Running a business without a clear understanding of its financial health is like driving with your windshield iced over or covered in snow. It’s a recipe for disaster.
You need a full and transparent picture of your business’s financials to make accurate decisions and move your business forward. A few basic documents can clear your financial vision faster than a car’s defroster. Here’s the information you need on five common business financial records.
Profit and Loss Statement (P&L)
Your profit and loss, or income statement, shows how much money your business makes and spends over time. You can choose to look at your transactions over the last year, six months, or quarter. Because it shows your total losses and profits, It helps you understand your profitability.
But you can also break the information into relevant categories to learn more about your operation. For example, a beauty parlor could separate hairstyling, nail care, product sales, and other services to see its most profitable areas.
With your profit and loss statement, look for trends like:
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- Your current revenue streams
- Seasonal fluctuations in income
- Profit margins and major expenses
- Whether your business is growing or declining
Depending on the size of your business, you should update your income statement every month or quarter to keep it current. Then you can really use it to evaluate and guide your business. Make your P&L work for you.
Accounts Receivable and Payable Reports
Keep your accounts receivable (AR) and accounts payable (AP) reports current if your business sends or receives invoices. These documents and your P&L statement show how money moves in and out of your business.
Your AR report shows who owes you money, how much, and how long the account has been outstanding. Use it to predict how much capital you’ll have when clients pay and identify any overdue payments. You may even notice patterns for unpaid invoices based on clients or services/products you can use to tighten your operations.
Your AP report lists who you owe, what for, and when it’s due. It helps you pay your bills on time and shows cash flow patterns. Look for times when you rely on credit from suppliers. Consider adjusting your purchases to your sales to save money and protect your vendor relationship.
Balance Sheet
Think of your balance sheet as a snapshot of what your business owns and owes right now. It lists your assets (cash, inventory, equipment, and property) against your liabilities (outstanding loans and vendor payments) to show your business’s net worth.
A balance sheet is more useful during decision-making moments because it provides a real-time view of your business’s value. For example, you can use your balance sheet to gauge financial stability and ensure you’re not overleveraged before applying for a small business loan. You can also use it to attract investors or measure your ability to handle risk.
Look for the ratio between your debt and equity. A fairly even balance or one skewed toward your assets shows that your business is valuable and stable.
Business Plan
A well-structured business plan tells the story of your business—what you do, who your customers are, how you make money, where you’re headed, and what you plan to do next. A solid business plan includes:
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- An executive summary that highlights your company’s mission and goals
- Market analysis showing demand for your product or service
- Breakdown of your team or leadership
- Sales and marketing strategy
- Financial projections for at least the next 12 months
Your business plan is your roadmap. It can help identify points along your path where you may need more funding to fuel your growth. Use it when looking for a small business loan, attracting investors, onboarding new leadership, or presenting to your stakeholders. When others understand your strategy for the future and long-term potential, they are more likely to partner with you.
Business Debt Schedule
When you struggle to remember all your financial obligations, use a business debt schedule. It lays out your loans, leases, contracts, and any other consistent, long-term payments in a single table with all the relevant details. It’s a cheat sheet for your loans.
You can also use your business debt schedule to improve your repayment and borrowing strategy. Look for obligations with high interest rates. If you can pay those off more quickly, you will save money. When applying for working capital, compare your monthly payments with your monthly income. You can increase your chances of approval and negotiate better terms when your income covers all your debts.
A Clear Picture and Confidence
You don’t have to wonder how your business is doing or if you can afford a new opportunity. Use your financial documents to determine if your company is stable, well-managed, continuing to grow, and ready for the next steps. Then you can confidently drive your business toward success.
