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TinyBizTools

Cash Flow Calculator

Calculate your business net cash flow instantly. Free cash flow calculator — track income, expenses, and net cash flow. No signup.

Income Sources

1 source
$

Expense Categories

3 categories
$
$
$
$

Ready to calculate

Enter your income and expenses above to see your net cash flow.

How to Use This Cash Flow Calculator

  1. Add your income sources — enter a label (e.g., “Sales Revenue”) and the dollar amount for each source of cash coming into your business.
  2. Add your expense categories — enter a label (e.g., “Rent”) and the dollar amount for each category of cash going out.
  3. See your results instantly — the calculator shows your total income, total expenses, net cash flow, and a breakdown of where your money goes.
  4. Add or remove rows as needed — use the ”+” button to add more sources or categories, and the “x” to remove them.

The calculator auto-updates as you type, so you see the impact of every change in real time.

The Formula

Net Cash Flow = Total Income − Total Expenses

Expense % = (Category Amount ÷ Total Expenses) × 100

Example: A bakery’s monthly cash flow:

  • Income: Sales Revenue $15,000 + Catering Income $3,000 = $18,000 total income
  • Expenses: Rent $2,500 + Payroll $8,000 + Supplies $3,500 + Utilities $500 = $14,500 total expenses
  • Net Cash Flow: $18,000 − $14,500 = $3,500 positive cash flow
  • Biggest expense: Payroll at 55.17% of total expenses

Cash Flow vs. Profit — Why Both Matter

Many business owners focus solely on profit and ignore cash flow. That is a mistake. Here is why they are different:

Cash FlowProfit
What it measuresActual cash in and outRevenue minus expenses
Includes non-cash items?NoYes (depreciation, amortization)
TimingWhen cash actually movesWhen transactions are recorded
Can be negative while the other is positive?YesYes
Best forDay-to-day survivalLong-term health

Key rule: Cash flow is about survival; profit is about growth. You need both.

A business with $100,000 in monthly revenue and $90,000 in expenses is profitable. But if customers pay on 90-day terms and suppliers demand payment in 30, you can run out of cash despite being profitable.

Common Expense Categories for Small Businesses

CategoryTypical % of RevenueNotes
Payroll & benefits25–50%Usually the largest expense
Rent & facilities5–15%Varies heavily by location
Cost of goods sold20–40%For product-based businesses
Marketing & advertising5–15%Higher for growth-stage businesses
Utilities & technology3–8%Internet, software, phone, electricity
Insurance1–5%Business, liability, workers’ comp

Frequently Asked Questions

What is cash flow?
Cash flow is the net amount of cash moving into and out of a business during a specific period. Positive cash flow means more money is coming in than going out. Negative cash flow means you are spending more than you earn — a warning sign that requires immediate attention.
Net Cash Flow = Total Cash Inflows − Total Cash Outflows. Add up all money coming in (revenue, loans, investments, refunds) and subtract all money going out (rent, payroll, supplies, utilities, loan payments). The result is your net cash flow for that period.
Profit is an accounting concept — revenue minus expenses, including non-cash items like depreciation. Cash flow is the actual money moving through your bank account. A business can be profitable on paper while having negative cash flow (e.g., if customers pay late or you carry heavy inventory). Conversely, a business can have positive cash flow but be unprofitable (e.g., from selling assets or taking on debt).
Most small businesses benefit from weekly cash flow reviews. At minimum, review monthly. If your business has tight margins, seasonal swings, or is growing quickly, weekly or even daily monitoring helps you catch problems before they become crises.
A cash flow ratio (operating cash flow divided by current liabilities) above 1.0 means your business generates enough cash to cover its short-term debts. A ratio above 1.5 is considered healthy. Below 1.0 is a warning sign — you may need to cut costs, accelerate collections, or secure additional financing.
Yes — this is one of the most common reasons small businesses fail. You can have strong sales and healthy margins but still run out of cash if customers pay on 60- or 90-day terms, you stock too much inventory, or you invest heavily in growth. This is why monitoring cash flow separately from profit is essential.

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