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On Target Group Coaching for Painting Contractors. June 5, 2014. Financial Management Part 1. Effective Financial Management. 3 Financial Indicators Profits, Cash Flow, ROI Analyzing Your Financial Health Chart of Accounts Tips More Key Performance Indicators

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effective financial management
Effective Financial Management
  • 3 Financial Indicators
    • Profits, Cash Flow, ROI
  • Analyzing Your Financial Health
  • Chart of Accounts Tips
  • More Key Performance Indicators
    • Liquidity, Solvency, Collections, Breakeven
best practices finance
Best Practices: Finance
  • Accounting system is fully & accurately functioning
  • Controls are in place to ensure accuracy
  • A Realistic Workable Profit Plan (aka Budget) is in place
  • Financial Monitoring is being used effectively as a business tool
  • Key Metrics are being used to keep your finger on the financial pulse of your business
  • Owner reviews Financial Data and Metrics at least monthly
  • An adequate credit line is in place
  • Company is profitable, solvent and able to finance its growth and reward stakeholders
sound financial management is critical if you wish to
Sound Financial Management is critical if you wish to:
  • Put together a solid business plan
  • Be in the best position to obtain financing
  • Grow a sustainable business
  • Create a valuable company that you can later sell or otherwise provide for your exit from the business
effective financial management1

Effective Financial Management

Key Financial Data For Business Survival

3 key financial indicators of your business state of health
3 Key Financial Indicators Of Your Business’ State Of Health

Business is about making money

To do this, it must simultaneously increase three things:

  • Net profit margin – Operating profit margin
  • Cash flow
  • Return on investment (ROI)
indicator 1 profit margins
Net Profit = What’s left over after you deduct ALL expenses from the revenue your business generates

Net Profit = Total Income minus Total Expenses

THE bottom line in your business

Indicator of the overall management of the business

Indicator 1: Profit Margins
  • Gross Profit = What’s left over after you deduct direct job costs from the revenue your business generates

Gross Profit = Total Income minus Direct Expenses to Produce work

  • Indicator of the productivity of your production people
  • Indicator of the accuracy of your estimating and selling
how to calculate profit margins
How To Calculate Profit Margins
  • Gross Profit Margin (GP%) is profit derived from work produced divided by Gross Revenue
  • Gross Profit Margin = (Gross Profit/Revenue)%
  • Net Profit Margin (NP%) is after-tax net profit divided by Gross Revenue
  • Net Profit Margin = (Net Profit/Revenue)%
improve the gross profit margin by working on the drivers
Improve The Gross Profit Margin by working on the drivers:
  • Production / service delivery processes
  • Material Costs
  • Labor Costs
  • Customer relations
  • Team Skills and Development
  • Pricing & Estimating
  • Selling Skills
improve the net profit margin by managing
Improve the Net Profit Margin by managing:
  • Administrative operating processes
  • Variable Costs
  • Overhead Costs
  • Customer relations
  • Administrative Team Skills and Development
  • Marketing Activities and Costs
best practice guide gross profit
BEST PRACTICE GUIDE : Gross Profit %

Gross Profit Margin = (Gross Profit/Revenue)%

  • Higher is better – obviously 
  • Industry averages are different for different industries
  • Set a target based on your budget
best practice guide net operating profit
BEST PRACTICE GUIDE : Net Operating Profit %**

Net Operating Profit Margin = (Net Operating Profit/Revenue)%

  • Higher is better
  • 15% is goal (25% BEFORE Owner’s Compensation)
  • 5% is industry average*

*Residential and Commercial Contractors under $10MM

** There is a distinction between Net Profit and Net Operating Profit, which is Profit before taxes, and “other” income & expenses not related to operations of the business including financing costs (interest expense)

the three questions of measurement
The three questions of measurement
  • Is it Accurate?
  • Is it Acceptable
  • Is it Sustainable?
what does the cash flow cycle mean to your business operations
What Does The Cash Flow Cycle Mean To Your Business Operations?
  • There will be occasions when money is flowing out faster than it is flowing in
  • Virtually every business experiences times when there is a cash flow gap
  • Managing cash flow so as to avoid any critical situation due to lack of cash when it is needed is a major responsibility of a business owner
cash flow more than just profit
Cash Flow – More Than Just Profit
  • Businesses can make a profit but have negative cash flow
  • Failing businesses can have positive cash flow, possibly due to large asset sales or collections from past sales
  • Business start-ups require large cash outlays to build the asset base = cash flow risk
cash flow over the longer term
Cash flow Over The Longer Term
  • Over the longer term, you have to manage your cash flow to fund your business growth
  • You can grow your business in the short term by ‘borrowing’ credit through late payment of suppliers
  • Eventually, however, everything evens out and such strategies are not sustainable
  • With that in mind, projected growth should be managed within known cash flow constraints…and if external funds are required, this needs planning in advance
improve cash flow
Improve Cash Flow
  • Shorten the Cash Flow Cycle
  • Understand the difference between Cash Flow and Profit
  • Plan in advance for business growth and/or downturns
best practice guide cash flow
BEST PRACTICE GUIDE : Cash Flow
  • Prepare a Cash Flow Projection
  • Manage Your Spending on a monthly, if not weekly basis
  • Invoice Promptly
  • Develop a systematized approach to receivables and collections
  • Obtain a line of credit
indicator 3 return on investment
Indicator 3: Return On Investment
  • Return On Investment is net profit expressed as a percentage of the value of the total assets you have tied up in the business

ROI = (Net Profit/Total Assets)%

  • ROI is a profitability ratio – it is the true measure of the financial productivity of a business
best practice guide roi
BEST PRACTICE GUIDE : ROI

Return on Investment =

(Net Profit/Total Assets)%

  • Higher is better
  • Should be at least 10%
  • 25% or higher is a goal
characteristics of financial health
Characteristics of Financial Health
  • High tangible net worth (equity)
  • Consistent profitability
  • High cash flow from operations
  • Cash balances representing 30-45 days of operating expenses
  • AR representing less than 30 days sales
  • A ratio of current assets to current liabilities (“current ratio”) in excess of 3:1
  • A high level of working capital
  • A ratio of liabilities to assets of 1.0 or less (debt ratio)
how do we find out where we stand
How do we find out where we stand?
  • Starts with Financial Statements:
  • Profit & Loss Statement (Income Statement)
  • Balance Sheet
regarding your financial statements
Regarding Your Financial Statements…
  • Accuracy is Essential
    • GIGO
    • Hire Kerry to help you shape up your books 
  • Accrual vs. Cash Basis
    • Accrual Basis – Day to Day operations
      • Enter Invoices and Bills as they are incurred – not as they are paid
    • Cash Basis – Paying Tax
    • Enter data on Accrual Basis/Click of a button will show reports in either format (in QuickBooks)
chart of accounts tips
Chart of Accounts Tips
  • Good Structure
    • Sufficient detail to analyze data
      • Use sub accounts where more detail is needed
      • Consider using classes if appropriate
    • Group Expense accounts appropriately
      • All direct costs in COGS
      • Non Operational Income and Expenses in “Other Income & Expense” section
    • Group Balance Sheet Liabilities appropriately
      • Loans that will not be repaid this year in Long Term Liability section
key performance indicators

Key Performance Indicators

Factors that indicate the current and future performance of a business in areas that are critical to the company's success.

financial kpis
Financial KPIs
  • Revenue to Budget
  • Gross Profit
  • Net Profit
  • Break Even Sales
  • Liquidity - Current Ratio
  • Solvency - Debt Ratio
  • Collections (Days Sales Outstanding)
best practice guide gross profit1
BEST PRACTICE GUIDE : Gross Profit %
  • Gross Profit Margin =
  • (Gross Profit/Revenue)%
  • Higher is better
  • Industry Averages Differ
  • Set a budget target to measure

32

best practice guide net operating profit1
BEST PRACTICE GUIDE : Net Operating Profit %**
  • Net Operating Profit Margin =
  • (Net Operating Profit/Revenue)%
  • Higher is better
  • 15% is a goal to shoot for (25% BEFORE Owner’s Compensation)

** There is a distinction between Net Profit and Net Operating Profit, which is Profit before taxes, and “other” income & expenses not related to operations of the business

33

best practice guide liquidity ratios
BEST PRACTICE GUIDE : Liquidity Ratios

Current Ratio = Current Assets

Current Liabilities

Should be a minimum of 1.5 or higher (3.0 or greater is better)

Quick Ratio = Cash + Equivalents

Current Liabilities

Should be at least 1.0

Higher is better for both

best practice guide debt ratios
BEST PRACTICE GUIDE : Debt Ratios

Debt Ratio = Total Liabilities

Total Assets

Should be less than 1.0

Debt to Equity Ratio = Long Term Debt

Stockholder’s Equity

Should be less than 1.5 or 150%

best practice guide days sales outstanding collections
BEST PRACTICE GUIDE : Days Sales Outstanding (Collections)

Days Sales Outstanding =

Accounts Receivable x 365 Annual Revenue

(previous 12 months rolling revenue)

  • Should be 30 days or less
best practice guide cash in bank ideal
BEST PRACTICE GUIDE : Cash in Bank – Ideal

Cash in Bank =

Overhead Expenses* (next month)

Gross Profit Margin

Plus: Fixed expenses for months 2 & 3

Or – just think 3 months fixed expenses for a quicker calculation

*Include Variable Costs and Overhead Costs

best practice guide cash in bank ideal1
BEST PRACTICE GUIDE : Cash in Bank – Ideal

Cash in Bank =

Overhead Expenses* (next month)/Gross Profit %

Plus: Fixed expenses for months 2 & 3

Or – just think 3 months fixed expenses for a quicker calculation

*Include Variable Costs and Overhead Costs

best practice guide roi1
BEST PRACTICE GUIDE : ROI

Return on Investment =

(Net Profit/Total Assets)%

  • Higher is better
  • Should be at least 10%
  • 25% or higher is a goal
implementation steps
Implementation Steps
  • Review your own financial statements and chart of accounts
  • Ask me to review if you would like my perspective
  • Review your financial goals for 2014
  • Next Month: We’ll talk about Profit Planning and creating a budget