If you want predictable, stress-free cashflow in construction, the secret isn’t working harder — it’s looking at the right numbers every week.
Not once a month. Not when you “get round to it.”
Weekly.

Construction cashflow moves fast: invoices, labour, materials, retentions, variations, delayed payments, VAT, CIS — all happening at different times. Without a weekly rhythm, cashflow surprises become cashflow crises.

At Thomas Emlyn Ltd, we teach construction owners the weekly habits used by profitable, stable firms.

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Why is a weekly cashflow review so important?

Weekly cashflow reviews give you early warning signs, help you spot overdue invoices sooner, show where money is leaking, and stop month-end panic. Construction moves too quickly for monthly reviews — you need a short, sharp, weekly snapshot to stay in control.

Weekly reviews prevent:

• Missing overdue payments

• Getting caught out by VAT/CIS deadlines

• Large supplier bills arriving unexpectedly

• Jobs running at a loss for too long

• Retentions being forgotten

• Month-end scrambling

The goal is visibility first, calm second, profit third.

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What should I review each week to stay on top of cashflow?

Each week you should check debtors, upcoming payments, cash on hand, job profitability, retentions, VAT/CIS exposure, and your 13-week cashflow forecast. These seven areas give you full visibility over what’s coming in, what’s going out, and whether jobs are generating enough margin.

1. Debtors (who owes you money)

This is the number one driver of construction cashflow.

Your weekly debtor report should show:

• 0–30 days

• 31–60 days

• 60+ days

• Retentions

• What’s been chased

• What needs escalating

If you’re not reviewing this weekly, you’re waiting too long.

2. Cash in the bank today

Simple but essential:

• What’s your current cash balance?

• How long will it last at your current burn rate?

• Are you above or below your buffer target?

This stops surprises.

3. Bills and payments due this week + next week

Look ahead 14 days.
Construction cashflow problems happen when payments cluster — wages + CIS + suppliers at the same time.

A weekly review prevents bottlenecks.

4. Invoices you need to issue

Unissued work = unpaid work.
Ask weekly:

• What’s completed that hasn’t been invoiced?

• What can be invoiced earlier?

• Are variations approved?

Speed of invoicing = speed of payment.

5. Retentions — tracked properly in Xero

Every construction firm should track retentions in Xero using:

• A separate retention account

• Proper dates

• Monthly visibility

Weekly review:

• What’s due soon?

• What needs chasing?

• What certificates are missing?

Retentions should never be a surprise.

6. Job profitability (WIP, overruns, underbilling)

Cashflow and job margins go hand-in-hand.

Each week, check:

• Labour vs expected

• Materials vs budget

• Gross profit per job

• Jobs that look like they’ll lose money

Weak margins today become cashflow pain in four weeks’ time.

7. Your 13-week cashflow forecast

This is your roadmap.
Review it weekly with actuals updated.

Questions to ask:

• Where will cash run tight?

• What happens if payments slip 7 days?

• What happens if a job moves back?

• When will VAT/CIS hit?

A great forecast doesn’t just show the future — it shapes it.

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How long should a weekly review take?

A proper weekly cashflow review should take 20–40 minutes when your systems are set up correctly. It’s short, focused, and gives you clarity for the entire week. With a VFO or accountant running the numbers, your review becomes even quicker and more strategic.

This is where construction owners regain control — in small, consistent habits, not huge, stressful tasks.

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What tools help you monitor weekly cashflow?

Use Xero for real-time numbers, Float or Fathom for forecasting, SimPRO or Xero Projects for job costing, and GoCardless for payments. When integrated, these systems give you a fast, accurate weekly picture of your business’s financial health.

Recommended stack:

When your numbers are clear, decisions become easy.

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What happens when you follow a weekly cashflow rhythm?

You eliminate surprises, reduce stress, improve margins, and gain confidence in every decision. Firms that follow a weekly review rhythm rarely face cashflow crises — because they always see problems before they happen.

Long-term benefits:

• Predictable month-end

• Stronger supplier relationships

• Less firefighting

• Better pricing decisions

• Faster growth

Weekly discipline builds financial stability.

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How Thomas Emlyn Ltd helps construction firms stay on top of cashflow

Our Virtual Finance Office (VFO) runs the entire weekly cashflow system for you:

We provide:

• Weekly debtor reports

• Weekly cashflow forecasts

• Job margin insights

• Retention tracking

• VAT/CIS planning

• Director-level reporting

You don’t have to become a finance expert — you just need a system that works.

We build it for you.

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FAQs

1. Why weekly and not monthly?

Construction cashflow moves too fast. Monthly is too slow. By the time you react, the problem is already here. Weekly reviews give you time to act.

2. Can I do this in Xero alone?

Xero covers the data, but cashflow forecasting tools like Float or Fathom make planning far easier. Most firms use a combination.

3. Should I involve my QS or operations manager?

Yes — job profitability and cashflow overlap. Weekly reviews help operational decisions as much as financial ones.

4. How soon will weekly reviews make a difference?

Most firms feel more confident within 2–4 weeks. Cash improves within 1–2 months when debtor chasing and invoicing tighten up.

5. What if I don’t have time for weekly reviews?

Then you probably need them more than anyone. A VFO can run the numbers and give you a 15-minute summary instead.

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Next Steps

If you want cashflow to feel predictable — not stressful — the answer is a simple weekly rhythm.

At Thomas Emlyn Ltd, we help construction owners build a finance system that delivers clarity, confidence, and stronger margins.

📞 Book a discovery call here and we’ll show you exactly what your weekly cashflow routine should look like.

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Thomas Emlyn Ltd
Stronger Margins – Healthier Cashflow – Sustainable Growth