What are Cash Budgets: Definition, Benefits, and Examples - Brixx (2024)

In business, managing finances effectively is not just about knowing your numbers but also about planning for the future. This is where cash budgets become essential tools for any organization, large or small. Let’s delve into what a cash budget is and how it operates within a business context.

What is a cash budget?

A cash budget is a detailed plan that outlines a company’s projected cash inflows and outflows over a specific period. This financial tool is used to assess whether a business has sufficient cash to operate or whether it needs additional funding. Unlike other types of budgets, a cash budget strictly focuses on actual cash transactions, ignoring non-cash items like depreciation. It’s an operational plan that ensures a company can meet its short-term obligations and avoid liquidity issues.

How a cash budget works

At its core, a cash budget works by matching anticipated cash receipts, such as payments from customers and other income sources, with expected cash payments for expenses, including supplier payments, salaries, and other operational costs. The cash budget is divided into time periods that align with a company’s need for detailed financial planning – typically monthly, quarterly, or annually.

The process involves several key steps:

1. Estimating cash receipts: This includes all the cash expected to come into the business, from sales or services rendered to interest earnings and other income.
2. Forecasting cash disbursem*nts: Here, a company must detail all the cash that is expected to go out, encompassing everything from rent, inventory purchases, operating expenses, to debt repayments.
3. Determining net cash flow: This is the difference between the total cash receipts and total cash disbursem*nts within a given period. A positive net cash flow means that a company expects to have more cash coming in than going out, while a negative net cash flow indicates the opposite.
4. Considering opening and closing balances: A cash budget also takes into account the cash available at the beginning of the period (opening balance) and the expected cash at the end of the period (closing balance). This helps businesses ensure they have enough cash on hand to cover any gaps in their cash flow.

By preparing a cash budget, businesses can anticipate cash surplus or shortages and make informed decisions about expenditure, investment, and financing needs. It’s a proactive approach to financial management that can safeguard against cash flow problems and enable businesses to capitalize on new opportunities without the risk of overextending financially.

Short-term vs. long-term cash budget

When it comes to cash budgeting, one size does not fit all. Businesses often need to differentiate their approach based on the time frame they are planning for, resulting in two primary types of cash budgets: short-term and long-term.

Short-term cash budget

A short-term cash budget typically spans a period of up to one year and is often broken down into smaller segments, such as monthly or quarterly. The focus here is on the immediate future, and the primary goal is to ensure that the business has enough cash on hand to cover upcoming expenses and identify any short-term financing needs. This type of budget is particularly useful for managing day-to-day operations and navigating seasonal business cycles.

Long-term cash budget

In contrast, a long-term cash budget projects cash flows over a period that extends beyond a year. This budget is strategic in nature, aiming to align with the company’s long-term financial goals and investment plans. It supports decision-making on larger investments, long-term financing, and business expansion. While not as detailed as a short-term budget, it provides a broader view of the company’s financial trajectory and potential liquidity needs in the future.

Both short-term and long-term budgets are critical for successful financial management. They serve different purposes but are complementary, providing a comprehensive picture of a company’s financial health and helping to ensure that cash is available when it’s needed, whether for imminent bills or future projects.

How to make a cash budget?

Creating a cash budget requires a methodical approach and an understanding of your business’s cash flow patterns. Here’s how to get started:

1. Identify the time frame: Decide whether you need a short-term or long-term budget, based on the objectives you aim to achieve.
2. Estimate cash inflows: Assess all potential sources of cash, such as sales revenue, accounts receivable collections, and any other income, like interest or dividends.
3. Forecast cash outflows: Itemize all expected expenditures, including operating expenses, capital expenditures, debt repayments, and any other payments that require cash.
4. Calculate net cash flow: Subtract the total outflows from the total inflows to determine your net cash flow for each period within the budget’s time frame.
5. Adjust for cash balance: Include your opening cash balance at the start of the period and calculate the closing cash balance at the end, ensuring you account for any surplus or deficit.
6. Analyze and adjust: Review the cash budget to identify any periods of cash shortfall or surplus. Make adjustments as needed by cutting costs, delaying expenditures, or planning for financing.
7. Monitor regularly: A cash budget is not static. Regular monitoring and updating are essential to account for any changes in the business environment or in your operations.

Following these steps will help you create a functional cash budget that can guide your financial decision-making and planning. Up next, we will see an example of a cash budget in action and delve into the benefits that a well-structured cash budget can bring to financial management.

Example of cash budget

Let’s consider a manufacturing company as an example, referred to now as ‘Company A’. Company A is planning for the first quarter of the year and creates a short-term cash budget. They anticipate $100,000 in cash sales and expect to receive $50,000 from receivables. They also plan to receive a tax refund of $10,000, leading to total expected cash inflows of $160,000.

For outflows, Company A projects $70,000 in production costs, $30,000 in payroll, $20,000 in overhead, and a $10,000 loan repayment, totaling $130,000. Subtracting the outflows from the inflows, Company A expects a positive net cash flow of $30,000 for the quarter.

If Company A starts the quarter with a cash balance of $15,000, the expected ending cash balance would be $45,000, considering the positive net flow. This simple projection allows Company A to anticipate its cash position and plan accordingly.

Benefits of a cash budget for financial management

Cash budgets bring multiple benefits to financial management:

1. Liquidity management: They ensure businesses have enough liquid assets to cover short-term expenses, helping to avoid liquidity crises.
2. Spending control: By setting cash limits, companies can prevent overspending and impulse purchases.
3. Strategic planning: Positive cash flow identified by a cash budget can be allocated to areas with the highest return on investment.
4. Creditworthiness: A cash budget can demonstrate to creditors and investors that the business is managing its cash effectively, potentially leading to better financing terms.
5. Emergency preparedness: Businesses can plan for contingencies by setting aside cash reserves, making them less vulnerable to unexpected expenses.

Overcoming cash budgeting challenges: Tips and tricks

Cash budgeting is not without its challenges, but these can be mitigated with some foresight and planning:

1. Accurate forecasting: Ensure your cash flow projections are as accurate as possible by using historical data and considering current market conditions.
2. Regular review: Update your cash budget frequently to reflect any changes in the business or economic environment.
3. Contingency planning: Always include a contingency in your budget for unexpected expenses.
4. Cutting costs: When facing a cash shortfall, review your budget for areas where you can reduce expenses.
5. Flexible financing: Establish lines of credit or other flexible financing options that can be accessed in case of a cash flow shortfall.

By anticipating challenges and planning for them, a business can use its cash budget as a dynamic tool that not only helps in planning but also in operational and strategic decision-making.

Using Brixx to build your cash budget

Creating an effective cash budget can be a complex process, but with Brixx, it becomes more straightforward and accurate. Brixx’s financial modeling software is designed to facilitate detailed cash flow forecasting and budgeting, allowing businesses to:

1. Automate calculations: Save time with automatic calculations of inflows and outflows, reducing the potential for human error.
2. Visualize cash flow: Utilize interactive charts and graphs to visualize your cash flow, making it easier to understand and communicate to stakeholders.
3. Scenario planning: Run different ‘what-if’ scenarios to see how changes in the market, sales, or expenses could impact your cash flow.
4. Integrate with accounting software: Combine real-time financial data from your accounting software with Brixx’s forecasting tools for up-to-date and accurate budgeting.
5. Collaborate with team members: Share your budget with team members or advisors within the platform, fostering collaboration and ensuring everyone is on the same page.

Using Brixx to build your cash budget means having a clearer picture of your financial future, enabling you to make more informed decisions that support your business’s growth and stability.