Resource
Cash-flow worksheet
A reliable cash-flow worksheet makes month-end in Bethlehem less stressful and helps small Alberton teams know exactly where the money stands.
This guide supports real briefs across Cape Town, Gauteng, and beyond. For a tailored pack, email magic@bizmagic.co.za.
- Written for South African founder teams
- Pairs with supplier notes
- Link your kit from the kits hub
What you’ll find on the worksheet
Our cash-flow worksheet is a straightforward table to help you track what’s coming in and what’s going out, week by week. It runs over six to twelve weeks, since that’s where most gaps or crunches tend to pop up for firms with four to fifteen staff. You’ll spot separate columns for date, description, expected in, expected out, actual in, actual out, and balance. There’s also a note column for reminders (like 'Invoice to Mazwi Bricks still pending', or 'Check VAT201 draft'). It’s a plain XLSX file, printable to A4.
- Date (week beginning)
- Description of income or expense
- Expected cash in
- Expected cash out
- Actual cash in
- Actual cash out
- Balance after transaction
- Notes/action required
For a Bethlehem panelbeater or a bakery in Alberton, this worksheet is easier than trying to piece together cash flow from scattered phone notes and WhatsApp invoice screenshots. It’s made for real South African conditions, so it fits with rand values, public holidays and even the odd load-shedding hiccup.
How to fill it in
Keeping the worksheet up to date is a habit, not a once-off task. Even a small business owner who fills it out on a Saturday morning at home in Bethlehem or after Friday closing in Alberton will see the difference when invoice lags or late payer clients throw a spanner in the works. Here’s the best way to tackle it, don’t try do the whole month at once if you’re rushed, but always update before the 25th payday.
- Enter the week’s start date in the first column.
- List each expected payment in or out (salary, rent, invoice in, rates, supplies) as a new row.
- Fill in the expected values for each: cash in for money owed to you, cash out for payments you need to make.
- After that week, fill in what actually happened, in the actual columns.
- Update the balance after each transaction to keep a running total.
- Use the notes column to remind yourself about late invoices, upcoming VAT201, or odd one-offs like UIF top-ups.
Bethlehem paint shop: a filled-in row
For week starting 3 June, ‘Expected cash in’ might show R7,500 from Ntombi’s Hardware for an invoice sent on the 28th (due within 7 days) and ‘Expected cash out’ could be R1,800 for paint thinner stock from QP Supplies. The actuals that week show only R1,800 going out, Ntombi’s payment arrives a week late, so the ‘Actual cash in’ is R0. Balance dips lower than planned, and the notes column says, “Ntombi paid on 12 June, update next week.” This clarity helps you avoid bouncing a supplier EFT.
Common mistakes to avoid
A lot of small firms miss payments because they forget school holidays that shift courier schedules, or they double enter an invoice when it’s partly paid. Some try track only the actuals and skip the expected columns, which means your not spotting gaps before its too late. If you’re using EFTs for staff, check if your bank batches payments after 3pm, Standard Bank in Alberton, for example, only processes same-day outgoing cheques until 2pm. Always match the worksheet to your SARS EMP201 and VAT201 cycles for smoother month-end.
If you need help comparing your worksheet with a supplier shortlist or want to see how it fits with your other rituals, there are handy guides on starter kits, other resources, or you can drop us a line at magic@bizmagic.co.za.
When to bring it to a supplier hub session
Bring your up-to-date worksheet if you’re meeting a supplier in Rosebank or Stellenbosch, especially when there’s a bigger stock order or a cash crunch. The worksheet helps both sides see timing clearly, no guessing if you’ll have R9,000 ready for that tile delivery to Bethlehem on a Friday. If you hit a sticky spot, you can also bring it for a support chat at a Woodstock or Durban hub, but remember, only an accountant or registered tax officer should sign off if you’re using it for formal loan, audit or tax applications.
For more on working with suppliers, see our supplier notes, and for extra help the support section has step-by-step answers.
