Tired of Spending Money on Unanticipated Expenses?

Winning vs failing when using software

Are you throwing money at it?

It’s that time of year. The crazy time when everyone is pegged to their max capacity. Demands and issues come at you from every direction.

…and sometimes, the easiest thing to do is to just throw money at the problem.

Which is cool and all. …as long as your budget accounts for it! As long as you’re not spending money that was supposed to be your profit!

My goal for today’s article is to prompt you to do one thing: review your expenses so far this year and compare them against your budget. Your goal is to find any actual expenses that are more than you had budgeted for, back when you built your budget at the beginning of the season.

For example, you had anticipated spending $20k on fuel this year. It’s only May, and you’ve already spent $14k. If you take that $14k and calculate what you’ve been spending monthly so far this year, you can get an idea of what you’ll ACTUALLY spend by the end of the year.

Being it’s mid-May, we’ll say we’re 4.5 months into the year. $14k divided by 4.5 is $3,111/month. Take that X 12 and you get $37,333, which is your annual total for this expense (if you continue spending at the same monthly rate for the rest of the year)

$37,333 minus the $20,000 that you had projected you’ll spend is a difference of $17,333.

Who pays for that $17k difference?

You do.

What was supposed to be your profit goes to pay for that.

And we’re only talking about one single line item in this example so far. If you get a couple of line items that are off… this is where you get to the situation where you work like an animal all year and get nothing to show for it. Less profit than you anticipated. Or worse, no profit. No capital left to invest in your business growth, equipment, or hiring someone to share your workload.

No money to hire someone

When you have no money to hire people to share your workload, you end up in this vicious cycle where you are the bottleneck, everything runs through you, and you have no money to hire someone to delegate. Stripping you of the ability to free up your brain energy to focus on the business, not in the business.

It’s easier to end up in this situation than not. Another way of saying it is it takes an intentional focused effort to not spend the money that was supposed to be profit on expenses. That “effort” means: checking your actual company expenses against your projected budgeted expenses, and adjusting and tweak as needed.

I have a friend that grew his business really quickly in a short amount of time. He doubled his gross revenue in under a year.

What happens when you double your revenue?

Well, your business grows. Which means your expenses grow.

My friend didn’t do the “budget check”, and by mid-season, he was having a cash flow crunch.


He was spending what was supposed to be profit on increased overhead expenses that were needed to fuel the growth. And, the quotes he was sending out were based on markups and calculations of his now out-of-date budget. Meaning every quote he was sending out was not priced correctly, and every job he won just compounded the worsening situation. The quotes were not priced high enough to cover his increased overhead expenses and have a net profit left over.

Thankfully the solution was easy. We did a quick analysis of the budget his quotes were based on, compared that to his actual expenses, found the issues, tweaked them, updated the budget, and were done.


Cash flow problem solved

Now the next quote he built was in tune with reality, based on an accurate up-to-date budget, priced to cover all expenses and generate a net profit.

The cash flow problem is solved.

So, don’t wait until you have a cash flow problem to go into firefighting.

Just check your budget against actual expenses on your Profit & Loss statement from QuickBooks every so often throughout the year, and problem-solving.

A ton of stress and headache averted.

If you are constantly tight on cash flow, it’s very likely you are experiencing this exact scenario. Tight cash flow is a symptom of budgets being out of whack, which puts your quotes/pricing out of line, and dries up your cash flow.

If you are a SynkedUP customer and would like a set of experienced eyes looking over your shoulder as you review your budget, just book a call with our expert team here: Mid-Season Budget Check-In. These calls are free to you as a SynkedUP customer, you can request them any time you want. Our Customer Success team will be sending out another email to owners soon as a reminder to book this check-in with us.

If you aren’t a SynkedUP customer, we got good news for you too. Book a call on this link, on this call give us the rundown of your situation, and we’ll connect you with our free resources to build your very own budget. If you want the paid version with the extra benefits, we can discuss that as well. No pressure. We’re here to meet you where you are and add value. Book a call with us here

Have you lived through a situation similar to my friend’s? I’d like to hear your story. Maybe you’re living through that very situation now.

Hit me up in the comments and let’s connect.



Weston Zimmerman
CEO and co-founder

Leave a Reply

Your email address will not be published.

See SynkedUP in action

Learn how you can use SynkedUP to power your landscaping business, with scheduling and time tracking, materials, costs, billing info for service tickets, and more.

Related Articles

See SynkedUP in action

Learn how you can use SynkedUP to power your landscaping business, with scheduling and time tracking, materials, costs, billing info for service tickets, and more.

Leave a Reply

Your email address will not be published.