13-Week Cash Flow Tracker process

This document outlines a structured, three-phase weekly cash forecasting process. Its purpose is to enable management to clearly understand and monitor the company’s current cash balance and runway. The phases include updating job data and bank balances, validating updates with the General Manager, and generating a detailed weekly cash flow report for management review.

3 phases to this process:

1. Phase 1: Updating the 13-week google tracker new jobs, costs and bank balances
2. Phase 2: Conducting a call with the GM to confirm and make all updates on open jobs
3. Phase 3: Create 13-week cash flow report that gets sent to management

Phase 1

Step 1: Open & Update the 13-Week Tracker

1. **Open the 13-week Tracker Google Sheet**.
2. Open Quickbooks
3. Update Bank Balance:
   • Enter the bank balance into the appropriate cell on Row 7 in the "Actuals" tab.
4. Adjust Dates & change colors:
   • Move dates forward to reflect the new week on both "Actuals" and "Projections" tabs.
   • Make the actuals column from last week gray

Step 2: Exporting and Reviewing Job Data from Service Titan

1. Log in to Service Titan & Export Jobs Data:
   • Navigate to this Jobs report, sort by Job Number so the oldest jobs are at the top
   • export job data from the past 90 days.
   • Open the excel sheet you just exported
2. Transfer New Jobs to 13-week Tracker Google Sheet**.:**
   • Navigate to “PASTE new jobs here” tab in the google sheet
   • Compare the jobs listed in the Excel file against the jobs listed in the "Paste Data" tab of the Google Sheet to identify new jobs since last week.
   • Copy ONLY new jobs since last week
   • Paste these into the "Paste Jobs" section of the Google Sheet at the very bottom.
   • This will automatically update the “Job tracking” tab at the bottom with a bunch of jobs that now have a “not reviewed” status
3. Update status in 13-week Tracker Google Sheet on Job tracking tab
   • Navigate to the "Job tracking" tab in the Google Sheet.
   • Confirm all newly pasted jobs have a "Not Reviewed” status in column H (Finance Status column)
   • Update all other jobs from the last 90 days, those will be jobs with the following statuses:
     • Job In Progress, Job In Negotiation, Awaiting Payment, Payment Received
     • example;
       • if a previous job has received payment in the last week, then change the status and move the dollar value from A/R balance column, into Payment Received column
       • if a job has moved from in negotiation to invoiced, then update the status and move the balance over to the right column
     • It’s OK if you don’t have perfect information, as we will confirm everything with the General Manager on our Tuesday call

Step 3: Reviewing Costs

• Review all listed costs at the bottom of the sheet in the cash outflows section