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A 13-week cash flow forecast shows how much cash your business is expected to have at the end of each week for roughly the next quarter. To make one, start with available cash, estimate when receipts will actually arrive, schedule payments when they are due, and roll each week’s closing balance into the next. It is a practical planning schedule—not a guarantee or an official accounting standard.
What a 13-week cash flow forecast shows
The forecast tracks cash timing, not accounting profit. A sale can count as revenue before the customer pays; in the cash forecast, record the receipt in the week you reasonably expect the money to reach your account. The same principle applies to payments: use the expected payment date, not just the accounting period in which an expense is recorded.
A basic weekly schedule uses five figures:
- Opening cash
- Cash receipts expected during the week
- Cash payments expected during the week
- Net cash movement: receipts minus payments
- Closing cash: opening cash plus receipts minus payments
Carry each week’s closing cash forward as the following week’s opening cash. The 13-week format is a useful short-term planning method; the available template guidance is commercial, not an official accounting standard. See the 13-week forecast format and the SBA’s broader financial-projection guidance.
How to build the forecast
1. Set the opening cash balance
Choose a start date and calculate cash currently available to the business. Be explicit about which accounts are included, and reconcile the figure to the records you use, such as recent bank balances and bookkeeping records. Do not count credit availability as cash on hand; if you expect to draw on a credit facility, show the anticipated proceeds as a separate receipt in the week you expect them.
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2. Estimate receipts by the week they are likely to arrive
Start with open customer invoices and use realistic collection dates. An invoice’s due date is evidence for an estimate, not proof the money will arrive that week. Add other relevant inflows, such as recurring sales or contract payments, point-of-sale receipts, refunds, proceeds from an asset sale, or financing you expect to receive.
Use the best information available: invoice history, sales patterns, customer payment habits, and known contract or deposit schedules. Label uncertain amounts or dates as estimates so they are not mistaken for confirmed cash.
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3. Schedule payments in the weeks you expect to make them
List actual obligations and recurring costs in the weeks cash is expected to leave the business. Common items include payroll, supplier invoices, rent, utilities, taxes, debt installments, insurance, software, planned equipment purchases or other capital spending, and owner draws when relevant. Tailor the categories to your business and its payment calendar rather than copying a generic template without checking it.
Use payment dates that reflect your real obligations and practices. A forecast is a planning tool; it is not a reason to disregard payroll, tax, debt, or other legal obligations.
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4. Calculate closing cash and flag pressure points
For each week, subtract payments from receipts, then add the result to opening cash. If management has set a minimum operating cash threshold, show it beside the weekly closing balance and investigate any week that falls below it. There is no universal buffer amount established here: the appropriate threshold depends on the business and its obligations.
5. Compare the forecast with actuals and roll it forward
When a forecast week is complete, replace estimates for that week with actual receipts and payments. Note material differences, identify whether timing, sales, costs, or another assumption caused them, and adjust later weeks accordingly. Then add a new week at the end so the view continues to cover 13 weeks.
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This routine makes the forecast more useful than a one-time spreadsheet. SBA guidance supports comparing forecast results with actuals and making course corrections. As Tim Berry puts it in an SBA-published article, “The goal of business forecasting is not what you might think. It isn’t about accurately guessing the future. It’s about running your business right.”
What to do when exact figures are unavailable
Use estimates when records do not provide exact amounts, but make the assumptions visible. The SBA-hosted SCORE workshop description permits estimates in its monthly projection context and discusses inputs such as revenue, costs, inventory, capital spending, and owner draws. It does not make estimates certain or audited figures. Update them as invoices, sales, bills, and other records arrive. See the SBA/SCORE workshop description.
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For estimates, record the basis and confidence in a note or separate assumptions column—for example, “based on recent weekly sales” or “invoice due; customer often pays late.” This helps distinguish known commitments from judgment calls and gives you something concrete to revisit when actual results differ.
Spreadsheet or bookkeeping support?
A spreadsheet is enough to build the basic schedule. Choose an approach that lets you inspect assumptions, weekly timing, and calculations, and that you can keep updated without excessive effort.
| Approach | Best fit | Trade-off to consider |
|---|---|---|
| Spreadsheet | A business with a manageable number of accounts, receipts, and payments, and someone who can update the figures. | Flexible and easy to inspect, but relies on manual entry and checking. |
| Existing accounting platform | A business whose bookkeeping records already capture receivables, payables, bank activity, and recurring costs. | May reduce duplicate entry, but the owner still needs to verify assumptions and cash timing. |
| Bookkeeper or other outside support | A business that needs help maintaining records, reconciling accounts, or building a schedule around more complex operations. | Adds a service cost; agree who updates the forecast and how often. |
The SBA describes bookkeeping, bank reconciliation, receivables, payables, available cash, and payroll as relevant parts of financial management, and notes that businesses may use a CPA, bookkeeper, or online service for support. See its business management guidance. More complex situations—such as multiple entities, currencies, or financing arrangements—may call for professional help to ensure the schedule reflects the business correctly.
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Look for the weeks when projected cash is lowest and identify what is driving the gap. A forecast does not create cash or guarantee access to financing; it gives you a chance to notice timing pressure while there is still time to evaluate options. Review assumptions with the people responsible for sales, purchasing, payroll, and payments so the schedule reflects what the business actually expects to happen.
If the forecast suggests trouble meeting payroll, tax, debt, or other obligations, get advice tailored to your jurisdiction and circumstances. Do not treat the spreadsheet as legal, tax, insolvency, or debt-covenant advice.
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