Construction Cash Flow: Avoid Falling for the Illusion of Profitability (Plus Tips To Boost Profits)

Construction Cash Flow: Avoid Falling for the Illusion of Profitability (Plus Tips To Boost Profits)

by | Accounting News, Industry - Construction, News, Newsletter

Managing cash flow in the construction industry can be challenging, and it’s crucial to understand the difference between income and cash flow to avoid falling for the illusion of profitability. Many construction businesses may appear profitable on paper, but they could face significant financial issues if they’re not managing cash flow effectively. In this article, we’ll discuss the common pitfalls that lead to the illusion of profitability and practical tools to boost profits.

Income vs. Cash Flow: Understanding the Difference

Income refers to the total amount of money a business earns from its activities, such as contract payments, sales of materials, or other services. Cash flow, on the other hand, is the movement of money in and out of the business – all the ways it is earned and lost. While income is a measure of profitability, cash flow is a measure of liquidity. Positive cash flow ensures that a business can meet its financial obligations, such as paying suppliers, employees, and other expenses.

Money In and Money Out

In the construction industry, the timing of money coming in and going out can create significant cash flow challenges. Payments from clients may be delayed due to project milestones or interruptions, while expenses for materials, labor, and equipment are typically paid upfront. This imbalance can strain cash flow, making it difficult to cover operating costs, even if the business is profitable on paper.

It’s also important to consider all the different means of “money-in” and “money-out”. “Money-in” can include tax credits, borrowing funds, selling equipment, acquiring investors, and earning investment income, while “money-out” can include profit distributions, paying taxes, purchasing assets, and repaying loans.

Being intimately aware of all the moving parts of your financial landscape – the cost of goods and services sold, your overhead and operating costs, loan payments, taxes, etc. – will help to keep from falling into the illusion of profitability.

The Illusion of Profitability

The illusion of profitability occurs when a construction business appears to be doing well based on its income statements but fails to account for all financial factors. This can happen if a company overlooks expenses, underestimates project costs, or fails to manage receivables effectively. For example, a business may complete a high-revenue project but if the client struggles to pay on time, this can lead to cash flow problems. This illusion can mask underlying financial issues, putting the business at risk.

Tools to Boost Profits

  1. Understand Current Business Cash Standing

Regularly reviewing your business’s cash standing is essential. This involves monitoring cash flow statements, balance sheets, and profit and loss statements. By understanding your current cash position, you can make informed decisions about spending, investments, and managing debt. Regular financial reviews help identify potential cash flow issues before they become critical problems.

  1. Create a Cash Flow Projection

A cash flow projection is a forecast of your expected cash inflows and outflows over a specific period, typically 12 months. This helps you anticipate periods of cash shortages or surpluses, allowing you to plan accordingly. Include all expected payments from clients and all anticipated expenses, such as payroll, materials, and overhead costs. Be sure to account for seasonality issues and infrequent payments like liability insurance and worker’s comp. Regularly updating your cash flow projection ensures it remains accurate and useful for decision-making.

  1. Forecast Your Cash Flow Break-Even Point

The “cash flow break-even point” is a crucial financial benchmark indicating when a business’s long-term cash inflows match its long-term cash outflows. This point marks the transition from operating at a loss to generating profits.

The best way to forecast this is to create an adjusted break-even cash flow forecast to help you determine the minimum amount of cash needed to cover your operating expenses and avoid cash flow deficits. This forecast takes into account all fixed and variable costs, helping you set realistic financial goals. Do you expect an increase or drop in sales and production volume? What about receivables and payables, payroll expense changes, and inventory or supply management issues? By understanding your break-even point, you can better manage your pricing, project selection, and expense control to ensure sustainable profitability.

  1. Manage Your Cash Strategically

Effective cash management is critical to maintaining positive cash flow. Implement strategies such as invoicing promptly, offering early payment discounts to clients, and negotiating favorable payment terms with suppliers. Additionally, closely monitor accounts receivable and follow up on overdue payments. Controlling your cash flow ensures that you have the liquidity needed to meet your obligations and invest in growth opportunities.

 

 

How Professional Services Firms Can Maximize Cash Flow

How Professional Services Firms Can Maximize Cash Flow

by | Accounting News, Industry - Professional Services, News, Professional Services

Positive cash flow is obviously critical to the growth and survival of any company. With technology ever-advancing, professional services firms are tasked with refining sales processes, improving transparency, streamlining core operations, and maintaining flexibility when forecasting strategic moves in order to thrive. Without positive cash flow, none of that is possible. Here are ways to increase cash flow for a financially healthy business.

Invoice for Completed Work as Soon as Possible

The terms in your contracts with clients should include progress payments in accordance with reasonable milestones. This offers a sense of financial protection for your clients while ensuring your firm remains cash-flow positive. If you’re working with a repeat customer on a new project, you may be able to bill for more up front. After all, you want to turn your services into cash as soon as possible. Just be sure that your receivables department aligns with your payables department. You want to be sure you are billing your customers at the same rate your vendors are billing you so that the money coming in covers or exceeds the money going out.

Use Project Accounting Software for Accurate Billing

Invoices that contain errors need to be re-issued, which is time and money lost, or at least delayed. Delayed money can disrupt your collection cycle, and you run the risk of looking unprofessional to the client. You can use project accounting software, which allows for reviewing and editing details prior to approval, to eliminate rework and catch any errors. This ensures that the customer receives an accurate invoice they can quickly approve, which translates to quicker payment for you.

Optimize Team Utilization

An underworked staff equates to lost money, so be sure every employee is valuable and needed. Also think about cross-training staff and hiring contractors who have variable-based compensation arrangements. Both of these moves will help to keep payroll costs under control. Finally, no matter how swamped you are with projects, it’s important to stay the course on your sales and marketing plan. Putting a pause on sales and marketing efforts even for a short period of time will have negative consequences for your cash flow down the road.

Aim for a Mix of Small and Large Contracts

Large contracts are a boost for your bottom line, but they don’t come without issues. Payment timelines get drawn-out, contract requirements increase, and resources are stretched. There’s no denying that large contracts can be game-changers, but smaller contracts will sustain your business, especially when you can retain repeat customers and apply standard processes.