Business owners rarely go into business to deal with the
financial aspects of running a company.
And it's easy to understand why: You're most likely passionate about the
products or services you provide and want to focus your time and energy
there. So your financial responsibilities usually fall to the bottom of
your "desirable duties" list.
But it's critical to the long-term success of your business
that you understand some of the financial fundamentals of being a business
owner. You don't have to be an accountant or a financial analyst, but
it's important that you have some key skills in your business toolkit
to measure the financial aspects of your business.
And while it's okay to outsource this activity so that
someone else can do the work you don't like to do, you need to be sure
you understand the output of the financial information. You'll need it
to help make informed decisions about your business. Remember: Accounting
isn't just about taxes. There's so much more to know about the numbers,
so you'll know how your business is doing from a management perspective.
There are a number of key parts of the financial picture
that you need to be aware of, and they can be outlined based on the three
critical financial statements your business generates: profit/loss, cash
flow and balance sheet.
I meet with small business clients every day who are unsure
of their business's profitability. They "think" they're making
money because they have money in their checking account. But this is not
how you should be running your business!
Having money in your bank account doesn't mean you're
profitable. It could mean you haven't paid all your bills so you still
have a little cash on hand. But cash and profit are two different concepts.
If you aren't profitable, you won't have long-term success in your business.
So what's the difference between profit and cash? Profits are determined
through the following equation:
Income - Cost of Goods Sold = Gross Profit - Overhead
Expenses = Operating Net Profit
(1) This equation is equivalent of your profit/loss statement.
Income is what comes from generating sales within your business. The cost
of goods sold reflects the direct costs of labor and materials involved
in your business. Overhead expenses encompass all those other costs that
you incur so that your business can function, such as rent, taxes, insurance,
marketing and accounting.
You can have activities that affect your cash but aren't
considered revenues or expenses. For example, when you borrow money from
a lender, that money is not considered income. It's classified as an increase
in your liabilities (that is, your debt). When you repay that loan, it
won't be considered an expense--it's a reduction in your liability. Any
interest you might incur on that loan would be classified as interest
expense, but the principal portion is not. Similar concepts apply for
owner investments and withdrawals.
(2) Your business's cash flow statement. Often, small-business
owners don't clearly understand the concepts of cash and profit and therefore
don't have a good handle on their finances and how to interpret any outcomes
from financial reporting. For instance, did you know that you can show
a profit and still have a negative cash flow? You can, if your loan payments,
owner withdrawals and other non-expense activities are taking more cash
out of your business than you have profit.
The same is true on the opposite side of the flow: You
can have a lot of cash coming into your business through an increase in
personal or lender-financed activities and still not show a profit (because
you're not generating enough revenue). The most basic cash flow statement
can be outlined as follows:
Beginning Cash Balance + Cash Inflows - Cash Outflows
= Ending Cash Balance
It's important for you to understand the difference between
your profit/loss statement and your cash flow statement. They provide
two very different views of your business.
(3) The third financial statement you should be generating
monthly is the balance sheet. The balance sheet provides information on
your assets, liabilities and equity. Assets are what you own that is of
value, such as your bank accounts, accounts receivable, inventory, property,
manufacturing facility and equipment.
Liabilities represent your obligations to others and include
such things as accounts payable, notes payable to lenders and loans from
shareholders. The equity balance reflects the value of your ownership
in your business. When you take the value of your assets less the value
of your liabilities, the remainder is your equity.
It doesn't matter the size of your business--profitability
and ongoing financial stability are something you should be monitoring
on a regular monthly basis. And while some entrepreneurs will say their
business is too small to have to create financial statements for it, that's
just a way of not holding yourself accountable for managing your business
wisely. It'll always be someone else's fault when your business fails...or
at least that's what you'll say.
You can choose to succeed, or you can choose to fail.
It's always a choice, not a default. So make the choice to be a financially
informed business owner. Your business will thank you through its increased
profitability and longevity!
