Track your expenses as you go and save 11 hours of admin per week
QuickBooks Online $1 /monthfor 3 months
Start fresh this new year
with QuickBooks Online
$1 /monthfor 3 months
Sale ends soon. Don't miss out, sign up today
$1 /monthfor 3 months
Start fresh this new year
with QuickBooks Online
$1 /monthfor 3 months
$1/month
for 3 months
$1/month
for 6 months
When purchased in bundles of 5
50 %off for 3 months
50 %off for 12 months
  • Invoices
  • Expenses
  • Reports
What is cash flow forecast and how to create a cash flow forecast
Cash flow

Cash flow forecast: What is it and how to create one

Positive cash flow is essential to a thriving business. Having more money coming in than going out might sound like a no-brainer, but plenty of businesses run into cash flow problems that can make paying the bills a challenge.


That said, staying on top of cash flow is something any business owner can do.


This guide covers everything you need to know about cash flow forecasts and how to create one.

Why is cash flow important?


Before we get into the details of cash flow forecasting, let’s look at why cash flow is important in the first place.


Simply put, cash flow tells you whether you have enough money in the bank to pay the bills. It also helps you see if you can afford to grow your business.


Your business might be earning revenue but if you’re overspending or your overheads are too high, you can quickly run into negative cash flow (and a negative profit margin). 


Even if you are profitable, if there’s not enough money coming into the bank at any time during the year, you can struggle to keep up with ongoing business expenses such as rent, wages, and stock.


That’s why it’s vital to keep an eye on revenue, profitability, and cash flow. Together, they give you a good picture of how your finances are tracking.

What is a cash flow forecast?


A cash flow forecast is an estimate of your future sales and expenses. It shows you how much money will come in and go out of your business over a particular period. 


Generally speaking, a cash flow forecast includes all your expected income and expenses over the next year, although it can also cover a shorter period such as a week, month or quarter.

What does a cash flow forecast tell you?


Cash flow forecasting tells you if and when you’re going to run out of money. From there, you can plan to chase up unpaid invoices, cut expenses, find new revenue streams or generate more sales to boost your cash flow.


On the other hand, if you have a predicted cash surplus, you can consider investing in new products or markets, or hiring staff. 


A cash flow forecast can help you figure out whether you:


  • Are at risk of running out of money
  • Need to make adjustments to your pricing or sales strategies
  • Can afford to sell a new product or service
  • Can hire a new staff member (or need to reduce headcount)
  • Can invest in a larger office or warehousing space
  • Can afford to upgrade equipment, machinery or other assets
  • Can expand into new markets

Should consider borrowing some money

Cash flow forecasting methods


The two main cash flow forecasting methods are ‘direct’ and ‘indirect’. 


Direct cash flow forecasting uses cash data such as receipts, invoices, and taxes paid to calculate cash flow over a certain period. 


Indirect cash flow forecasting uses information from projected balance sheets and income statements to predict cash flow.


As a general rule of thumb, direct cash flow forecasting is more accurate because it’s based on actual cash data rather than predicted sales. However, indirect cash flow forecasting can be useful for getting an idea of your longer-term cash.

Direct vs indirect cash flow forecasting

  Direct forecasting Indirect forecasting
Timeframe Short term (<90 days) Long term (>90 days)
What it can tell you Cash available to pay for ongoing expenses Cash available to invest in long-term growth and major capital assets
How it's created Analysis of receipts and invoices Analysis of projected balance sheets and income statements

How to create a cash flow forecast


Creating a cash flow forecast is crucial for managing your business's finances effectively. It helps you anticipate the inflows and outflows of cash, allowing you to make informed decisions about your company's financial health.


You can also follow the steps below to create your own cash flow forecast.

1. Decide on your forecasting period


A cash flow forecast can cover anywhere from a week to a year. Choose a reporting timeframe based on what you can accurately predict and what you’re looking to find out.


For example, if you’re a newer business and want to know if you’ll have enough cash to pay the bills in the coming weeks, you might create a forecast for a month or 90 days.


If you’re a well-established business with a solid sales pipeline, you might forecast for the year ahead to figure out if you can afford to expand into a new market or upgrade equipment.


Generally speaking, the more data you have available, the more accurately you can forecast your cash flow.


That said, don’t worry if you don’t have much data to work with. Your cash flow forecast can and should be updated over time as your sales and expenses change.

2. Add up your income


List all the cash you’ve got coming into your bank account during the forecasting period, including:


  • Sales
  • Tax refunds
  • Interest earned
  • Investments from shareholders or owners
  • Grants
  • Any miscellaneous cash payments
  • Add up each of these items to get your total income

3. Add up your expenses


List everything you’ll need to pay for during the forecasting period, including:


  • Rent
  • Wages
  • Stock/materials
  • Assets
  • Loans, fees and charges
  • Marketing and advertising
  • Tax


Add up each of these items to get your total expenses.

4. Calculate your cash flow


For each week or month, subtract your total expenses from your total income. This will give you either a positive figure (meaning you’ll have more money coming in than you’ll be spending) or a negative figure (meaning you’ll be spending more than you’ll have coming in).


It’s a good idea to keep a running total, so you have an accurate cash flow forecast over time.

Cash flow forecast example


Here’s an example of what a simple 90-day cash flow forecast might look like: 

JANUARY FEBRUARY MARCH
Beginning cash on hand R50,000 R42,500 R43,500
Add: Cash receipts
Cash sales R5,000 R7,000 R3,000
Tax refunds - R1,000 -
Interest earned - - R200
Investments - - -
Grants R2,000
Total cash receipts R7,000 R8,000 R3,200
Less: Cash payments
Rent R2,000 R2,000 R2,000
Wages R10,000 R10,000 R10,000
Inventory R2,000 R1,000 -
Loans & fees R500 R500 R500
Marketing and advertising - R1,000 -
Tax - - -
Capital assets - - R8,000
Total cash payments R14,500 R14,500 R20,500
NET CASH CHANGE (R7,500) (R6,500) (R17,300)
CASH POSITION (end of month) R42,500 R43,500 R32,700

Effortlessly manage your cash flow in QuickBooks


With QuickBooks Online, you can generate an overview of your cash flow in just a few clicks. Find out more here.

Related Articles