these five rules will help put you on the path to success, whether you re eight or forty-eight. As your business grows, it s easy for the nuts and bolts of finance admin to come unscrewed, so keep these simple rules front of mind to keep the cash flowing. And you re not alone. Technology can help. Xero lets you turn quotes into invoices and send them to customers using your mobile. Late payers? Automate invoice reminders so clients know when a deadline looms. Hate running numbers? Let Xero do the maths for you. And when it comes to payments, Xero integrates with services like PayPal, so paying online only takes a single click. And, because it s Xero, using it is so simple it s child s play. For more tips, tricks and tools designed specifically to help your small business thrive, check out Xero s small business guides. * Survey of 2,000 parents and their children aged 6-16, conducted by OnePoll between 5 May 2017 and 20 July 2017.

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