5 Steps to Better Business Finances

By Michael Weiss

Running a successful business requires more than just a great idea and hard work; it demands a thorough understanding of your financials. Proper management of business finances is crucial for long-term success and growth. Whether you’re a seasoned entrepreneur or just starting, following these five steps can help you navigate the financial aspects of your business with confidence and efficiency.

  1. Organize Financial Records: Start by organizing all your financial records, including income, expenses, invoices, receipts, and bank statements. While many startups begin with Microsoft Excel or Google Sheets, investing in accounting software like QuickBooks or Xero can streamline the process and keep everything organized. Regularly update your records to maintain accuracy and ensure compliance with tax regulations.
  2. Create a Budget: Develop a detailed budget that outlines your expected income and expenses for a specific period, typically monthly or annually. Include both costs you have to pay (fixed), as well as more discretionary or demand-based expenses (variable). The budget will serve as a financial roadmap, helping you control spending, set financial goals, and allocate resources efficiently.
  3. Monitor Cash Flow: Keep a close eye on your cash flow, which is the movement of money in and out of your business. Regularly review cash flow statements to understand how money is coming in and going out. A positive cash flow is essential for covering day-to-day operations, paying bills, and reinvesting in your business.
  4. Control Costs: Analyze your expenses regularly to identify areas where costs can be reduced or optimized. Look for opportunities to negotiate better deals with suppliers, consider outsourcing non-core functions, and find ways to increase efficiency. Cost control measures can lead to improved profitability and financial stability.
  5. Implement Financial Analysis: Regularly conduct financial analysis to assess the health and performance of your business. Key financial metrics such as gross profit margin, net profit margin, and return on investment (ROI) can provide valuable insights. Use these metrics to identify trends, strengths, weaknesses, and opportunities for improvement.

No excuses: The two most common reasons for why entrepreneurs neglect to take control of their company’s finances are: (1) lack of time and/or (2) lack of interest/understanding of financial management principles and tools. With regard to the latter, the UCF Business Incubation Program, SCORE, the Small Business Development Center, and other entrepreneurial support organizations provide financial management training either in the form of group workshops or one-on-one counseling. While you don’t have to enjoy managing finances, you won’t regret learning how to be a more profitable business. As far as lack of time is concerned; if you’re losing sleep over money, take that time to get started. Otherwise, view your time on this as an investment in your business and carve out time on your schedule.

The University of Central Florida Business Incubation Program is a community resource that provides early-stage companies with the tools, training, and infrastructure to become financially stable, high growth/impact enterprises. Since 1999, this award-winning program has provided vital business development resources resulting in over 300 local startup companies reaching their potential faster and graduating into the community where they continue to grow and positively impact the local economy.

With eight facilities throughout the region, the UCF Business Incubation Program is an economic development partnership between the University of Central Florida, the Corridor, Orange, Osceola, Seminole, and Volusia Counties, and the cities of Kissimmee, Orlando, and Winter Springs. For the 2017/2018 fiscal years, the activities of these participating firms have helped to sustain more than 6,725 local jobs and have had a cumulative impact of over $725 million on regional GDP and over $1.3 billion on regional sales. During the same period, the program has returned more than $12.00 in state and local taxes for every $1.00 invested in the program. In addition, for every $1.00 of public investment, the firms also produced $118 of additional regional GDP and $226 of regional sales. For more information, visit  www.incubator.ucf.edu.