How I Built My Business Cash Flow System From Scratch
Struggling to understand your business finances? In this post, I walk you through how I built a simple, practical cash flow system from zero — no fancy software or finance degree required. Learn the exact steps I took to track income, forecast expenses, and finally feel confident with my numbers. Whether you’re just starting or finally ready to stop winging it, this is your roadmap to financial clarity. 💡 Includes real tools, mindset shifts, and a free starter kit to help you build your own system today.
5/27/20253 min read


When I first started my business, I didn’t think much about cash flow. I thought making money was enough. But I quickly learned:
Cash flow isn’t just about how much you earn — it’s about how well you manage what’s coming in, what’s going out, and when.
And if you don’t build a system to track it early on, it will catch up to you.
In this post, I’m walking you through exactly how I went from winging it every month to having a crystal-clear cash flow system that now runs smoothly (even when I take a week off). If you’re just starting or if your numbers feel messy — this is for you.
The Early Days: Cash Chaos (and Denial)
Back when I started, I tracked everything… in my head.
I didn’t know exactly how much money I needed each month to break even.
I couldn’t tell you which months were profitable and which weren’t.
I was mixing personal and business spending.
And worst of all:
I felt too embarrassed to admit I didn’t have a handle on my numbers — and I’m an accountant. 🙃
What I realized?
Knowing your numbers isn’t a luxury — it’s survival.
🔧 Step 1: Understanding What I Actually Needed to Track
The first time I sat down to “build a cash flow system,” I asked myself:
What do I need to know every single month — no matter what?
Here’s what I wrote on a sticky note:
How much money came in (revenue)
How much money went out (expenses)
What’s left (profit or loss)
What’s coming up next month (forecast)
I didn’t need 14 dashboards or a fancy app. I just needed clarity.
📊 Step 2: I Created a Simple Tracker (and Actually Used It)
I opened Google Sheets and built my first cash flow spreadsheet.
Here’s what I included:
Date
Source of income (client, product, etc.)
Amount received
Expenses by category
Cash available at end of month
I color-coded everything. I updated it every Friday.
This changed everything. I stopped being surprised by slow months or unexpected bills — because I could see them coming.
If you're still relying on your memory or your bank balance to tell you how you're doing — it’s time to level up.
🧠 Step 3: I Started Forecasting Like a CEO
Once I had control over the past and present, I asked myself:
What if I could predict next month? Or next quarter?
That’s when I added a “Future View” tab.
I plugged in expected income
Listed upcoming expenses
Set reminders for tax payments and renewals
Suddenly, I was making decisions with confidence — not fear.
I could say YES to a marketing investment or a new hire because I knew exactly how it would affect my cash.
🛠 Step 4: I Automated What I Could
I didn’t want to be a full-time spreadsheet updater. So I:
Linked Stripe + PayPal to an expense tracker
Created templates for monthly reports
Set up a “Money Monday” routine to check everything in 20 minutes
Automation doesn’t have to be techy. It just has to save you from starting over every month.
This System Became the Backbone of My Business
Once I had this cash flow system in place:
I stopped panicking every time a client paid late
I built an emergency fund from actual data
I priced my services based on real numbers — not vibes
I finally felt like I was running my business… not just reacting to it
That system is the exact foundation I share inside my book:
🎯 Financial Systems for Small Business: A Practical System for Organizing Your Finances and Growing with Confidence
If this post resonated with you, you’ll love the full breakdown, templates, and examples inside the book.
📩 Want to Start Today?
👉 Download my free Finance Clarity Starter Kit — includes a basic cash flow tracker and checklist to get you started.
Then grab the book to take it even further:
📘 Get the book on Amazon
Tell Me:
Do you currently track your cash flow? If not — what’s stopping you?
Drop it in the comments or DM me. I’d love to hear where you’re at.