Helping clients manage a one-off cash flow hole

When was the last time your client’s forecasts ran true for the whole year? Cash flow rarely runs in a straight line nor according to the best laid plans.

Even the most profitable businesses can stumble when faced with an unanticipated expense.

These “one-off” costs can upset a client’s usual working capital cycle and, if not resolved, can cause unnecessary strain and have a knock-on effect in the longer term.

If you’re building your relationship with your client, you’re likely to be the first place your client goes when the unexpected happens.

Here’s how you can help them and calm their panic if the need arises.

The usual suspects

There are some costs that come around every year but never quite fit comfortably into monthly cash flow.

• Annual insurance premiums, for example, can be painful if instalments aren’t available.

• Professional subscriptions and licences often fall into the same category.

• Recruitment agency fees can be hefty but necessary

• If there’s a breakdown, there can be sudden equipment repairs or replacement costs.

Other “lumpy” expenses to consider

These can usually be anticipated in advance, but clients may not consider the cash flow implications in sufficient depth until it’s too late:

• Tax liabilities – VAT or corporation tax catch-up payments can be larger than expected.

• IT upgrades – new servers, cyber security systems, or essential software licences may require upfront investment, especially if you want a better deal.

• Premises costs – rent reviews, dilapidation charges at lease end, or business rates adjustments.

• Marketing spend – trade show exhibition fees, international events, or seasonal campaigns.

• Training and compliance – health & safety certification, ISO accreditation, or mandatory professional courses.

• Restructuring costs – redundancy payouts or consultancy fees during a reorganisation.

Any of these can land in a single quarter and create a cash flow “cliff edge”.

Your role as the adviser

For many business owners, these costs feel like surprises — but as accountants, we can help them build awareness and resilience.

Encouraging clients to map expected annual and irregular outgoings is a simple first step.

From there, you can guide them towards solutions: smoothing payments where possible, building contingency reserves, or identifying funding lines in advance so they’re not caught short.

And if they do find that something comes out of the blue, you can support them with sourcing a short-term working capital injection.

The takeaway

One-off costs don’t have to become cash flow crises. By nudging clients to think beyond the monthly P&L and anticipate those larger commitments, accountants can turn potential pitfalls into opportunities for better planning.

And that’s exactly the sort of forward-looking support business owners value the most.

So if your client needs to refinance existing commitments with a consolidation loan, or access new cash flow for their business, enter the funding case on the platform, or contact your Partnership Manager at partner.support@capitalise.com for more information.