Cash Flow Playbook for Ottawa Small Businesses: 7 Simple Moves to Stay Positive All Year

If month-end keeps catching you off guard, you’re not alone. Many Ottawa business owners find themselves juggling payroll, HST, and supplier bills while waiting for late invoices to clear.
The good news? Steady cash flow isn’t about luck. It’s about systems. With a few simple habits, you can stop the “ugly surprises” and finally feel in control of your money.
Here’s a practical playbook you can start this week.


1. Know Your BaselineEvery business has a “keep the lights on” number. Add up your rent, software, insurance, payroll, loan payments, and the owner’s pay you actually take. Keep this list on one page.
Quick check: Divide your baseline by your average monthly sales. That’s your cost ratio. If it creeps higher, you’ll need to raise prices, increase sales, or cut expenses.
2. Look 13 Weeks AheadA rolling 13-week forecast shows money in and out week by week. This tool helps you act early instead of reacting late.

• Write down expected inflows (signed contracts, deposits, refunds, grants).
  
• Write down expected outflows (payroll, rent, subscriptions, HST, suppliers).
  
• Update it every Friday: slide actuals left, push new weeks right.
  
• Colour code negative weeks so you can plan solutions in advance.
  

👉 Want a ready-made Google Sheet? Book a coffee chat and I’ll send you our template.
3. Save for Taxes and Profit AutomaticallyDon’t wait until tax deadlines. Open two extra accounts:

• Tax savings: Move 20%–30% of every deposit the same day it lands.
  
• Profit savings: Set aside 1%–5% to build an emergency cushion.
  

When this becomes a habit, you won’t even feel it—but you’ll love the peace of mind at month-end.
4. Invoice Faster and Get Paid FasterCash flow improves dramatically when money comes in sooner.

• Send invoices the same day work is done.
  
• Add payment links to each invoice.
  
• Ask for deposits (for example, 50% upfront, 50% on delivery).
  
• Use a reminder rhythm: Day 0 send, Day 7 gentle nudge, Day 14 firm follow-up.
  

5. Reduce Expenses Without Starving GrowthNot all costs are equal.

• Must-haves: keep them, or negotiate better rates.
  
• Nice-to-haves: trim 10% now, review again in 90 days.
  
• Experiments: test with a set budget and timeline. If no return, stop.
  

Quick win: call your top three vendors and ask for a 12-month lock or bundle discount.
6. Streamline PayrollPayroll surprises create panic.

• Stick to a consistent schedule and fund it two days early.
  
• Keep one payroll cycle in reserve.
  
• Track vacation and stat holiday pay so it doesn’t sneak up on you.
  

7. Build a Compliance CalendarMissed deadlines drain both cash and energy.

• Add reminders for payroll, HST filings, and income tax installments.
  
• Enter them into your forecast so you can plan for tight weeks.
  

✅ One-hour setup you can do today:

• Open tax and profit accounts.
  
• Start your 13-week forecast with four weeks filled in.
  
• Turn on online payments in your invoicing system.
  
• Email top clients to confirm billing contacts and schedules.
  
• Add tax and filing dates to your calendar with reminders.
  

📌 Tools we recommend: QuickBooks Online for invoicing, DEXT for receipts, and a simple Google Sheet for your 13-week view.
☕ Ready to see your numbers clearly? Book a coffee chat. You’ll leave with your first forecast, a simple plan, and next steps you can take this week.
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