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Cash Flow Made Easy: Use ChatGPT to Build a Forecast Like a CFO

The Importance of Cash Flow Management (And How to Build a Forecast with AI Like a Pro)

Cash flow is the oxygen of your business — without it, even profitable companies can crash. Whether you’re growing, coasting, or fighting to stay afloat, mastering your cash position is non-negotiable. The good news? You no longer need to be an Excel wizard to build a professional forecast. AI tools like ChatGPT now make it easier than ever.

In this guide, we’ll show you:

  • Why cash flow forecasting matters
  • What to track and how to do it properly
  • A ready-to-use AI prompt to create a 13-week forecast using ChatGPT + Xero data

Why Cash Flow Management Matters for SMEs

Most small businesses fail not because of poor ideas — but because they run out of cash. Here’s why forecasting matters:

See the Future

A 13-week forecast gives you forward visibility so you can spot cash gaps before they happen, plan spending, and act decisively.

Make Smarter Decisions

With weekly insight into income and outflows, you can confidently make hiring, marketing, and purchasing choices — without flying blind.

Track Performance

Your cash flow forecast becomes a dashboard for runway, burn rate, and financial health — far more dynamic than a static P&L.

What You Need to Build a 13-Week Forecast

To get started, you’ll need these 5 standard exports from Xero (or your accounting system):

  1. Trial Balance
  2. Bank Summary
  3. Profit & Loss (last 6 months)
  4. Aged Receivables
  5. Aged Payables

Save each file with this exact naming:

  • Trial_Balance.xlsx
  • bank_summary.xlsx
  • pnl_last_6_months.xlsx
  • aged_receivables.xlsx
  • aged_payables.xlsx

The ChatGPT Prompt to Build a Forecast Like a Pro

Here’s a bulletproof prompt that creates a working Excel forecast with formulas, groups, and even a chart:

Copy-Paste This Prompt into ChatGPT:

You’re my virtual FP&A assistant. I want you to create a 13-week cashflow forecast like Xero’s “Cash Summary” using the Excel files I will upload.

📁 Files to upload:

  • Trial_Balance.xlsx (account types)
  • bank_summary.xlsx (opening cash)
  • pnl_last_6_months.xlsx (historical income/expenses)
  • aged_receivables.xlsx (incoming payments)
  • aged_payables.xlsx (outgoing payments)

🎯 Requirements:

  • One Excel tab: 13 Week Forecast
  • Columns: Week 1–13 + Total
  • Group by: Income, Operating Expenses, Other Cash Movements
  • Include: Opening & Closing Balances, Net Cash Movement
  • Show Burn Rate & Runway in summary
  • Use formulas (not hardcoded totals)
  • Add line chart for Closing Balance

This generates a clean, professional cash flow model you can update every week.

What Your Forecast Will Include

  • Revenue projections based on past 6 months
  • Weekly AR & AP logic (split over 3 weeks)
  • Cash summary view with a trend chart
  • Burn rate + runway insights for strategic decisions

Pro Tips from a CFO

  • Update weekly: Use Monday data drops for rolling visibility
  • Adjust timing assumptions based on your real payment trends
  • Highlight risks with conditional formatting in Excel
  • Use it in board meetings to replace outdated P&L discussions

Need Help Implementing This?

At Acceler8 Partners, we build and interpret forecasts that fuel better decisions — without the jargon. We can even build the model with you using your Xero data and ChatGPT access.

Book a cash flow clarity session to get started.