Posted on
February 12, 2012 by Leo Sun
For a new
company, the annual budget is among the first things you should set up – that
is, if you expect your company to last for at least a year. There are two main
components – cash flow and expenses.
Cash flow is
not the same as profits. Profits are simply sales minus expenses at various
reporting periods. The cash from profits sometimes has to be used right away to
stock an inventory in advance. Cash flow refers to cash on hand that is readily
available to pay the bills every month. A positive cash flow is extremely
important for a startup business. While businesses can operate at a loss
(revenue less expenses) for awhile, they can’t operate for more than a month or
two with a negative cash flow. With a negative cash flow, your utilities will
be cut and the repo man will come knocking on your door. If you see your cash
flow about to go negative, rush to the bank to negotiate a line of credit or
take out a loan, or better yet, do so before you foresee an issue.
Once you have
positive cash flow, calculate your monthly income and deduct your regular
expenses. This can be done with a variety of software, such as Excel or Money.
Common monthly
expenses include rent, insurance, payroll, utilities, inventory purchases and
office supplies. These can be inputted as recurring monthly payments. Less
predictable expenses can include repairs, maintenance, company vehicles,
travel, sales, marketing and outside services. Instead of entering these as
recurring charges, set aside a monthly budget for each. If the monthly budget
is not used up, then it is saved into your cash flow.
If you deduct
the expenses from your cash flow and the number is positive, then your budget
has been balanced.
But how can we
optimize the budget? For starters, check it monthly and review it at meetings.
Point out unusual discrepancies from month to month to help you identify
wasteful expenditures. For example, many offices have now gone paperless, after
realizing the cost of regular A4 paper had been weighing down on their bottom
line. It’s sometimes just that simple.
Studying the
budget monthly can also help you catch dishonest employees who have been
stealing from the company. This is particular noticeable in the restaurant
industry, where theft of food products is increasingly common.
Other solutions
aren’t as obvious at first. You can outsource employees or entire departments –
such as accounting, human resources or administration, to save utility and
supply costs. Allow employees to telecommute on certain days to cut down on
electric bills.
After examining
your budget with a fine-tooth comb, you can concentrate on increasing your
product margins. Once your company is past the awkward early years of low cash
flow, you will be ready to optimize your supply line with distributors, so they
can move larger amounts of inventory at a lower cost. All of these will help
make your annual budget cleaner and more cost-effective. Revise your budget
regularly, but not too often. Once every three months should be more than
enough. You can overhaul the entire budget annually.
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