A new business does not need a giant dashboard. Five numbers, checked every week, can reveal whether sales are converting into cash and whether a tax or supplier bill is about to create pressure.
1. Cash available
Start with the actual bank balance, then remove money that is already committed to GST, PAYE, wages, suppliers, loans and other near-term payments. “Cash available” should mean what the business can safely use, not every dollar sitting in the account.
2. Sales and gross margin
Track sales for the week and compare them with the same period or target. Then check gross margin: sales less the direct cost of delivering the work. Sales can grow while margin falls if prices, supplier costs or job scope are moving in the wrong direction.
3. Unpaid invoices
List what customers owe, how old each invoice is and when payment is expected. A 30-day invoice that is now 60 days old is a cash-flow action, not just an accounting line. Follow up with a clear message and record the promised payment date.
4. Upcoming obligations
Keep one short list of the next four to eight weeks: GST, provisional tax, PAYE, wages, rent, suppliers, loan payments and annual renewals. If taxable turnover is approaching $60,000 in a rolling 12-month period, add GST registration planning to the list.
5. Work still to invoice
Look for completed work, delivered products or approved milestones that have not yet been invoiced. In service businesses, this number is often the easiest cash opportunity. Make invoicing ownership and timing clear.
Turn the numbers into a weekly habit
Spend 20 minutes on the same day each week:
- update the bank balance
- check new sales and margin
- review overdue invoices
- mark obligations paid or added
- identify work ready to invoice
Write down one action, such as “follow up the three oldest invoices” or “move $2,000 into the tax account”. The point is not perfect reporting. It is taking the next useful action before the problem becomes urgent.
These numbers are a practical starting point and should be adapted to the business. This is general information, not personalised accounting advice.
Make the next step practical
Use the ideas here as a starting point for a better conversation. The right answer depends on your records, timing and circumstances, so keep the assumptions visible and revisit them when something changes.