How Business Owners Should Run Weekly Cash Flow Meetings with Their Accountant

Keep Your Finger on the Pulse Without Getting Lost in the Weeds

Your business is growing. Customers are coming in. Opportunities are everywhere.

But behind the scenes, cash flow can quietly make—or break—your next move.

Smart founders know that managing cash flow isn’t just the accountant’s job. It’s a leadership discipline. And one of the most powerful tools you have is a simple, regular cash flow meeting.

So…how should a founder or CEO actually run these meetings?

In this article, we’ll show you exactly how to structure a weekly cash flow meeting with your internal accountant—so you stay informed, confident, and prepared for anything.

Why Weekly Cash Flow Meetings Matter

Here’s why cash flow meetings are non-negotiable for founders:

✅ Catch problems early. Small issues don’t turn into crises.
✅ Stay nimble. You’ll make better decisions on spending, hiring, and growth.
✅ Reduce anxiety. No more gut-level guesses about whether you can afford payroll.
✅ Strengthen trust. Your team knows cash flow is a shared priority.

How to Prepare for the Meeting

Don’t walk in blind. Before the meeting, ensure your accountant has prepared:

• A rolling cash flow forecast (at least 13 weeks ahead)

• A summary of major cash inflows/outflows from the past week

• Updates on Accounts Receivable (who owes you money)

• Updates on Accounts Payable (who you owe money to)

• Any variances vs. last week’s forecast

The 6-Part Agenda for a Great Cash Flow Meeting

Keep the meeting short, focused, and actionable. Aim for 30-45 minutes max. Here’s a simple agenda:

1. Quick Review of Current Cash Position

• What’s the bank balance right now?

• Any unexpected changes since last week?

This anchors the conversation in reality.

2. Review of Cash Inflows

• Which invoices were paid last week?

• Are any big payments delayed?

• New sales coming in soon?

3. Review of Cash Outflows

• Any unexpected expenses?

• Big payments coming up this week?

• Tax obligations approaching?

4. Forecast Updates

• Review the updated 13-week cash forecast.

• What’s changed from last week’s forecast?

• Is the runway longer, shorter, or the same?

5. Discuss Risks and Scenarios

• Any customers showing signs of delayed payments?

• Are costs increasing anywhere?

• Do we need to model a worst-case scenario?

6. Action Items & Decisions

• Any immediate actions needed? (e.g. chase invoices, delay spending)

• Any founder decisions required on cash allocation?

• What will be updated for next week’s meeting?

Questions Founders Should Ask

Don’t just sit back and listen. As a founder, you should ask:

• “Are there any red flags we should be worried about?”

• “If sales drop by 20%, what happens to cash?”

• “Are there customers consistently paying late?”

• “Which expenses could we delay if needed?”

• “Is our forecast realistic, or too optimistic?”

Your accountant might be hesitant to share bad news. Dig deeper and create a safe space for transparency.

Red Flags to Watch For

Be alert if your meetings reveal:

❌ Cash balances declining week after week
❌ No updated cash forecast available
❌ Significant variances between forecast vs. reality
❌ Customers regularly paying later than terms
❌ Silence or defensiveness from your accountant

These are signals that cash management needs immediate attention.

Key Takeaway

Running weekly cash flow meetings isn’t about micromanaging your accountant. It’s about leading your business with eyes wide open.

A founder who knows the cash position, understands the forecast, and acts proactively can:

✅ Avoid surprises
✅ Grow confidently
✅ Sleep better at night

Remember: Cash flow is your company’s oxygen. Make your weekly meetings the heartbeat that keeps it flowing.

Call to Action

Want a cash flow meeting agenda template you can share with your accountant? Drop a comment or reach out—we’d love to help you run cash meetings like a pro.