Effective Cash Flow Management for Architects

Caroline Ward FCA

Advising businesses, architects and design firms on meeting their aspirations, building their wealth
and coping with challenges.

December 19, 2023

In the competitive world of architecture, successful cash flow management is crucial for sustainable
growth and financial stability.

Architects face unique challenges when it comes to managing their finances, from fluctuating project
timelines to delayed payments. With the right cash flow management practices in place and
optimising billing and invoicing processes, closely monitoring project expenses, and negotiating
favourable payment terms, architects can minimise cash flow gaps and improve profitability.

Additionally, leveraging technology can play a vital role in streamlining cash flow management. From
cloud-based accounting software to project management tools, architects can enhance efficiency
and accuracy, ensuring timely payments and reducing the risk of financial errors.

By implementing these strategies, architects can achieve sustainable success by maintaining a steady
cash flow, freeing up time and resources to focus on what they do best – designing innovative and
inspiring spaces.

In this article, we will explore 8 strategies that architects can employ to ensure smooth cash flow
management and long-term success.

What is cash flow management?

Cash flow management is a vital aspect of any business, and architects are no exception. It involves
tracking the flow of money in and out of the firm, ensuring that there is enough cash on hand to
cover expenses and invest in growth opportunities. Effective cash flow management allows all
practices to maintain a healthy financial position, meet their financial obligations, and make
informed decisions about their business.

Common cash flow challenges faced by architects

1. Irregular cash flow: Architectural projects often involve long lead times, with payments
received at different stages of the project. This irregular cash flow can make it challenging to
meet ongoing financial obligations.

2. Seasonal fluctuations: The demand for architectural services may vary throughout the year,
leading to seasonal fluctuations in cash flow. Architects must plan for lean periods and
ensure they have enough funds to cover expenses when projects are scarce.

3. Project delays: Delays in project completion can impact cash flow, as payments may be tied
to specific project milestones. If a project is delayed, architects may experience delays in
receiving payments, affecting their cash flow.

4. Late payments: Architects often rely on timely payments from clients to cover their
expenses. However, clients may delay payments, leading to cash flow gaps and financial
challenges.

To overcome these challenges, architects need to implement effective cash flow management
strategies that address the unique nature of their business.

8 tips for cash flow management

1. Manage your project timelines and milestones

Efficient project management is essential for maintaining a healthy cash flow. Set realistic project
timelines and milestones, considering potential delays and unforeseen circumstances. By managing
your projects effectively, you can ensure that you receive payments at each milestone, minimising
cash flow gaps.

Regularly communicate with your clients and provide them with project updates. This transparency
will help build trust and encourage timely payments. If a project is facing delays, proactively
communicate with your clients to discuss revised timelines and payment schedules.

2. Implement effective invoicing practices

One of the key strategies for managing cash flow is to optimise your invoicing processes. Ensure that
you have clear and detailed project contracts in place, outlining payment terms and milestones.
Invoice clients promptly and clearly communicate your expectations regarding payment due dates.

It’s important to negotiate favourable payment terms that align with your cash flow requirements.
For example, consider requesting a deposit or partial payment upfront to cover initial project
expenses.

It goes without saying that sending an invoice via email is quicker than by post, but there are now far
more advanced tools that speed up the whole process of payments in and out. Moving to Cloud
Accounting software will drastically reduce the time you spend on invoicing.

Additionally, you can also leverage technology to streamline your credit control processes. Software,
like Chaser, can drastically speed up and reduce the stress of chasing invoices!
Here’s how we reduced our client’s time spent on credit control by 90% using Chaser.

3. Get some accurate management accounts

Having accurate, up to date management accounts are critical for managing cash flow. Management
accounts are an insightful, in-depth analysis of your data. They are invaluable for helping you spot
problems before they become serious problems in your business. By having access to this data, you
can spot:

 Patterns in sales that you may need to plan for

 A list of customers who owe you money and suppliers who you owe money to

 What’s going well and what isn’t, and how you’re measuring up to your targets

Get in touch with us and we can discuss what your management accounts need to look like and
provide you with a personalised quote. We can either work with your bookkeeper or refer you to our
in-house bookkeepers at A4G Bookkeeping.

4. Calculate your real break-even point

The phrase “real break-even point” refers to the level of fees you need to cover your costs and leave
enough profit to cover tax and the drawings you need to live on. Conducting a breakeven analysis is
vital to:

 Determine the levels of fees you need to cover costs. This helps you set your sales targets

 Aid you in making informed business decisions about pricing of your services

 Identify where you need to control costs and reduce expenses

 Consider whether you need to reduce your drawings

Calculating your break-even point is crucial to arming you with valuable financial insights to make
informed business decisions on pricing and costs and improving your profitability. If you need help
calculating your break-even point, we have a break even calculator we can send to you or we can
calculate it for you! Email me at Caroline.Ward@a4g-llp.co.uk or call on 01474 853 856.

5. Leverage technology and use the right accounts package

The right accounts package is key to preventing cash flow problems. By ‘right’ we mean a software
that has the potential to alert you of any problems that are likely to arise before you find yourself
drowning in the middle of it all.

We love Xero, as it gives us real-time access to all the numbers, which is the key to being in complete
control of your cash flow. The Xero dashboard is a one-stop-shop for all your critical numbers and key
performance indicators (KPIs). You can easily see:

 What your costs are for the month – i.e. your bills

 What invoices are due for the month and your total expected income

 Which invoices are overdue

 An overview of cash in and cash out for each month

Xero, of course, isn’t the only accounts package on offer. There are several factors you might want to
consider before you make a choice out of the wide selection on offer today. Take a look at our top
three recommendations and our list of pros and cons here

6. Claim all Allowances and Deductions

Make sure you’re claiming all the allowances and deductions that you’re entitled to. This includes
claiming capital allowances for equipment and machinery purchases and claiming expenses for
business-related travel, accommodation, and meals. You can also claim deductions for any charitable
donations made by your business.

You should also ensure that you are taking advantage of the Annual Investment Allowance (AIA) to
deduct the full cost of qualifying plant and machinery from your profits before tax, up to £1 million
per year. This valuable tax relief applies to most plant and machinery, including computer equipment
and office furniture.

7. Consider Research and Development Tax Credits

It’s more than likely that your practice is engaged in research and development (R&D) activities,
which means that you may be eligible for tax credits. This tax-saving relief is designed to encourage
innovation and growth in the UK economy. It allows businesses to claim a tax credit of up to 33% of
their R&D expenditure, depending on the size of the company and the type of R&D activity.

We can help you assess the likelihood of an R&D and maximise your claim. Get in touch for a free 1:1
now at Caroline.Ward@a4g-llp.co.uk or call me on 01474 853 856.

8. Regularly review your cash flow forecast

Managing your cash flow is an ongoing process that requires regular monitoring and review. Set
aside time each month to review your financial statements, cash flow forecasts, and outstanding
invoices. Identify any potential issues or trends that may impact your cash flow and take proactive
measures to address them.

Regularly revisiting your cash flow management strategies allows you to adapt and adjust as needed.
As your architectural practice evolves, your cash flow needs may change. By staying proactive and
continuously monitoring your cash flow, you can maintain sustainable financial stability and position
your firm for long-term success.

Skip the steps of creating your own cash flow overview by downloading our Free Five-Minute Cash
Flow by filling in the form below to see exactly how much available cash you have and how much you
ought to have.

Don’t be afraid of your finances, get in control of them!

There’s a lot to consider here, we know! So, we’ve put all these considerations into an ‘Improve and
Grow’ session where we will identify the areas where improvements can be made in your business
and provide an action plan to see it through. To find out more about this and book in your session to
start getting on top of your cash flow, get in touch with me.

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