You’re riding high, knowing you’re all set to crush your bills, cover payroll, maybe even treat yourself to that new office espresso machine you’ve been eyeing. And just when you’re feeling like nothing at all could possibly bring down your “I’m killing this” vibe—surprise!
That big client payment you were counting on? Still “processing.”
Your account balance? A little lighter thanks to a stack of fees you didn’t notice.
And that quarterly tax bill? Due tomorrow, just like the assignment in all those high school nightmares you still get years later.
It’s the kind of thing that throws off your whole rhythm—not because your business is broken, but because you’re not catching the issues early enough.
The solution isn’t more stress, it’s better visibility. And that starts with knowing the most common ways cash flow catches business owners off guard.
Here are 7 of the most common cash flow surprises, and how to spot them before they bite.
1. The Lump-Sum Deposit Illusion
“Looks like we had a great day!” (You didn’t.)
Let’s say you see a $12,000 deposit hit your account. You breathe a little easier. Sales are up, you assume.
But that lump sum might actually include:
A week’s worth of transactions
Processing fees already skimmed off the top
Refunds or chargebacks waiting to clear
Payouts for services you haven’t fulfilled yet
It feels like cash in hand—but only part of it is usable. Without clear breakdowns, you end up making decisions based on the wrong numbers.
Avoid the trap:
Break down deposits by source and timeline. What cleared, what’s still pending, and what’s already spoken for? Better yet: build a daily or weekly habit of looking beneath the surface.
2. The Silent Fee Drain
ACH fees, bank fees, platform fees—they add up fast.
Fees are rarely the reason a business fails. But they’re often the reason your balance is lower than expected.
Especially with ACH payments or merchant processors, those “minor” per-transaction charges quietly siphon off cash in the background. And because they’re baked into other line items, they often go unnoticed until it’s too late to recoup or renegotiate.
Avoid the trap:
Review your statements regularly—not just your account balance. Look for recurring ACH charges, wire transfer fees, overdraft or NSF penalties, and monthly maintenance costs. If you spot fees that seem high or unnecessary, explore lower-cost options that better fit your transaction volume and cash flow patterns.
3. The Delayed Reconciliation Problem
If you’re only catching problems after month-end close, you’re always a step behind.
Reconciliation is where you finally see the truth—but if you’re only reconciling once a month, you’re constantly flying blind.
You might not notice an unpaid invoice, a vendor double-charge, or a subscription that’s been quietly renewing since 2022. And by the time you do notice? You’re reacting instead of adjusting.
Avoid the trap:
Shorten the loop. The more real-time your visibility, the fewer “how did this happen?” moments you’ll have. Whether that’s through automated bank feeds or weekly check-ins, don’t wait until month-end to find out what went wrong.
4. The “Forgot It Was Tax Season” Moment
Tax time isn’t a surprise—but the size of the bill often is.
You knew taxes were coming. What you didn’t know (or remember) was how much.
Maybe your estimated payments were too low. Maybe you had a better quarter than expected. Maybe your accountant emailed you last week, but you were buried in work and missed it.
Suddenly, a five-figure tax bill is due tomorrow—and it’s pulling from cash you thought was earmarked for growth.
Avoid the trap:
Build tax reserves into your monthly cash plan, not just your annual prep. Automate transfers into a separate account if needed. Out of sight, but ready when you need it.
5. The Untracked Spend and Team Swipes
A little spend here, a little there… and suddenly $4,000 is gone.
When multiple people are making purchases—especially on shared cards—it gets easy to lose track of what’s been spent, what’s been categorized, and what’s been reimbursed.
The result? You think you have $12,000. But once all those transactions settle and get reconciled, you’ve got $8,000 and a headache.
Avoid the trap:
Get granular. Set clear spending limits. Use separate cards for different expense types or team members. The more you can segment spend, the easier it is to track—and the fewer surprises you’ll see at the end of the month.
6. The Client Payment Delay That Wrecks Your Forecast
It’s not lost revenue, it’s just not here yet. And that’s the problem.
It happens all the time: You send the invoice. You expect payment in 30 days. But it turns into 45… then 60. Or the client goes silent and you’re left nudging them over email while trying not to sound desperate.
Even if the money eventually comes in, the timing mismatch can derail your plans. You end up dipping into reserves or delaying decisions—not because you’re unprofitable, but because your cash just isn’t showing up when you need it.
Avoid the trap:
Keep a close eye on aging receivables, and flag anything that goes past terms. If you can, automate reminders, offer early payment incentives, or collect payment info upfront to reduce the lag. The goal isn’t to chase clients, it’s to create a system where payments come in when they’re supposed to.
7. The Unplanned Equipment or Maintenance Hit
The truck breaks down. The oven fails. Your laptop screen flickers and never comes back.
Unexpected maintenance and repair costs are part of doing business, but that doesn’t make them any less disruptive. When essential equipment fails, it’s rarely something you can defer. And the costs can be high: parts, service, downtime, even rentals.
These expenses don’t just hurt in the moment. They hit hardest when you’ve already committed your cash elsewhere, leaving you scrambling for short-term coverage.
Avoid the trap: Set aside a reserve for maintenance and repairs, even if it’s small at first. This doesn’t have to be fancy budgeting. Just earmark a percentage of cash each month for “oh no” moments. You’ll thank yourself the first time something breaks and it doesn’t take your whole week with it.
Visibility First, Panic Later (Or Not at All)
None of these issues are rare. They’re the exact kind of everyday surprises that slowly wear down your sense of control—until you’re constantly reacting and never ahead.
Most of them are preventable, but only if you have the systems and habits to spot what’s happening before it lands in your lap.
At Relay, we’re building tools to help small business owners get ahead of their cash flow, not chase it. Because when you can see problems early, you can address them without the scramble.
Relay is a financial technology company and is not a bank. Banking services provided by Thread Bank, Member FDIC.
