How do I increase profit with limited time available?

If your small business falls under the service based industry category and are charging by the hour, increasing profit can often present challenges. There are two aspects to profit: the first is your income, and the second is the expenses you deduct from that income to get your profit.

In the Service Based Industry Webinars I run, I spend a lot of time with service based industries on what I call a ‘Revenue Model’. This revenue model looks at marketing and moving people down your sales funnel, but also helps you determine your costs for each hour that you charge out. So rather than only looking at your charge out rate you need to look at your costs for each hour. For example, you need to consider staff that you have working with you – how much do they cost you per hour?

For example, I recently worked with a client who runs a gardening service. When looking at his revenue model, we considered the following:

  • Staff costs
  • Vehicle running and maintenance costs
  • Machinery running and maintenance costs

By considering these additional factors we were able to determine what his ‘true costs’ were. We then looked at his hourly rate to ensure he was making a profit and that this was the best profit for his business.

Another way you may be able to increase revenue in your service based business is to look at the information and knowledge that you can share with the outside world. Sharing this information can enable you to earn passive income. Adding information marketing to your business can add a revenue stream that can be working for you 24/7, 365 days a year!

What is the difference between a bookkeeper and an accountant?

There is quite a difference in what your bookkeeper can do for your business and what your accountant will do for your business.

A bookkeeper deals with the source documentation of your business. They record data for payments and receipts, they reconcile your bank account, in some cases they can deal with your customers e.g. following up on outstanding debtor accounts, and they may also help you pay your suppliers. In Australia, they may also complete your BAS (Business Activity Statement) on your behalf. However, it depends on the size of your business as to exactly what role your bookkeeper plays.

Your accountant, on the other hand, is only concerned with year end. They are interested in what has happened over the whole year and making sure you comply with legislation and are getting the right deductions in terms of tax. Your accountant then helps you work out what tax you need to pay at the end of the year.

So, your bookkeeper looks at your figures on a monthly or quarterly basis whereas your accountant is really only looking at your figures on an annual basis.

In some cases your accountant can fill both roles, bookkeeping and accounting, but your bookkeeper cannot complete accounting functions. Obviously there are different qualifications and experience required to fill an accountant’s role.

Do you know what your financial position is going to be like in three months’ time?

Most business owners do not know what their financial position will be next month let alone three, six or twelve months in advance. What impact would knowing where your business will be financially in say, three months’ time have on your business?

Here are five steps to get you on the road to foretelling the future in your business.

  1. Set a budget
    Plan your goals and set yourself targets in terms of your turnover as well as related costs. Consider what you want to happen in your business. What do you want to achieve in terms of revenue based over the whole year and then broken down on a monthly basis?
  2. Track your progress
    Track what you plan against what actually happens and compare the two outcomes. Measure and track, measure and track, measure and track. That is the only way that you are going to be able to forecast what your financial position will be in three, or six, or even twelve months’ time.
  3. Tweak your plan
    Adjust your plan to help you reach your goals. This is where you tweak your budget as the months go by. You want to make sure that the variance between what you plan to happen and what actually happens gets smaller and smaller each month giving you the ability to accurately forecast income and expenses for your business.
  4. Analyse the difference
    Find out why differences occur and what has happened to take you off track. This will enable you to narrow the difference between what you want to happen and what actually happens. The more you do this, the more accurately you will be able to forecast what will happen in coming months.
  5. Recognise the difference
    Now that you are forecasting pretty accurately in terms of the performance of your business, the performance of your revenue and the performance of your expenses, you need to consider off Profit and Loss payments – outgoings that are going out of your bank account which do not appear on your Profit and Loss Statement. These include payments you make to the tax office, loan repayments, hire-purchase agreements and business owner drawings that are not part of a wage or salary.

By encompassing what has happened in steps one, two, three and four, your Profit and Loss Statement, and then bringing in step five, your bank account, you are now able to see what the true financial position of your business will be in three months’ time.

Why is there a difference between my Profit and Loss Statement and my cash flow?

The most confusing area for small business owners can be understanding what is actually happening in their accounts.

Product based industry

The biggest challenge that product based industries face is the actual product they sell – stock. The key element to understanding the difference between your profit and your cash flow lies in a number of variables:

  • How long you are holding your stock
  • How long it takes you to pay your suppliers for that stock
  • How long it takes you to get paid by your customers for that stock

Your Profit and Loss Statement shows purchases and sales. It records the sales transaction, but it does not record how long you are holding the stock item, how long it takes you to sell that specific item or how long it takes your customers to pay you. That is all shown through your bank account. Your bank account is your cash flow and this reflects the real transaction. These variables have the biggest impact in terms of the differences you will experience.

Service based industry

For service based industries the theory is essentially the same, as the challenge lies with your ‘stock’, that is your time. The variables you need to consider are:

  • How long you are keeping work you do for clients in a ‘work in progress’ state
  • How long it takes you to charge out your time
  • How long it takes you to pay your suppliers (i.e. contractors/staff)
  • How long it takes for your customers to pay you

General considerations

Identifying payments that go through your bank account that are not captured on your Profit and Loss Statement impacts all industries. Often small businesses don’t understand what these are. When working out differences, be sure to include the ‘off P&L’ items such as:

  • Loan repayments
  • GST payments
  • PAYG payments
  • Other Tax Office payments
  • Hire-Purchase payments
  • Business owner drawings (if you are not paying yourself a salary/wage through your payroll)

These items are not allocated to your P&L Statement/Report, so if you draw from your P&L and deduct these items you should be able to get a reality check in terms of what is truly happening in your business. To get the real picture you need to look at all these factors, not just your P&L in isolation.

The Missing Link Syndrome

Did you know that more than 87% of small business failures are because they do not understand the money side of their business?  That is a scary statistic isn’t it.  And one that should not be taken lightly!  This statistic is the basis of my ‘Missing Link Syndrome’.  Most business owners do not have a financial or accounting background and many the numbers side of their business makes their head spin.  Does that sound like you?  If so, I have some bad news for you….

You  need to understand key numbers in your business and that the missing link in your business is you!

You most likely have a bookkeeper and an accountant, but what about all the in-between information that is really important for you to understand.  You are the only person that can get the information in order to gain an insight into your business’ performance.  You know your business better than anyone else; but you also need to know your numbers better than anyone else if you do not want to end up in that 87%.  I am not talking about knowing all your numbers, just the key numbers directly related to communicating how your business is really performing.

How?

You could enlist help from your bookkeeper to provide information; you could choose to go over this with your accountant  regularly, or you could partner with other people in the market  that can really help you.  Confident Cashflows was designed to fill this missing link for business owner providing products and services to help businesses fill the ‘missing link’.

If you need advice on which questions to ask to get the right information, check out either of my articles “How to choose a good bookkeeper‘ or ‘Why doesn’t my accountant give me more information on how my business is really performing’.