When working remotely one needs to put more effort and structure into coordinating teamwork, and ensuring each person can ask for help and get the support they need.

You won’t be able to quickly walk over and ask for help or see that someone is struggling and needs a hand.

Regular catchups, with a good meeting structure, go a long way to ensuring that all team members have the opportunity to:

  • Check-in on how they are doing.
  • Share their work updates.
  • Raise any key roadblocks they need support on.
  • Work out their issues with the team.

For operational catchups, our team broadly uses the Holacracy  tactical meeting format. We use this in conjunction with our task management software, Asana.

Here’s how we do it:

  • Meeting schedule:
    • Team meetings are scheduled twice a week on a Monday and Friday, for a duration of 30 minutes.
    • This is designed for 4-6 people, but you may need to book out a slightly longer timeslot as you are getting used to the format, or if you have a bigger team.
    • The first meeting of the week is more about tasks and co-ordination.
    • The second meeting is more of check-in and updates, but both should stick to the meeting format outlined below.
  • Meeting roles: 
    • A facilitator is needed to run the meeting and is appointed to make any notes or create tasks that arise from agenda items.
    • Everyone else represents their role(s).
  • Meeting format: 
    • Follow the below format closely, or develop your own version, but do always follow a flow to ensure all team members know how to, and can, contribute.

Meeting Format

1. Welcome

The facilitator welcomes everyone to the meeting, notes apologies of team members that couldn’t make it and confirms the time allocated for the meeting.

They can also check if anyone needs to leave early, and make a note of that so everyone is aware.

2. Opening round (1-way)

The opening check-in round is a 1-way flow where only one team member speaks, without discussion.

*Tip: It is best to have laptop screens down and phones away.

Nothing is formally required beyond a ‘hello’, but it is an opportunity for each team member to share how they are doing, what’s on their mind and to get present for the meeting.

It is not a discussion time, no sympathy or praise required, just a few moments to let your team know how your day or weekend went prior to you arriving at the meeting, to give them context for your overall mood and to get ready to make the most of the team time ahead.

As an alternative, some teams do 30 seconds of silence to help get present.

3. Checklist review (no discussion)

The facilitator asks everyone to review their tasks in Asana and make sure there is ‘no-task-left-behind.’ The team has about 60-120 seconds to do this.

The aim here is to:

  • Tick off any tasks that have already been completed.
  • Delete any tasks that were created but not actually relevant any more.
  • Adjust the due date of any overdue tasks, bringing them into the present – Yesterday is gone 👋

If you do not run a process like this, it results in tasks building up and slipping behind. This process helps us all hold each other accountable to make sure we use our Asana to-do list as a guide to running our day and week.

Everyone says ‘no-task-left-behind’ once they are up to date.

4. Agenda building (1-2 word agenda items)

The facilitator will ask the team to raise any agenda items they have, with 1-2 words only for each item. At this stage, we are only noting down the 1-2 word items, no discussions around them.

The team member also needs to specify whether the item is an ‘Update’ or a ‘To Discuss’, and how much time they need (2, 5 or 10 mins).

The difference between these two types of items is important:

  • ‘Update’: This is a 1-way communication flow from the team member on something that has changed since the last meeting that they feel the team should be updated on.
  • ‘To Discuss’: This is a 2-way communication flow where the team member specifically asks for input they need from the team, either information or a decision.

Once all team members have supplied their agenda items to the facilitator, the facilitator checks the agenda items and expected time required against the remaining meeting time.

If there is a substantial misalignment between the time remaining and the expected time, team members can offer to de-prioritise their items (move them to the bottom) or reduce time.

5. Triage issues (2-way discussion)

Here the facilitator  moves down the list of agenda items, specifically calling out each item, the name of the team member who raised it, the time allocated to this item and lastly the question “what do you need?”

The team member then explains explicitly what they need from the team. It is important to get this right because this is the opportunity to let your team know what you want from them before diving into the context.

Examples are:

  • “I need to know if we have selected a new supplier for our materials, so I can go ahead and place the order for my project.”
  • “I need to know if we can move Tuesdays working session for I have a family member visiting that day.”

By being precise about what you need the relevant team member(s) can offer the information you need or help with a decision for your issue. The aim is not to do specific work in the meeting but to co-ordinate information and support.

Common outputs from an agenda item are:

  • Creating or moving a meeting with team members to get the work support needed
    • “I need some technical help on the website project, can we put in a 30-minute session to work on that project together? Yes, let’s do Wednesday @14:30.”
  • Delegating a specific task to another team member to complete
    • “I need more materials for project X, can you order them and let me know when they arrive? Yes, I’ve added a task to order them and will let you know once received.”
  • Noting information that allows the team member(s) to continue their work
    • “I need to know if we have that new software installed yet before I change the network? Yes, it’s done and you can continue.”

The facilitator has a responsibility to make sure only one item at a time is discussed, and if a decision is required it should be clear on who should decide it. In this way, the agenda item does not become a consensus discussion but moves swiftly to the resolution. Ie. One person is responsible to make the decision, can make that decision or create a task to make that decision. Or similarly, if it’s some form of vote.

Most importantly, the agenda item is done when the person who raised it gets what they needed. If someone else has something they need, they can raise their own agenda item. The facilitator should always have the individual who raised the item in mind and keep checking in with them to see if they got what they needed. Once they have, that item is closed and the facilitator moves on to the next one.

Hopefully, you will get through the agenda in the allocated time. In the beginning, it does take time to learn how to predict the time needed for an item, and discipline to stick to it. As you and your team get used to this type of meeting format, you will easily raise an agenda list with the overall time in mind, self prioritise your issues and graciously roll over the less essential to the next meeting or address it in private communication with the people involved.

6. Closing round (1-way)

With the agenda done, it is time for each team member’s reflection on the meeting.

*Tip: It is best to have laptop screens down and phones away here too.

Nothing is formally required beyond ‘goodbye’, but it is an opportunity to share your overall thoughts on the meeting.

These can be the general feeling (“thanks for the meeting, excited for the projects and week ahead”) as well as constructive insights on how the process served the team today (“we do need to pay attention to the agenda and make sure we stick to the allocated time”).

Remember, it is one way only, so no discussion.

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Drowning in tax debt? Don’t owe the South African Revenue Service (SARS) the tax liability they say you do? Perhaps you don’t even know whether or not you have a tax liability due.

Deciphering tax assessments and managing tax debt can be overwhelming. SARS does, however, provide resources and channels through which you can gain a better understanding of your tax compliance status and tax liability. In addition, you can make certain applications or requests to SARS to manage your tax liability. We break these all down for you here.

1.Understanding your tax status

In order to determine if you are up to date with your tax affairs, you can easily check your tax compliance profile via eFiling. We recommend that you do this regularly to ensure you have no outstanding submissions or payments which could result in the accrual of penalties and interest.

Non-compliance can result if you have outstanding tax returns which need to be submitted or debt that still needs to be paid. Creative CFO can assist by performing an analysis of your tax profile and providing you with a report of your tax compliance status.

On completion of the required tax submissions, SARS will issue yearly assessments (ITA34 for individuals and ITA34C for companies). These assessments depict the tax liability due, if any. If you do not understand how SARS derived this tax liability you can request reasons from SARS via eFiling within 30 days from the date of assessment.

2.Verification and audit

If SARS notify you that you have been selected for verification or audit please don’t panic! A verification is merely a face-value verification of the information declared in the return. An audit, however, is an examination of the financial information submitted to determine whether you have correctly declared the tax position to SARS. By its nature, an audit is a more extensive process than verification and the scope could be broader.

In both instances, it is important to ensure you submit the required information within 21 days of the SARS notice to avoid unnecessary penalisation.

3.Dispute resolution

Should you disagree with your assessment, you can object to SARS within 30 days from the date of the assessment (or from the date the written reasons are provided). The objection must specify in detail the grounds upon which it is made and must be in the prescribed Notice of Objection (ADR1) form. Creative CFO can assist you in compiling an objection in this prescribed form and submitting this to SARS.

Should SARS disallow the objection, taxpayers still have the right to appeal against such a disallowance.

4. Deferred payment or compromise of tax debts

If there is no disagreement about your tax liability but you are not in a financial position to settle the full amount owing immediately, you can request adeferred payment or compromise arrangement.

  • A deferred payment arrangement is essentially a payment plan with SARS to settle the debt. You are required to motivate your case and show a deficiency of assets or liquidity which will likely be remedied in the future. Creative CFO can assist you in motivating and preparing a deferred payment request.

  • A compromise is an agreement wherein the taxpayer will pay an amount which is less than the full amount owing, and SARS will write-off the remaining portion. This is a financially intrusive process and requires that the tax debt is considered uneconomical to pursue. Bear in mind that this is not a decision SARS takes lightly. Creative CFO can advise and assist you in preparing the request for a compromise of tax debt.

If you would like assistance with any of the above requests or applications, Creative CFO is here to help, just click on the applicable product and we will get in touch.

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ESTABLISHING STRUCTURE AND GAINING CONTROL THROUGH TWO LEADING CLOUD-BASED SYSTEMS: DEAR INVENTORY AND XERO ACCOUNTING

Business type: Manufacturing

Industry:  Spirits

Size:  10+ employees, 3 locations

Distribution: South Africa – 90 + Outlets

Region: South Africa

Integrations:  Dear,   Xero

Customers since: June 2017

Website:  www.musgravegin.co.za

Musgrave is an artisanal gin and spirits brand founded by Simon Musgrave.

In 2017 this rapidly growing spirits business approached the systems experts at Creative CFO to help them implement and integrate cloud-based inventory management and accounting systems.

 

“We contacted Creative CFO because we reached the stage of being an established business. Initially, I started Musgrave as a sideline hobby, hoping that it would become something, and I found myself two years later with a rapidly growing business, a rapidly growing brand, 500% growth and I didn’t really know how to put one and one together.” – Simone Musgrave

 

With Creative CFO’s deep technical knowledge and extensive manufacturing experience in Dear inventory and Xero accounting, Simone could look forward to a seamless, stress-free implementation that would give structure as well as insights into key areas of the business.

In this case study you will discover:

  • The key challenges Musgrave faced
  • The key solutions Dear and Xero offered to solve their problems
  • A Q&A with Simone Musgrave
  • The Creative CFO systems implementation process
  • Where to book a Creative CFO Systems Analysis.

Download the full case study to find out how Creative CFO’s systems experts helped Musgrave implement a scalable system that creates control and sophistication around their stock, manages multiple locations, supports a large inventory list and provides real-time reports that can be accessed from anywhere in the world.

Case Study – Musgrave Spirits by Louise de Nysschen

 

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Introduction

For many business owners, their business is an accumulation of enormous efforts over a lengthy period of time: a schooling career, tertiary education, mentorship, saying no to many social get-togethers, hard work, mistakes, parting ways with savings, more hard work. The list is endless. Given the sacrifices made in building a business, it is no surprise that deciding to expose it to potential investors, is an emotional rollercoaster.

And while one might assume that seeking investment is predominantly a financial transaction, this isn’t entirely true because a large component of the process has a qualitative dimension to it. It is as much about telling your story, giving the investor confidence in your team,  and positioning your brand right, as it is about proving that your business’s financial performance makes for a sound investment.

In order to have a relatively frictionless experience, all aspects associated with seeking investment for your business need to be identified, unpacked and then packaged in a manner that is the most appropriate for your business. One stone left unturned may make all the difference in whether you achieve the desired outcome or not.

Channels for Investment

The context of the particular case will largely determine what type of investment opportunity is best suited for you and your business. You might be looking for someone to help you grow your business and who is strategically and operationally involved with its day-to-day running. This sort of investor might be best incentivised through an offer of an equity stake in your business. Alternatively, if you would prefer to remain in total control, and can prove that your business is in a strong cash-flow position, debt financing might be the better-suited solution for you.

On the contrary, you may not even have thought about whether or not you are ready to take investment and so you wouldn’t know what investment medium would be appropriate for you.  A good question to ask yourself would be, how you would react if an investor made you an offer that’s too good to pass up.

There is no blanket answer as to what investment channel is the best. One would need to ask the right questions and assess the details of their particular needs in order to determine what channel could work for the business.

With that said, there are four main types of investment that can broadly be defined as follows:

  • Equity – where the investor takes ownership in your business (usually, part ownership, unless you are exiting your business fully).
  • Debt – a debt financier lends you a sum of money for an agreement to pay back the sum with interest at an agreed future date.
  • A combination of both equity and debt – referred to as ‘mezzanine’ financing where the investor has a right to convert his ‘interest’ in the company to equity in the case that the borrower defaults on the loan.
  • Government grants or loans – the government provides funding on the basis that certain criteria are met.

How Best to Prepare

The most important part of raising investment is what comes before the transaction, for this will define the success of the transaction itself. The pre-investment phase also determines what your experience and your team’s experience will be like once the deal has been concluded. This phase includes strategy, planning and ensuring that your financial information is reliable (that you can provide a clean set of financials to the investor).

The post-transaction phase is also important to consider: are you being managed by the new investor and told how to run ‘your’ business? Or,  did you intend on stepping away from the business, but the transaction has created more stress and pressure than you’ve experienced before?

A successful transaction is in the eye of the beholder, but there are a few key items that should be kept at the forefront when seeking investment:

  • All factors considered, are you getting the maximum value for your business?
  • Are the terms of the transaction fair?
  • Is there alignment between your business and the investor from a values and vision point of view?

Smooth Sailing?

It’s always advisable to manage expectations, and in the context of looking for investment, it is only fair to know that it is a ‘testing’ process. This is largely because the business owner does not hold the power, the buyer or lender does. This is not the nature of the relationship in every instance, but certainly in most.

With the investor guiding the process, one may find that it is executed at their pace, which is often slower than the business owner’s preferred timelines. It is also possible that you could be ‘lead on’ by the investor – you may be lead to believe that there is a strong likelihood of a particular transaction being successful, only to find out shortly before finalising the deal, that the investor has changed their mind and that your business is not quite a part of ‘their risk appetite.’

Having recently walked the road with a client in applying for traditional debt financing at various banks the timeline from the date of application to receiving the terms of the deal were in the region of six to eight weeks. During this time period, there are ongoing communications between the funder and the business owner or the financial professional facilitating the transaction. Communications will take the form of requests, for:

  • Supporting documentation
  • Details pertaining to your financial statements
  • Forecasted performance expectations or
  • Information that you have already disclosed but that the funder has overlooked due to the ineffective internal processes within the investing organisation (traditional banks).

The Right Tools for the Job

The end goal is to try and identify the ‘right partner,’ who is prepared to make the ‘right offer.’ Part of this process is conducting what has been termed a ‘reverse due-diligence.’ This involves completing an assessment of your potential partner and allows you to maintain a degree of control along the way.

Before considering the suitability of the investor you need to take a step back and first clearly define what you are looking for and identify the items that you are not prepared to compromise on. The importance of knowing what you are looking for cannot be over-emphasized. In times of pressure and emotional turmoil, you will need a reference point against which to measure whether the offer on the table is the right one or not.

Once your strategy has been formulated, an overview of your business and its financial performance are packaged into one document, referred to as an Information Memorandum. This will be the investor’s first touch-point with the business (unless the investor has an existing relationship with your business), and hence it is of great importance that this is compiled in such a manner that justly describes all components of your business. A high-quality Information Memorandum attempts to premeditate areas of question for the reader and answer these questions in advance.

The Information Memorandum is a foot in the door, after which the real fun starts – the investor performing a due-diligence on your business. It is expected that during this phase you will question whether you are comfortable sending across such highly confidential information, such as customer and supplier relationship details, historic bank records, personal income statements and balance sheets of the shareholders. This is standard practice and a part of any professional due-diligence process. An ‘open-cards’ policy that promotes complete transparency is the best approach. Where the investor ‘discovers’ a part of your business that you were trying to hide, this will damage the value of your business and the level of credibility of the information that has been put forward.

There will always be questions in response to the information that you present to the investor, and as long as you can explain yourself, the investor is generally understanding and accepts that running a business is not an exact science.

Conclusion

As a business owner, you can be confident in the fact that no one knows your business as well as you do. You know where your business currently stands, and you know where you would like your business to be in the future. How you will get there, in the context of an investment narrative, is critical. It is a challenge for SMEs to successfully obtain funding in today’s economic environment and even where business owners do manage to raise funding successfully, it is still tricky to secure the right terms and ensure that you are not taken for a ride in the process. Thus, having the right professionals on your team to support you through the process, will add tremendous value.

Perhaps this paints a rather intimidating picture of the investment journey, however, just like most things in life, the fact that it is not an easy process, makes it so much more satisfying when it is a success.

If you have any questions or require support in determining how best to raise funding, please schedule a call.

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Whether you are a new startup trying to raise seed capital, determining how to allocate the company shareholding or looking to benefit your employees – equity incentives can be a game changer.

Equity sharing not only rewards employees but recognises the importance of them to their company. In turn, the company is able to attract, incentivise and retain performing and loyal employees.

The incentive industry, like the entrepreneurial industry around it, is constantly evolving. In addition to the traditional employee share incentive schemes which remain popular, we have seen the evolution of the SAFE (Simple Agreement for Future Equity) Agreement and Grunt Funds.

In order to implement any equity sharing models, it is of the utmost importance to understand the whys and hows behind each one.

Traditional share incentive schemes

Share incentive schemes are used by companies to grant their employees an option to obtain shares in the company, as an incentive to the employees.

The incentive is that the options may only be exercisable after a specific time period or are dependant on the future performance of the employee, thereby linking the growth of the company with that of the employees’.

The most common types of schemes are share option schemes and phantom share schemes:

  • Share option schemes

Employees are granted company shares which will vest at a later predetermined date. Shares can be offered to the employee at a market-related or discounted value. Companies can grant shares on a discretionary basis and can be linked to employee performance/longevity.

Share option schemes are most suited for companies wishing to provide employees with the opportunity to acquire actual ownership in the company.

  • Phantom or cash-settled share schemes

Employees are granted an opportunity to obtain a cash benefit derived out of a share, payable at a later predetermined date. However, the shares never vest and the employees do not become a shareholder. Companies can also grant such awards on a discretionary basis and can be linked to employee performance/longevity.

Phantom or cash-settled share schemes are most suitable for companies who don’t want to share ownership and may have a larger number of employees they wish to acknowledge and benefit.

Simple Agreement for Future Equity Agreement

SAFE agreementsare intended to provide a simpler, more cost-effective mechanism for start-ups to seek early-stage funding. The agreement was designed with simplicity in mind, taking into account both the investor and the company’s interests.

A type of ‘deferred equity contract’ – a SAFE agreement between an investor and a company provides the investor with rights to future equity in the company in exchange for funding. Thereby postponing the valuation of the company until a later date, allowing the investor to benefit in the upside of the growth of the company.

This is beneficial to the company in the sense that, SAFE shares are classified as equity rather than debt, having no fixed maturity date nor incurring interest. The investor will receive the future SAFE shares upon a triggering event, but until such event occurs they acquire no right to equity or to have their investment repaid.

Three such major triggering events include equity financing, acquisition or dissolution. Upon an equity financing event, the company will issue preference shares to the investor or should the company be acquired or dissolved before such financing event these happenings will constitute an event itself.

Grunt Funds

The objective of a grunt fund is to make sure that startup founders are rewarded for everything they offer their company, not just the money they actually invest. Grunt funds are dynamic meaning they recalculate equity stakes as contributions to the company changes.

The comparison of a company and a pie is used and a grunt fund determines how to slice the pie by allocating a monetary value to tangible and intangible contributions made to the company.

A grunt fund is based on fairness, basically, each shareholder is rewarded with a percentage of the pie based on the ratio of their contribution to the total contributions (of time, money, intellectual property, loans or unreimbursed expenses etc). The value of the contribution is determined with reference to the given formula/cash multiplier, specific to that type of contribution.

Upon real revenue generation or a cash investment, the company would then allocate the shareholders real equity in the company, allowing them to fairly share in the equity of the company.

Equity sharing can be a difficult conversation to have but by choosing the right equity sharing model for your company it will ensure that the company and investor/employees’ rewards are aligned.Equity incentives can also be very complex, with tax implications for both the company and employee. A well-designed scheme will ensure that the benefits are passed to the employees in the most tax efficient manner.

If you would like to find out more about one of the models above or require assistance with the implementation and managing the tax implications thereof please book a consultation session with a Creative CFO consultant.

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The term “Cash is King” rings true and is crucial for the survival of any business.  Statistics have shown that 80% of businesses fail in their first three years due to a lack of support. Poor cash flow management is at the top of the list of issues that require support.

What is cash flow management?

In theory and simply put, cash flow management is:

  1. Cash coming into the business as early as possible,
  2. Cash exiting the business as late as possible,
  3. Keeping an eye on the future and planning accordingly and,
  4. Ensuring the numbers make sense.

Why do businesses struggle with cash flow?

  1. Business owners make decisions that are only based on their bank balance

Imagine that your bank balance is a large, delicious home-baked pie and that you are expecting guests for dinner and aim to serve a satisfactory piece of pie to each person. The question you now have to answer is, how do you ensure that everyone is satisfied?

To find the answer you have to consider the following: Who are the stakeholders in the business that need a piece of the cash pie? How big should each slice be? In to how many slices do you need to divide the pie? How big should the pie be?  Do you need to bake more pie?

It all comes down to proper cash planning.  Cash flow management does not just happen by chance.  Careful planning is essential.

  1. Customers are not paying on time

In this day and age with fantastic cloud-based accounting technology, cash flow management is an easy problem to solve. Online invoicing, automatic invoice reminders and online payment optionshave decisively proven that more customers pay on time.

The first step in solving this problem is to ensure that monies owed to the business come into the business as early as possible. To achieve this you need to set your invoicing structure up in such a manner that you receive timeous payment from customers.

  1. Suppliers are paid too quickly

Everyone is planning their cash pie and want their slice as soon as possible. However, sometimes you have to fight for your piece. Be prepared to communicate, and if need be, negotiate payment terms with your supplier. Choose an option that will best suit your business needswithout ruining the business relationship.

Subsequent to this negotiation you need to plan and prioritise your payments according to your business’ requirements. This will reduce your stress and realise your payroll commitments.

  1. Seasonality is not taken into account 

If, for example, your business sells ice cream, there is a high probability that people will eat less ice cream during the winter months, thus your sales will decrease. On the contrary, during the summertime, your sales will increase exponentially and your business will boom.

In this example, it is imperative to, like the squirrel, put cash away during the summer months so as to provide for the leaner winter months when sales are down. In so doing, you will ensure that your business comfortably stays afloat during quieter times.

  1. Failing to plan for tax payments 

Tax planning is not always fun to discuss, but when the tax man knocks on the door, you want to be prepared and not suffer a heart attack. The sooner you make peace with having to pay tax and make proper provision for it, the sooner you will start to enjoy running your business.

  1. Unexpected expenses

There should always be an extra slice of pie dedicated to a large or unexpected expense. Business is unpredictable and things never go 100% according to plan. Never have just enough money to scrape by, make sure to build a buffer for those unforeseen events.

Solutions to overcome cash flow problems

  1. Open separate bank accounts

For many business owners, this is an easy and very practical step to start managing cash better. Start by opening a separate bank account,for the purpose to save for tax payments. Create a rule in the business that every time a client pays you, you will transfer a certain percentage to the tax savings account.

By doing this, you remove your tax money from your regular day-to-day business bank account. This will give you peace of mind that the money left in your day-to-day account is available to use as and when required.

You can open bank accounts for different purposes.  For instance, if you have to pay staff bonuses at the end of the year, you could initiate an account and save specifically for this purpose.

  1. Prepare a cash flow forecast

This is a difficult exercise, since predicting the future is not easy. However, the business owners that put in the time to do cash flow forecastsknow what to expect each month and reap the added benefit of having peace of mind, knowing that all outflows are provided for.

Cloud accounting software makes this calculation easier,  more understandable and accurate.

  1. Review your numbers
  • High overhead expenses

Overhead expenses are the costs of running a business that is not tied directly to selling a particular product or service. Examples of overheads expenses include items such as rent, telephone, utilities, etc. Sometimes overhead expenses get out of hand relative to the revenue of the business. High overhead expenses can hurt your business’ cash flow.

High overhead expenses are particularly challenging because they are persistent. These expenses affect your cash flow on an ongoing basis and will continue until the problem is corrected.

To address the problem you need to page through the overhead expenses on a regular basis and make sure each expense is still relevant and necessary for your business.

  • Insufficient gross profit margins

Small businesses sometimes sell their products and services atsuch low prices that they have little, or negative, gross margins. This scenario often happens in highly competitive environments with constant pricing pressures. It usually affects small business owners who do not have a clear understanding of their costs.

To address the problem, you need to go through all your products and services and calculate the gross profit margin for each. Next, you need to check where you can possibly raise prices. If you can’t raise prices, see whether you can cut back on costs without compromising quality.

  • Too much bad debt

Bad debt occurs when you sell a product or service to a client who does not pay. Bad debts cause clear harm to your cash flow and your profitability.

Make sure the take-on process of new customers is strict and that you obtain credit scores before selling to a customer on credit. Invoice reminders can also be a big help to get customers to pay on time.

  • Excess inventory

This problem can affect companies that manufacture goods as well as companies that resell goods. In both instances, warehouses are stocked with the product and if too much of the product is placed in stock and the stock turnover is too slow, the product ends up sitting on the shelf tying up cash and hence affecting cash flow negatively.

Fine-tune your inventory so that you only keep the minimum amount of stock for both the manufacturing and resell operations. The amount of product you keep in stock ideally depends on your sales volume, sales forecasts, available cash, and supplier capabilities.

Monitor inventory levels carefully. Having key products out of stock is a sure way to lose clients.

Think about cash flow regularly

Eat your frogs early in the morning.

Don’t put cash flow management off to deal with later. Get it done today and have peace of mind.

If you have any questions or require support with cash flow management please contact your Accountant or Financial Manager at Creative CFO.  Alternatively, if you are interested in receiving services from Creative CFO please get in touch.

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One of the main challenges for early-stage businesses in South Africa is access to funding. This is not as a result of a lack of available finance but rather due to a range of issues, including, but not limited to, regulations, complex finance application processes, and the economic climate. An important component to successfully financing your business’s growth is identifying what strategy is the most suitable for both you as the owner and for your business.

The following types of funding may be worthy considerations in determining how you are going to fund your next business concept or unlock growth in an existing business.

1. Angel Investors

An angel investor is a wealthy individual that provides funding in exchange for equity in the business. The investment may be made by a single investor or a group of investors that invest their personal finance in the growth of the business. These types of investors are referred to as ‘angels’ because they are willing to invest their personal funds into a higher risk business when no one else will.

Advantages

  • The right investor may have a more hands-on approach and provide value with relevant industry experience.
  • Private investors can react faster to ad hoc challenges and a changing business environment.
  • The investor may be ‘well-connected’ and introduce you to new opportunities.
  • The pace of the transaction from beginning to end is quicker.

Disadvantages

  • Emphasis must be on identifying an investor that is a ‘good fit’ for the business to avoid unhealthy business relationships.
  • The inclusion of such an investor may make it seem as if you have lost an element of control.
  • The investment opportunity will need to be one of high growth in order to attract such an investor.

2. Venture Capital

Venture capital is focused on early-stage businesses with high-growth potential. Funding is provided by a venture capital company or fund. There are more defined timelines with venture capital, in that, the venture capital company or fund invests in businesses with the intention of selling their stake for a profit after a certain period of time.

Advantages

  • The investment sizes are generally larger than investments made by angel investors.
  • Access to a network of investors with good business acumen.
  • Growth focused investors driving the performance of the business.
  • Seek a minority stake in the business (in most cases).
  • Opportunity to approach the venture capital company for additional funding rounds in exchange for more equity in the business.

Disadvantages

  • Increased pressure to meet performance targets. The venture capital company will maintain a watchful eye over the performance of the business and exercise pressure if financial performance is not satisfactory.
  • Difficult to meet the high-growth requirements needed to convince the venture capital company or fund that your business is investment worthy.
  • Strong competition from other businesses for obtaining venture capital funding.
  • Loss of control in strategic business decision making.

3. Private Equity

A private equity company or fund is money pooled from a group of investors with the purpose of investing it in investment-ready businesses that make for a promising investment opportunity. This usually involves an entire private equity firm and a group of people whose focus is to help the business grow.  Private equity, in comparison to venture capital, is aimed at more developed businesses, that have been trading for a longer period of time and as a result, the investment is considered less risky in nature.

Advantages

  • Access to a pool of investors with high expertise and sought after business acumen.
  • Relationships with private equity companies can be a driver of high growth.
  • Private equity deals provide large sums of funding.
  • Here the investor has a lot at stake (a lot of ‘skin in the game’) and is generally well incentivised to ensure that the business grows.

Disadvantages

  • Private equity funds usually invest with the intention of exiting after a period of time for a profit. The focus on the value that can be derived from the business is primarily in terms of profit.
  • It is unlikely that a private equity company will be looking for a minority stake – they usually seek a controlling stake and want to dictate how the business should be run.
  • The process of convincing the private equity company that this is a sound investment is likely to be time-consuming.

4. Debt Financing

Debt financiers may be able to assist with raising finance. In return for lending the money, the financier receives a promise to have the principal and interest repaid at an agreed future date.

Advantages

  • No equity is given-up.
  • Debt has a defined end (once you repay the total amount borrowed). Equity is indefinite in the sense that the investor will own a portion of your business.
  • You are not required to report to a group of investors regarding the performance of the business.
  • The financier doesn’t dictate business strategy or how the business should be run (all aspects of control are maintained).

Disadvantages

  • Lack of assistance from a person or group of people with good business acumen and high levels of expertise.
  • Collateral will need to be provided to secure the loan.
  • Lengthy and stringent application process.

5. Equity Funding through Private Network

Business owners approach their private network (referred to in the industry as  ‘friends, family or fools’) for funding in exchange for equity in the business. A private campaign differs from a campaign by way of a public offering in the sense that the investment opportunity cannot be offered to members of the public – the offer can only be communicated to a private group of investors. For example, emailing a defined group of investors in your network.

Advantages

  • Administratively less burdensome than an offer to the public.
  • Less compliance surrounding company structure than with the inclusion of a public company.
  • Formation of a business relationship with a group of people that are in your private network rather than people from the general public.
  • The pace of the transaction from beginning to end is quicker than with a public offer.

Disadvantages

  • One must be cautious regarding legislative requirements defining private offers and public offers.
  • Loss of publicity and the ‘hype’ associated with an offer made to the public.
  • Reliance on responsiveness from investors before one can discuss the investment opportunity in detail.
  • Your ‘reach’ in terms of the number of investors that you may contact is limited to your private network.

5. Equity Crowdfunding (Public Offering)

This is not your most traditional method of raising finance, however, equity crowdfunding is a topic that is receiving a lot of attention of late. The investment opportunity is not limited to a private group of people, the ‘crowd’ is much larger in the sense that the offer is made to the public. Businesses that have a large number of followers offer their ‘crowd’ ownership in their business. For the investor, the transaction may be more of an emotional one in that they want to support the business and see the brand succeed.

Advantages

  • Sell a piece of your business directly to your audience. Your customers hold equity in your business.
  • Added marketing benefits associated with a successful campaign.
  • Psychological influence of the ‘bandwagon effect’ – potential investors are excited by the investments that have already been committed.
  • Control of strategic decision making is maintained – a large number of people own a small portion of the business, rather than one or two investors dictating how the business should be managed.

Disadvantages

  • Limited track record in South Africa.
  • Stringent regulation surrounding offers to the public.
  • Time-consuming and administratively intense.
  • Where a campaign does not reach the intended target, the funds raised must be returned to the investors.

In a South African context, where SMEs really can be the drivers of improved economic performance, the question, “how can early-stage business owners grow their business”, is all the more prevalent.  If you are a business owner, you are fortunate in the sense that there are various options available to you. The strategy that you choose to adopt will largely determine whether you are successful or not, and more importantly whether you enjoy the process along the way.

If you have any questions or require support in determining how best to raise funding, please schedule a call.

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Gaining operational independence and control through two leading cloud-based systems: Dear Inventory and Xero Accounting

Business Type: Manufacturing

Industry: Building Materials

Size: 40+ employees, 2 locations

Region: South Africa

Integrations: Dear, Xero

Customers Since: June 2018

Website: www.thetilehouse.co.za

John Almon established The Tile House in 1988 – a hands-on family run business that sources and supplies high-quality tile products to the South African market.

In 2018 they decided to break away from a larger retail group and needed to become fully independent. This was their opportunity to move away from a centralised and bureaucratic laden  Enterprise Resource Planning (ERP) and migrate on to two comprehensive, understandable and affordable cloud-based systems, where real-time information is available, instantly.

The Tile House, subsequently approached Creative CFO’s systems experts to assist them with the implementation. With the Creative CFO’s deep technical knowledge and extensive experience in Dear Inventory and Xero Accounting, John and his management team could look forward to a seamless and stress-free systems implementation and roll out.

In this case study you will discover:

  • The key challenges the Tile House faced 
  • A deeper look into the key solutions Creative CFO offered and set up through Dear and Xero in order to solve their current problems
  • The Creative CFO Systems Implementation Process
  • Where to book a Creative CFO Systems Analysis

View the full case study to find out how Creative CFO successfully replaced and upgraded a full-fledged corporate group ERP with Dear and Xero.

Download The Tile House Case Study

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Method 3 – Manual Manufacture at the time of Assembly (finished goods represented in inventory)

The idea behind this approach is to buy in raw materials, track the quantity and value of those raw materials and then convert raw materials into tracked finished goods when you do an assembly in your workshop.

Xero transfers the value of the raw materials to the finished goods item so that when you sell a finished good Xero will automatically bring the cost of sales across from the inventory account.

You set this up by:

  • Creating tracked inventory items in Xero for all your raw materials
  • Creating tracked inventory items for your finished goods (similar to a service item)

The finished good is therefore represented in your inventory once you have done this process and will be visible on stock reports.

Method 3 Example – see video here!

You start the month with no stock.

  • Create the following tracked inventory items for your materials:
    • Bicycle frame
    • Bicycle wheel
    • Bicycle seat
  • Create the following tracked inventory item for your finished good:
    • Bicycle complete
  • Buy in quantities of tracked inventory items with the following prices:
    • Bicycle frame – QTY 5 at R750 each
    • Bicycle wheel – QTY 5 at R250 each
    • Bicycle seat – QTY 5 at R200 each

As Xero treats this as tracked inventory, you will see these values go directly to your balance sheet under inventory.

You’ll note that this should be enough to make 5 bicycles overall, with 1 frame, 2 wheels and 1 seat used in each assembly. This list is called thebill of materials as if you add up the numbers it should equate to R1400 of materials per completed bicycle.

Before you can make a sale of a tracked inventory item you must have stock of that item. Go test it, you will see in a sales invoice you can only create a draft and not an approved invoice for a complete bicycle.

So, let’s manufacture then.

We have two options to do this, one uses an invoice and one uses an inventory adjustment. Both work, the invoice method may be a bit quicker as you can do all the materials at once, the adjustment method does not leave a trail of ‘internal’ invoices.

  • Manufacture 3 bicycles from the materials using an Invoice method
    • Create a sales invoice and sell the correct amount of materials for 3 bicycles to the production contact. The selling price is Zero
      • Note the impact on the profit and loss report. There should be R1400 x 3 = R4,200 in ‘Manufacturing Costs (should be zero)’
    • Create a purchase bill for 3 complete bicycles from the production contact. You need to use the overall value of the costs produced b the step above divided by the number of bicycles. For example, using our numbers above you will purchase in 3 complete bicycles at R1,400 each.
      • Pay off the purchase to the ‘Manufacturing Costs (should be zero)’
        • Note the impact on the profit and loss report. There should be no ‘Manufacturing Costs (should be zero)’ amount remaining.
  • Manufacture 2 bicycles from the materials using an Inventory Adjustment method  
    • Sell the correct amount of materials for 2 bicycles to the production contact
    • Purchase 2 complete bicycles from the production contact

Now let’s do a sale

  • Sell 4 bicycles to a customer for R5,000 each  
    • Note the impact on the profit and loss report.
      • Sales of R20,000. Cost of sales of R5,600 (4 bicycles @ R1,400 each)
    • Note what remains on the balance sheet and your inventory reports
      • One complete bicycle @ a value of R1,400

Note, you must perform the either of the two manufacture options, invoice or inventory adjustment, after each actual assembly in your workshop otherwise you will not be able to sell the finished goods in Xero.

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