The business was growing. Sales were coming in, customers were placing orders, and the monthly financial reports showed a profit. Yet when the owner checked the bank account, the balance was lower than expected.
Payroll was coming up. A supplier needed to be paid. Rent and other operating expenses were due. The business looked successful on paper, but there wasn't as much cash available as the owner had anticipated.
What was going on?
Profit Doesn't Always Mean Cash in the Bank
The owner had been focusing on sales and profit, assuming that a profitable month would naturally mean more money in the bank. But profit and cash flow tell different stories.
Profit measures the difference between revenue and expenses under the accounting method being used. Cash flow tracks the actual movement of money into and out of the business.
Several things can cause the two to look different.
1. Customer Payments Haven't Arrived Yet
A business may record revenue before collecting payment from its customers. If customers owe money on outstanding invoices, the business can show a profit without having received all the cash associated with those sales. Meanwhile, the business still has bills to pay.
2. Money Is Tied Up in Inventory
For a business that sells products, cash may have been spent purchasing inventory before those products are sold. Even when sales are strong, replenishing inventory can require substantial cash. Growth can put additional pressure on cash if the business needs to purchase more products to support increasing sales.
3. Loan Payments and Other Cash Outflows Add Pressure
Loan principal payments reduce cash but generally aren't recorded as expenses on the income statement. Similarly, equipment purchases may use significant cash even though the full purchase price may not be recorded as an expense immediately. These transactions can affect the bank balance without having the same immediate effect on reported profit.
What the Business Owner Needed to Understand
The owner didn't necessarily have a profitability problem. The business needed a clearer picture of where its cash was going and when money was expected to come in. That meant looking beyond the profit-and-loss report.
The owner needed to review outstanding customer invoices, upcoming bills, inventory purchases, loan payments, and other significant cash commitments. Comparing financial information over time could also help identify patterns and anticipate tighter periods.
With accurate, up-to-date bookkeeping, these details become easier to review. The owner can make decisions based on a more complete picture instead of relying on the bank balance or monthly profit alone.
Don't Wait Until the Bills Are Due
A profitable business still needs enough cash available to meet its obligations.
Regularly reviewing financial reports, monitoring receivables and upcoming expenses, and understanding the timing of cash inflows and outflows can help business owners spot potential cash shortages earlier.
Profit tells you whether the business is earning money. Cash flow helps you understand whether the money is available when you need it.
Both matter when you're running a business.
At The Bookkeeping Advisory Team LLC, we help small-business owners keep their financial records organized and their numbers up to date, so they can better understand their business and make informed decisions.
Want greater visibility into your business finances? Text us or use the Contact Us form on our website to learn how professional bookkeeping can help.