A guide to smart financial management for the unexperienced CEO
You may find yourself in a managing position, without having gone through all the fancy (and expensive) MBA classes. In fact most entrepreneurs don’t (just like us), and yet, they survive. How do they do?
Here are some basic principles that can help approach your business financial management. And even if you have an MBA, that may be interesting to come back to basics.
Are you running a business, and that’s something new to you? Here’s how not to go broke
Being a CEO is a wild ride. You’ve got big ideas, a growing team, and the drive to make things happen. But if there’s one thing that can bring even the most promising business crashing down, it’s bad financial management. No one wants to be the next cautionary tale, so let’s talk about how to keep your company’s finances in check—without losing your mind.
1. Keep the lights on (a.k.a. cash flow is king)
Your business could be smashing sales records, but if there’s no money in the bank to pay salaries, suppliers, or rent, you’re in trouble. Here’s what to do:
- Know your numbers – Keep an eye on your cash flow like you check your phone. A little obsessive? Maybe. But it’s the difference between smooth sailing and sinking. Even a profitable business can go under if invoices take months to get paid while expenses pile up.
- Control your spending – Just because you can afford that fancy office espresso machine doesn’t mean you should get it. Every franc counts. Prioritize spending on areas that drive growth and revenue, and keep an emergency buffer for unexpected costs.
- Plan for the dry spells – Businesses go through ups and downs. A buffer of 3-6 months of operating expenses can keep you out of panic mode. If your industry is seasonal (like tourism or retail), anticipate slow periods and adjust spending accordingly.
2. Growth: Smart, not reckless
You want your business to grow, but not at the cost of its survival. A few golden rules:
- Budget like a pro – Set clear financial goals and a realistic budget that supports them. Wishful thinking won’t pay the bills. A well-planned budget should be based on both historical data and reasonable projections, not just best-case scenarios.
- Expand wisely – Want to open a second office? Hire more staff? Great! Just make sure you can afford it, not just now, but long-term. A good rule of thumb: if you can’t sustain the new expense for at least a year without additional funding, it might be too soon.
- Manage debt carefully – Loans can help you scale, but a bad repayment plan can put you in a financial chokehold. Borrow smart. Taking on debt for expansion is fine, but ensure it generates enough revenue to justify the additional financial burden.
3. Avoiding the "Oops, we’re bankrupt" moment
Nobody thinks their business will fail… until it does. The common traps:
- Putting all your eggs in one basket – If one client or product makes up 80% of your revenue, it’s time to diversify before things go south. Many businesses have learned this the hard way when a key client suddenly leaves, taking most of their revenue with them.
- Ignoring market changes – Keep an eye on economic trends. Interest rates, currency fluctuations, or industry shifts can change the game fast. Think about how import taxes, and international events have impacted the industry or tourism businesses almost overnight in the recent years. Staying informed and flexible is key.
- Sticking to an outdated plan – What worked last year might not work now. Review and tweak your financial strategy regularly. If a revenue stream is declining, don’t wait until it’s too late—adjust your business model proactively.
- Messing up taxes – You don’t want a surprise tax bill that wipes out your profits. Stay compliant, and if you’re not sure, get expert help. Missing tax deadlines or underestimating VAT obligations can quickly snowball into major financial trouble.
4. Tech to the rescue: Financial tools you need
You don’t need to be a finance expert to keep things under control. Smart tools can do the heavy lifting:
- Automated accounting – Ditch the spreadsheets. Tools like Sway handle bank reconciliations, invoicing, and expense tracking with minimal effort. Automation reduces human error and frees up time for strategic decision-making.
- Real-time insights – Know where your money is going, at all times, without digging through endless reports. A clear dashboard showing revenue, expenses, and outstanding payments helps prevent nasty surprises.
- Cash flow forecasting – Get ahead of financial surprises before they turn into problems. A solid forecast can help you anticipate cash shortages and plan funding strategies in advance rather than scrambling for solutions last minute.
Sway Finance is one of these tool, built to make life easier for CEOs who don’t want to spend their days buried in numbers. Here’s how it can help you:
- Automates boring (but crucial) tasks – No more manual bank reconciliations or invoice headaches thanks to Artificial Intelligence.
- Gives instant financial clarity – Know your cash flow, expenses, and outstanding payments at a glance.
- Keeps your finances healthy – Smart automation means fewer errors and better decision-making.
5. Find the right advisors
As good as the technology goes, a deep knowledge of the accounting subtleties, legal obligations, and financial levers still is the realm of humans. And having the right advisor(s) will to support you in your endeavours will be a priceless advantage. Be it an devoted internal accountant, a trustworthy fiduciary, or an unwavering CFO, find someone you trust to collaborate and discuss your key financial decisions with.
If you don’t know where to look for a good fiduciary, feel free to send us a message. As we’ve partnered the best of them, we’ll be glad to put you in contact with the one suiting your needs.
Final thoughts
Managing your company’s finances doesn’t have to be a headache. Stay on top of cash flow, make smart growth decisions, avoid common financial traps, and use the right tools to lighten the load. Whether you’re running a startup or an established business, getting financial management right is the key to long-term success.
All of the key concepts above are general and basic guidelines, they are not absolute truth. You may find long lasting and successful business that have not respected them of course. But this should help you ponder and try to avoid the most obvious pitfalls that many business suffered (or even died…) from.
And if you want to make things even easier? Give Sway a try—it’s like having a finance team in your pocket. And if you just want to tell us your thought about this article, drop us a message here.
