Bookkeeping isn’t just recordkeeping—it’s a cash strategy. With the right cadence and controls, you can shrink DSO, protect runway, and plan taxes without starving growth. This guide covers forecasting, AR/AP, pricing, payroll timing, and tax planning so you can turn your books into a cash engine. Want a partner to run it for you? Explore our Bookkeeping, Outsourced Controller/CFO, and Tax Preparation services.

The Cash Playbook

13-week cash forecast: rolling weekly plan tied to reconciled balances.
AR discipline: invoice fast, collect faster—deposits, milestones, autopay.
AP control: batch disbursements, negotiate terms, protect priority spend.
Pricing & margins: price to target contribution margin; review quarterly.
Payroll cadence: align run dates with inflows; avoid off-cycle runs.
Tax timing: safe-harbor estimates, deliberate CapEx, retirement planning.

AR Tactics that Pull Cash Forward

Same-day invoicing; deposits/retainers for projects; milestone billing.
ACH + autopay; card-on-file for recurring services/subscriptions.
Collections cadence: 3-7-14-21 day reminders; weekly statements on past-due.
Credit checks, limits, and late-fee policies where legal.

AP Tactics that Protect Runway

Two to three payment days per month; no ad-hoc disbursements.
Negotiate Net 30–45; use approval workflows and spend thresholds.
Prioritize: payroll & taxes → mission-critical vendors → everything else.

Pricing & Margin Discipline

Set target gross and contribution margins; validate with job/SKU/class tracking.
Index price reviews to input volatility (quarterly for materials-heavy businesses).
Kill unprofitable SKUs/services or re-price with fee structure changes.

Payroll Timing & Compliance

Choose run dates after major receipt cycles; minimize off-cycle payrolls.
S-Corp owners: document reasonable comp; use accountable plans.
Reconcile payroll to GL monthly; verify tax deposits and filings.

Tax-Aware Cash Planning

Quarterly estimate projections using year-to-date actuals and forecasted profit.
Time CapEx and prepayments deliberately; avoid “December deduction shopping.”
Coordinate retirement contributions with cash windows (SEP, Solo-401(k), etc.).

What We Do (Month–Quarter–Year)

Monthly

Reconcile bank/credit/processors; lock the month with P&L, Balance Sheet, Cash Flow.
AR/AP aging actions; update the 13-week forecast; vendor/fee audits.
Margin review by job/SKU/class; owners’ draws/distributions tracking.

Quarterly

Estimated tax calculations; working capital review; pricing tune-ups.
KPI dashboard: DSO/DPO, operating margin, runway, DSCR.

Annually

Returns (1120S/1065/1120; 1040 w/ Schedules C/E), 1099 e-filing, and year-end planning.
Budget build and cost structure reset for the new year.

Common (Costly) Pitfalls

No 13-week forecast; confusing profit with cash.
Slow invoicing; paying vendors early without discounts.
Stale pricing; margin erosion unnoticed until year-end.
Skipping estimates; last-minute “tax buying” that drains cash.

What You’ll Get When You Work With Us

Clean, audit-ready books and a weekly 13-week cash forecast.
AR collections cadence, AP batching, and vendor term negotiations.
Pricing and margin analysis with actionable changes.
Quarterly tax projections, vouchers, and filing support.
IRS/state notice handling and correspondence management.

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FAQs

How do I build a reliable 13-week cash forecast?

Start with reconciled balances; map recurring inflows/outflows; layer AR collections timing and AP batches; reconcile forecast vs. actual weekly and adjust.

What’s a healthy DSO/DPO?

It varies by industry, but directionally aim to lower DSO via faster invoicing and autopay and keep healthy DPO through negotiated terms—without harming supplier relationships.

Can I grow without running out of cash?

Yes—pair growth with contribution margin checks, deposits/milestones, disciplined buys, and a weekly forecast to avoid overextension.

How often should pricing change?

Quarterly for input-sensitive businesses; at least semiannually for services. Tie prices to target margins and current costs.

Do you set up AR/AP workflows and dashboards?

We implement invoicing cadences, approval workflows, vendor terms tracking, and KPI dashboards—then operate them with your team.

Ready to boost cash flow?

We’ll implement forecasting, faster collections, disciplined disbursements, and tax-aware timing so you scale without cash shocks. Talk to an Enrolled Agent today. Schedule Consultation

Boost Cash Flow with Smart Bookkeeping (2025 Guide)