The #1 Tool Every Small Business Needs to Control Cash Flow
Let’s talk about the thing that can make or break your business - cash flow.
You might be making great sales. Clients might love you. But if the money coming in doesn’t match the timing of the money going out? That’s when even the best businesses can hit a wall.
Cash flow problems are one of the biggest reasons small businesses struggle, especially in the first few years. But what if managing your cash flow didn’t have to be stressful or complicated?
The secret? Using the right tool.
And we’re not talking about a spreadsheet that collects digital dust.
So, what’s the number one tool we recommend at Breakspears Bookkeeping Services, LLC for managing cash flow?
Let’s break it down.
Why Cash Flow Is the Lifeline of Your Business
Cash flow is all about timing. It’s the money flowing in from clients or customers, and the money flowing out for expenses like rent, subscriptions, software, contractors, and supplies.
You need enough cash on hand at the right time to pay bills, reinvest, and grow. Without visibility into your cash flow, you’re essentially flying blind.
💡 Even profitable businesses can go under due to poor cash flow management.
That’s why choosing the right cash flow management tool for small businesses is essential.
The #1 Tool: QuickBooks Online (QBO)
There are plenty of cash flow management tools on the market, but none combine real-time accuracy, ease of use, and scalability like QuickBooks Online.
Here’s why we consider QBO the best cash flow management tool for small businesses:
✅ 1. Real-Time Bank Feeds
QBO syncs directly with your business bank account. That means:
You see your income and expenses in real time
Your bank balance is always up-to-date
No manual data entry or guesswork
💡 This visibility is critical for understanding your available cash at any moment - not just your bank balance, but what’s owed, what’s coming in, and what’s going out.
✅ 2. Automated Cash Flow Projections
QuickBooks Online includes built-in tools to project your cash flow 30 or 90 days ahead. This gives you insight into:
Whether you’ll have enough to cover payroll or rent
When to follow up on overdue invoices
If you can afford to invest in growth
It’s like having a financial crystal ball, without the guesswork.
✅ 3. Invoicing + Payment Tracking in One Place
Waiting too long to get paid? That’s a cash flow killer.
With QBO, you can:
Create branded invoices in minutes
Accept payments online (via ACH or card)
Track who’s paid…..and who hasn’t
Set automatic reminders to follow up on late payments
💡 The faster you get paid, the healthier your cash flow.
✅ 4. Expense Tracking & Categorization
Keeping track of your spending is key to managing cash flow. QBO helps you:
Automatically categorize recurring expenses
Tag and track tax-deductible purchases
Get alerts when spending spikes in a category
No more wondering where your money went.
✅ 5. Customizable Reports for Smarter Decisions
You can’t manage what you don’t measure.
QuickBooks offers real-time financial reports including:
Cash flow statements
Profit & Loss
Accounts receivable aging
Expense trends
At Breakspears Bookkeeping Services, LLC, we help clients review these reports monthly to spot red flags, cash flow issues, and growth opportunities early.
Other Tools That Pair Well With QBO
While QuickBooks Online is our top choice, there are a few add-ons and integrations that take your cash flow management to the next level:
Relay (for cash flow-focused banking)
Melio (for scheduling payments to vendors)
Fathom or Float (for deeper forecasting if needed)
But for most freelancers and small businesses, QBO alone is powerful enough to get you organized and ahead of the game.
How to Get Started with Cash Flow Management
Ready to take control of your cash?
Here’s what we suggest:
Open a separate business bank account (if you haven’t already)
Subscribe to QuickBooks Online and connect your bank
Set up your chart of accounts to track income & expenses
Create your first invoice and track payments
Run a monthly cash flow report to review your financial health
💡 Bonus tip: Work with a QuickBooks ProAdvisor (like us!) to get it set up right the first time.
Final Thoughts: Take the Stress Out of Cash Flow
Cash flow doesn’t have to be scary.
With the right cash flow management tools for small businesses, you can stop reacting to money problems - and start making empowered, confident decisions.
At Breakspears Bookkeeping Services LLC, we help small business owners, creatives, and side hustlers gain control of their finances with simple, flat-fee remote bookkeeping support. Whether you're just starting out or scaling up, we can help you:
Set up QuickBooks Online correctly
Understand your cash flow
Stay tax-ready every single month
💡 Need Help Managing Your Business Finances?
Let’s get your books in order and your cash flow under control.
👉 Check out our affordable bookkeeping packages or book a free intro call today.
