New Business Cash Flow Set Up

How this usually works

A good cash flow setup starts with a quick discovery: business model, revenue timing, payment methods, current software (e.g. Xero, MYOB, QuickBooks), and any deadlines already in play. From here, the work typically runs in three passes:

1) Triage and stabilise — Clear urgent items first (overdue BAS, super, payroll issues), confirm bank feeds, align chart of accounts and lock in a weekly process.

2) Build the system — Create a 13‑week forecast, map GST/BAS, PAYG and super dates into a cash calendar, set invoice and payment terms, define debtor/creditor follow‑ups, and configure rules and reports.

3) Review and improve — Run weekly or fortnightly reviews, compare actuals to forecast, adjust for seasonality, and introduce scenario planning for growth or lean periods.

Australian context to keep in view

• Registering an ABN is free and required before GST registration. If you do not quote an ABN when required, payers may withhold 47% (no ABN withholding).
• GST and BAS cycles create large cash events. Plan for BAS (monthly or quarterly), PAYG withholding, and super due dates inside your 13‑week cash flow. See BAS agent services for more detail.
• STP-enabled payroll means timing matters. Wages, PAYG and super must be scheduled precisely. See payroll services for setup and compliance.
• ATO payment plans can support short-term working capital if you are catching up on lodgements. Good cash flow setup pairs any plan with a realistic forecast.

What to compare before you commit

What is included in a strong cash flow setup

• 13‑week receipts-and-payments forecast with weekly view
• Cash calendar aligned to BAS, PAYG withholding, super and payroll cycles
• Invoice and payment terms policy (e.g. deposits, milestones, late fees)
• Debtor collection and creditor payment workflows with responsibilities
• Bank feeds checked, coding rules set, and key accounts reconciled
• Simple dashboard or report pack for owners and managers
• Scenario planning for seasonality, growth, and tax instalments

If you are also starting bookkeeping from scratch, coordinate your setup with bookkeeping services and your tax accountant so systems align and data flows once.

Common new business scenarios

• Trading but no system — Sales are coming in, bills are being paid, but cash is lumpy. A fast 13‑week forecast and invoice terms reset typically fixes this.
• Growing fast — Hiring and inventory are ahead of collections. Combine weekly cash reviews with tighter debtor workflows and supplier terms.
• Project-based work — Milestone billing and deposits matter. Match your forecast to your delivery schedule and contract terms.
• Overdue BAS or super — Stabilise first with a cleanup and ATO plan, then roll into a cash flow setup so it doesn’t repeat.

Timeline and pricing expectations

Most new business cash flow setups complete in 1–3 weeks depending on data quality and software. Simple setups may be a fixed fee; complex work (backlog cleanup, migrations) is often staged as a project with clear milestones. Ongoing reviews can be monthly or weekly depending on volume and risk.

Red flags to avoid

• Only providing a one-off spreadsheet with no update process
• No alignment to BAS, PAYG and super dates
• Unclear responsibilities for debtor collection or payment approvals
• No link between the accounting file and the forecast (hard to reconcile)
• Reports that look good but don’t drive weekly decisions

Best next steps

Write down your goal in one sentence (e.g. “Avoid BAS shocks and pay suppliers on time” or “Fund growth without running out of cash”). Shortlist providers that show you a sample forecast and explain exactly how your weekly process will run.

If you’re still scoping, start with the new business accounting checklist or compare options in the services hub, then use the form below to outline your situation.