A healthy-looking bank balance doesn’t always tell you whether you’ll have enough cash when the next bill is due. A customer may pay late, payroll may arrive before a grant reimbursement, or several expenses may land in the same week. A short cash flow forecast helps you see what may be coming and make decisions sooner.
You don’t need a complicated spreadsheet to start. Gather a few estimates and use this practical 30-day checklist.
1. Start with cash available today
Look at your current balances and identify the cash available to pay the expenses in your plan. Account for payments already sent that haven’t cleared so you don’t count that money twice. For nonprofits, some funds may be restricted to a purpose or period and may not be available for general operating bills. Review the funding terms and track those funds separately.
2. Estimate cash you expect to receive
List amounts you reasonably expect to collect during the next 30 days, such as customer payments, donations, grants, and reimbursements. Use the date you expect the money to reach your account—not simply the invoice date or the date a grant was awarded. If a payment is uncertain, consider a second scenario in which it arrives later.
3. List cash you expect to pay
Include payroll and payroll taxes, rent, utilities, software, suppliers, loan payments, taxes, and other bills due during the period. Check for less frequent expenses such as insurance and annual renewals. Use the expected payment date and avoid counting the same payment twice.
4. Calculate your estimated ending cash
Add available cash today and expected cash in, then subtract expected cash out. For example, $15,000 available today plus $20,000 expected in, less $27,000 expected out, leaves an estimated $8,000 after 30 days. If you want a $10,000 cushion, the estimate is $2,000 below that goal. That’s a signal to review the forecast and explore options, not a prediction of what will happen.
5. Check the timing, not just the total
The example ends with $8,000, but that does not mean every bill can be paid on time. Suppose $18,000 is due before any new payment arrives: the $15,000 starting balance would leave a $3,000 shortfall at that point, even if later receipts make the month-end total positive. Lay out expected receipts and payments by date or week to spot gaps. Consider following up on receivables, reviewing expenses, or discussing payment arrangements with vendors before bills are due.
6. Update your forecast regularly
Compare your estimates with what actually happened, then update your next 30 days. A weekly check can be useful when cash is tight or receipts are unpredictable. A longer forecast can complement this short-term snapshot.
Try the free 30-Day Cash Flow Snapshot
Want a quick place to start? Use the free 30-Day Cash Flow Snapshot to enter your available cash, expected receipts and payments, and an optional cushion. Your entries stay in your browser. The result is an estimate; check payment timing separately and include only funds available for the expenses in your plan.
Need help understanding your numbers or building a process that fits your organization? Email Accountability Plus for a consultation.