Budgeting is the backbone of any business, large or small, providing a roadmap for managing resources, anticipating challenges and setting realistic goals. For small and medium-sized enterprises (SMEs) especially, a robust budget can mean the difference between thriving and simply getting by. In a tough economic climate, effective budgeting has never been more essential for keeping operations smooth and achieving growth.
Let’s look at how to build a business budget that supports your financial health, plans for contingencies and prepares you for the future.
1. Start with clear financial goals
Establishing clear financial goals is fundamental to creating a business budget. Without them, it’s challenging to measure success or make informed decisions. For many businesses, goals include maintaining profitability, managing cashflow and planning for expansion. When setting goals, keep them specific, measurable and relevant to your business needs. For example, a goal might be to increase revenue by 15% over the next 12 months or to reduce overhead costs by 10% without impacting quality.
Make a note of any upcoming changes you expect, such as hiring, new equipment purchases or entering new markets. These milestones should be accounted for in your budget to avoid unforeseen financial strain.
2. Understand your fixed and variable costs
A solid budget begins with a breakdown of your costs, which fall into two main categories: fixed and variable. Fixed costs, such as rent, salaries and insurance, remain constant each month, while variable costs, like raw materials or utilities, can fluctuate.
Assessing your fixed costs is typically straightforward, as these expenses are often well documented. However, variable costs require closer attention, especially in industries with seasonal changes or reliance on fluctuating materials.
A retail business, for example, may experience higher inventory costs ahead of the Christmas season, while a hospitality business may have higher costs in the summer. Planning for these variations helps prevent cashflow issues and ensures you can cover expenses during high-demand periods.
3. Build a cashflow forecast
Cashflow forecasts are essential for tracking your incoming and outgoing cash to ensure you always have funds available to meet your obligations. It’s worth noting that poor cashflow management is one of the primary reasons UK SMEs struggle financially. According to the Federation of Small Businesses (FSB), over 60% of UK SMEs experience cashflow issues at some point, often due to late payments or unexpected expenses.
To create an effective cashflow forecast:
1. estimate your expected cash inflows, such as sales revenue, for each month
2. project your cash outflows, including costs like salaries, rent, utilities and debt payments
3. deduct outflows from inflows to determine your monthly cash position.
This forecast can also highlight potential shortfalls, allowing you to plan for financing if needed or find ways to increase cash inflows.
4. Use budgeting tools and software
Manual budgeting is time-consuming and prone to errors. Thankfully, there are numerous accounting software options available that automate budgeting, track expenses and generate reports to give you real-time insight into your financial position.
Popular choices include Xero, QuickBooks and Sage, each offering different levels of complexity and integration with other business tools. Many of these tools provide dashboard views of financial data, helping you monitor key metrics like cashflow and profitability at a glance. It’s worth taking advantage of free trials to find the best fit for your business.
For more advanced budgeting needs, there are specialised applications like Syft, Fathom, and Futrli that integrate seamlessly with the above tools, offering deeper insights and more sophisticated financial planning capabilities.
5. Set up an emergency fund
Even the best-laid plans can go awry. Unexpected expenses, such as equipment breakdowns, delayed payments from clients or sudden shifts in the market, can quickly strain your cash reserves. Having an emergency fund as part of your budget can mitigate these risks. Aim to set aside three to six months’ worth of essential expenses in a separate account that’s accessible but not easily withdrawn. This cushion provides peace of mind and can prevent the need for costly short-term financing options.
According to a report by Aldermore Bank, UK SMEs that had an emergency fund in 2023 were able to continue operations smoothly despite unexpected expenses, showing just how vital these funds can be.
6. Regularly review and adjust your budget
A budget is a dynamic tool that should evolve with your business. Set a regular schedule — whether monthly or quarterly — to review your budget against actual figures. Compare your projected revenue and expenses with the actuals to identify any discrepancies.
This process allows you to spot trends, such as consistently high operational costs, and make adjustments as needed. If your revenue falls short of expectations, consider how to boost sales or trim costs. Conversely, if you’re consistently under budget, this may signal a chance to invest in growth areas or build your reserves further.
7. Don’t overlook taxes and regulatory changes
Over the last few years, several adjustments in allowances and reliefs may impact your business, so make sure your budget reflects these updates. In particular, the increase in corporation tax from 19% to a variable rate of up to 25% for profits over £250,000 could affect businesses with higher profits. For smaller businesses, the annual investment allowance of £1m allows you to offset investments in equipment and infrastructure against taxable profits, making it a valuable tool for budgeting.
Additionally, remember to account for PAYE, national insurance contributions (NICs), VAT and other business taxes that can impact your monthly cashflow. Speaking with an accountant or tax adviser is often worthwhile to ensure you’re making the most of available allowances and reliefs.
8. Prioritise profitability over growth
While growth is often a top priority, sustainable profitability is more important for long-term stability. Many businesses, particularly in the early stages, focus on rapid expansion, which can strain resources and lead to overspending. A balanced budget that emphasises profitability helps ensure your business remains financially stable while setting the foundation for future growth.
To prioritise profitability, focus on optimising your pricing strategy, managing operational efficiencies and reducing waste. Regularly review your profit margins, as even small improvements can have a significant impact on your overall financial health.
9. Prepare for seasonality and market fluctuations
In industries where demand is seasonal, building a budget that accounts for these fluctuations is essential. For example, a retailer may experience higher sales during the holiday season but a decline in January and February. Planning for these cycles helps ensure you have enough cash on hand during slower periods.
Consider building a separate budget line for each season or planning period, factoring in both expected revenue and costs. This allows you to adjust your spending based on actual performance rather than expecting the same revenue and costs each month. For businesses in volatile markets, conservative budgeting and building flexibility into spending plans can provide a buffer against sudden changes.
10. Use key performance indicators (KPIs) to measure success
Setting up KPIs for your budget can provide valuable insights into how well your financial plan supports business objectives. Typical KPIs might include gross profit margin, net profit margin and operating expenses as a percentage of revenue. Other useful metrics include debt-to-equity ratio, which measures financial leverage, and days sales outstanding (DSO), which shows how quickly you’re collecting payments.
Tracking KPIs over time helps identify trends and potential issues, allowing you to make proactive adjustments to your budget and operations. Tools integrated with your accounting software can help track these metrics in real time, ensuring you have up-to-date data to make informed decisions.
11. Seek professional advice
Lastly, budgeting can be complex, and it’s easy to overlook important details, especially with regulatory changes. Seeking advice from an accountant or financial adviser can ensure your budget is accurate, compliant and aligned with your goals. An adviser can also help you interpret financial data and recommend strategies for maximising profitability.
Here at Gow and Partners, we offer tailored services for SMEs, so if you’re unsure where to start, finding someone who understands your industry can be a great step. This can free up your time to focus on your business while ensuring your finances are on solid ground.
The power of a well-planned budget
Creating an effective budget isn’t a one-off task; it’s a continuous process that requires planning, tracking and adjusting as your business grows. By setting clear goals, managing cashflow and using budgeting tools, you can create a budget that supports your business’s financial health and growth. Budgeting can also help you stay agile in the face of changes and market fluctuations.
In the end, a well-thought-out budget helps ensure your resources are used effectively, providing a solid foundation for stability and growth. With the right approach and regular attention, budgeting can transform from a task into a strategic tool that supports every aspect of your business.
Take control of your business finances with smart budgeting strategies that ensure stability and growth. Contact us to start planning for success today.
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