How I Built My Business Cash Flow System From Scratch

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.