How this usually works
Start by clarifying the goal behind your question “what is cash flow forecasting”. The most common goals are avoiding a short‑term crunch, planning for growth, preparing for a BAS payment, managing payroll and super, or supporting a funding application.
Typical deliverables are a direct 13‑week forecast (weekly detail for operational control) and a 12‑month forecast (monthly view for planning). These are updated on a rolling basis, reconciled to actual bank movements, and supported with scenarios and decision triggers. The work is often handled by a bookkeeper or BAS agent for day‑to‑day control, and by an accountant or payroll specialist when payroll, tax or structure decisions are involved.
Australian context to keep in view
- GST/BAS: include quarterly or monthly BAS timing, refunds vs payments, and reconcile to your BAS agent lodgement plan.
- Payroll and super: map pay cycles, super guarantee due dates and Single Touch Payroll processing; budget for PAYG withholding.
- PAYG instalments and income tax: add ATO payment plans and instalments to the correct weeks or months.
- Funding and covenants: reflect loan repayments, interest resets and any bank covenant tests that rely on cash.
- Software: Xero, MYOB or QuickBooks can feed data; add‑ons like Float, Spotlight, Fathom and Futrli help if you want automation; Excel works well for customised 13‑week views.
What to compare before you commit
Scope
Confirm the forecast method (direct/indirect), horizon (13‑week and/or 12‑month), scenarios, reporting pack, and whether handover training and cadence meetings are included. Ensure GST/BAS, payroll, super, PAYG instalments and ATO plans are modelled.
Software fit
Check their experience with your stack (Xero, MYOB, QuickBooks) and whether they can explain the workflow, not just name tools. Ask if they use Excel or add‑ons (Float, Fathom, Spotlight, Futrli) and how they reconcile forecasts to bank feeds and aged receivables/payables.
Turnaround and communication
Agree how quickly the first build will be delivered, how often it will be updated (weekly/monthly), who provides actuals, and how urgent cash issues are escalated around BAS, payroll and public holidays.
Commercial fit
Compare fixed‑fee vs hourly, inclusions for meetings and scenario updates, and whether you want compliance‑only support or broader advisory/virtual CFO input with board‑ready packs.
Best next steps
Define outcomes first: for example, “cover BAS and payroll for the next 12 weeks”, “understand cash runway”, or “test a hiring or inventory decision”. Then gather inputs: current bank balance, sales pipeline, aged receivables/payables, payroll calendar, super due dates, ATO schedules (BAS, PAYG instalments), loan repayments, rent and subscriptions.
Choose your horizon (13‑week weekly view for control; 12‑month monthly view for planning), build assumptions (payment terms and seasonality), create base and downside cases, and set a weekly or monthly review rhythm that ties to your bookkeeping and tax processes.
If you want to move from information to action, use the form below. You’ll be matched with support that fits your software, industry and urgency.
Frequently asked questions
What is cash flow forecasting?
It’s a forward‑looking view of your bank balance based on when cash will actually move. Unlike profit, it includes the timing of GST/BAS, payroll, super, PAYG instalments, loan repayments and ATO payment plans. Short‑term control is best handled with a direct 13‑week forecast; longer‑term planning often uses a monthly view.
How do I build a 13‑week forecast?
Use the direct method: start with today’s bank balance, add weekly cash in (customer receipts, other income, funding), subtract weekly cash out (suppliers, wages, super, PAYG withholding, GST/BAS, PAYG instalments, rent, loans and capex). Base timing on terms and history, then run base and downside scenarios and update weekly with actuals.
Which software should I use?
Excel or Google Sheets suits most businesses and is ideal for a customised 13‑week model. If you want automation and dashboards connected to Xero, MYOB or QuickBooks, consider tools like Float, Spotlight, Fathom or Futrli. Choose based on data quality, complexity (inventory, multi‑entity) and reporting needs.
When should I get professional advice?
Get help if cash is tight, BAS or payroll deadlines are approaching, you’re scaling quickly, manage inventory, plan funding, need covenant reporting or have ATO debt. A BAS agent or bookkeeper can build and maintain the model; an accountant or small business specialist can add scenarios and decision support.