Calculating cash flow: formulas, methods & examples

Key takeaways

• Basic cash flow formula: Cash flow = cash inflows minus cash outflows. This lets you see how much money is actually flowing in or out during a period.
• Cash flow can be calculated directly via actual cash inflows and outflows or indirectly from the net income. The indirect method adjusts for non-cash items and changes in working capital.
• The operating cash flow (OCF) shows whether the core business is self-sustaining. The free cash flow (FCF) is simply calculated as operating cash flow minus investments.
• The discounted cash flow (DCF) is not a type of cash flow itself, but a valuation method. It shows what expected future cash flows are worth today.
• For real estate, the simplified rule is: cash flow = rental income minus non-recoverable operating costs minus debt service. If you have multiple accounts, scenarios, or real-time data, software is better than Excel.

Why should you calculate cash flow?

Because revenue is not the same as money in the bank. A full order book is of little use if invoices are paid weeks later. Cash flow makes exactly this gap visible. Current data shows how relevant this is: 61% of small businesses worldwide struggle with cash flow problems (QuickBooks, 2019). At the same time, the payment gap in European B2B business has continued to widen: in 2026, invoices were paid on average about 20 days later than agreed (Intrum, 2026).

When you calculate cash flow, you answer three key questions: Can the core business sustain itself? How much money remains available for investments and debt service? And at what point does a cash bottleneck loom? We explain in detail what cash flow is and the different types of cash flow in our pillar article Cash Flow: Definition, Importance, and Types. Here, the focus is on the actual calculations.

The cash flow formula at a glance

The basic cash flow formula is simple: you subtract all cash outflows of a period from all cash inflows. In practice, there are two ways to do this: the direct and the indirect method. Both can determine operating cash flow, but they use different source data.

Basic cash flow formula

Cash flow = Total cash inflows − Total cash outflows

Direct method: Operating cash flow = Cash inflows from sales − Cash outflows to suppliers, employees, and other operating expenses.

Indirect method: Operating cash flow = Net income + Non-cash expenses/income ± Changes in working capital.

Which method you choose depends primarily on the data you have available. If you only have the annual financial statements, you usually use the indirect method. If you have access to real-time payment data, the direct method is more accurate and practical. We will now look at both in detail.

Calculating cash flow using the indirect method

The indirect method is frequently used in the cash flow statement, especially for cash flow from operating activities. According to DRS 21, operating cash flow can be presented directly or indirectly; however, cash flows from investing and financing activities are generally reported directly (DRSC, 2023).

With the indirect method, you start with the net income and adjust it for items that influenced profit without actual money changing hands. You also account for changes in working capital, such as receivables, inventory, and operating liabilities. This is how you get from the accounting result to the actual cash flow from ongoing business.

Indirect method: step by step

• Take the net income or net result as the starting value.
• Add depreciation and other non-cash expenses, as they reduce profit but do not cause a cash outflow.
• Subtract non-cash income, as it increases profit but does not trigger a cash inflow.
• Add increases in provisions, subtract decreases in provisions.
• Subtract increases in receivables and inventory, as this ties up cash. Decreases are added.
• Add increases in operating liabilities, as this provides short-term liquidity. Decreases are subtracted.

Example: calculating the indirect method

A company reports a net income of €150,000. Added to this is depreciation and amortization of €50,000. At the same time, trade receivables have increased by €20,000 because customers paid later.

Operating cash flow therefore amounts to €180,000. Depreciation and amortization are added back because, while they reduce profit, they do not cause a cash outflow. The increase in receivables is deducted because that cash is still held by customers. This example demonstrates why cash flow and profit can diverge.

Calculating cash flow using the direct method

The direct method compares the actual cash inflows and outflows of a period directly, without taking the detour through net income. The result is particularly transparent, but it requires clean, up-to-date payment data. For this reason, it is primarily used internally for ongoing management.

Typical inflows and outflows:

• Inflows: Revenue from product and service sales as well as the settlement of outstanding receivables.
• Outflows: Wages and salaries, supplier invoices, rent, taxes, and other ongoing operating costs.

Example: calculating with the direct method

In a single month, a company receives €500,000 from sales and pays €300,000 for materials, payroll, and operating costs.

Operating cash flow amounts to €200,000. The advantage: you can immediately see which cash flows are driving the result. The drawback: the method is only as good as the data quality in your accounting records.

Direct vs. indirect method compared

Calculating operating cash flow

Operating cash flow (OCF) is the cash flow from ongoing core business operations and is one of the most important cash flow metrics. It shows whether the business model is self-sustaining. It can often be calculated indirectly from net income by accounting for non-cash items and changes in working capital.

Formula: operating cash flow (indirect)

OCF = Net income + Depreciation + Increase in provisions − Increase in receivables − Increase in inventory + Increase in operating liabilities

A worked example with several adjustment items:

Operating cash flow therefore amounts to €130,000. Depreciation, amortization, and increases in provisions are added back because they reduce profit without initially causing a direct cash outflow. Increases in receivables and inventory are deducted because they tie up working capital.

Gross and net cash flow: before or after taxes?

Whether cash flow is viewed before or after taxes depends on the chosen definition and calculation. For liquidity planning, it is crucial to know which taxes were actually paid, as these are real cash outflows. Therefore, in practice, you should always check whether your cash flow calculation already accounts for income taxes paid or if you need to deduct them separately.

If you also want to factor in paid income taxes of €30,000 in this example, the simplified calculation is as follows:

Operating cash flow after taxes = €130,000 − €30,000 = €100,000

This is not an additional type of cash flow, but rather a perspective on the same figure before or after tax payments.

Calculating Free Cash Flow

Free cash flow (FCF) shows how much cash remains freely available after day-to-day operations and capital expenditures (CapEx). It can be used to service debt, pay dividends, build reserves, or fund further growth. This makes it a crucial indicator of financial flexibility and a core foundation of business valuation.

Formula: free cash flow

Free Cash Flow = Operating Cash Flow − Capital Expenditures (CapEx)

Example: Operating cash flow is €130,000. During the same period, the company invests €50,000 in a new machine.

That leaves €80,000 freely available. A stable or growing FCF is considered a sign of sound corporate management. A negative FCF is normal during growth phases, but it should be planned intentionally. For early-stage companies, the metrics Burn Rate and Cash Runway are also key in this context.

Calculating Discounted Cash Flow (DCF)

Discounted cash flow (DCF) is not a distinct type of cash flow, but rather a valuation method. The discounted cash flow method is used to determine the present value of future cash flows (Gabler Wirtschaftslexikon). In short, it answers the question of what expected future cash flows are worth today.

The basic idea: money that will only be received in a few years is worth less today than money that is available immediately. Therefore, future cash flows are discounted to their present value using an interest rate.

Formula: discounted cash flow

DCF = Σ [ Free Cash Flow in year t / (1 + i)^t ]

i = discount rate or cost of capital
t = year
Σ = sum over all years

DCF example: is a new production facility worth it?

A medium-sized household appliance manufacturer is evaluating a new production facility. The investment costs €5 million and has a lifespan of 10 years. An annual free cash flow of €1.8 million is expected, for example through additional cash-effective earnings and cost savings. The discount rate is 8%.

Each future cash flow is now discounted to its present value. The first few years illustrate the principle:

Over 10 years, the discounted cash flows total around €12.08 million (present value annuity factor 6.71 × €1.8 million). Since this present value is significantly higher than the initial investment costs of €5 million, the net present value is positive:

Net Present Value = €12.08 million − €5 million = €7.08 million

The investment is therefore financially attractive.

Other DCF use cases

The same logic can be applied to very different types of investments. It is always about discounting future cash flows and comparing them with the investment costs:

• E-commerce, new warehouse and logistics center: expected cash flows from lower shipping costs, higher revenue due to shorter delivery times, and fewer returns. Discounting shows whether the expansion pays off. Learn more in our solutions for e-commerce. Marketing agency, automation software: expected cash flows from less time spent per project, potential new clients, and better customer retention. The DCF makes profitability visible. See our matching solutions for agencies.

Calculating cash flow for real estate

In real estate, cash flow measures how much money a rented property actually generates after operating costs and debt service. It is a key metric for determining whether a property pays for itself through current income or whether you need to contribute money every month.

Formula: Real estate cash flow (pre-tax)

Cash flow = Rental income − non-recoverable operating costs − debt service (interest + principal repayment)

Example for a rented condominium, annual figures:

The property generates a positive cash flow of €7,000 per year. A positive figure means the property is self-sustaining from a cash flow perspective. A negative figure—often referred to as a cash-drain property—can still be worthwhile if capital appreciation or tax benefits make up for it. However, it must be financed deliberately.

Cash flow calculation in Excel

For individual properties or straightforward setups, a spreadsheet is often enough. In Excel, you create a line item for each entry, such as cash inflows and outflows, and sum them up at the end. A ready-to-use cash flow planning Excel template takes care of the setup for you.

Excel is cost-effective and flexible, but it reaches its limits as soon as multiple accounts, scenarios, or real-time data come into play. At that point, the manual maintenance effort increases significantly, and errors creep in more easily.

Calculating cash flow with software

As your business grows, manual calculations become a burden. Yet 72% of treasury professionals still build their cash flow forecasts manually (PYMNTS, 2022), which is time-consuming and error-prone. Dedicated software automates calculations, connects your bank accounts, and provides an up-to-date picture rather than just a backward-looking view.

Practical tip from everyday finance

“Knowing the formula is one thing. In practice, efforts usually stall when it comes to continuously maintaining numbers across multiple accounts.” A tool like Tidely connects your bank accounts, categorizes payments automatically, and delivers your first cash flow forecast in about 15 minutes, including a 13-week forecast with a single click. This transforms a one-off calculation into ongoing, proactive cash management.

The greatest value lies in scenario analysis: you immediately see how an investment, a dip in sales, or a delayed payment impacts your cash flow. We explore the methodology behind this in our article on scenario planning and forecasting.

Automation is also gaining traction in cash management: in the 2025 Time-to-Cash Report, PYMNTS Intelligence reveals that digital workflows, automation, and AI-driven forecasting significantly accelerate cash flow processes, with 71% of surveyed companies reporting cash flow improvements (PYMNTS Intelligence, 2025).

Cash flow calculator: calculate it yourself quickly

For an initial assessment, a simple calculator is sufficient. Enter your receipts and disbursements, and you will get the cash flow for the period. For operating cash flow, use the indirect formula: net income plus non-cash items, adjusted for changes in working capital. For free cash flow, subtract the investments.

Quick formulas for calculating it yourself

1. Simple cash flow: Cash inflows − Cash outflows
2. Operating cash flow: Net income + Depreciation ± Changes in working capital
3. Free cash flow: Operating cash flow − Capital expenditures

Conclusion: Calculate and actively manage your cash flow

Calculating cash flow isn't about complex math; it's about using the right formula and clean data. The indirect method is best for deriving figures from financial statements, while the direct method is ideal for day-to-day management. Free cash flow can be derived from operating cash flow; for investment decisions, future free cash flows can also be evaluated using the discounted cash flow method.

The key is to turn a one-time calculation into an ongoing routine. Regularly calculating and forecasting your cash flow helps you spot bottlenecks early and make investment decisions based on solid data. For a deeper dive into these concepts, check out our pillar article on Cash Flow as well as our guide to Liquidity Planning.

Frequently asked questions about calculating cash flow (FAQ)

How do you calculate cash flow?

As a general rule: Cash Flow = Cash Inflows − Cash Outflows. In practice, you calculate cash flow either directly from actual cash movements or indirectly from net income, adjusted for non-cash items and changes in working capital.

What is the difference between direct and indirect cash flow calculation?

The direct method compares actual cash inflows and outflows. The indirect method starts with net income and adjusts it for depreciation, provisions, and changes in receivables, inventory, and operating liabilities.

How do you calculate operating cash flow?

In simple terms: Operating Cash Flow = Net Income + Depreciation/Amortisation + Increase in Provisions − Increase in Accounts Receivable − Increase in Inventory + Increase in Operating Liabilities. It shows the cash generated from day-to-day core operations.

What is free cash flow and how do you calculate it?

Free cash flow (FCF) shows how much cash remains freely available after investments. Simply put: FCF = Operating Cash Flow − Capital Expenditures. It is crucial for debt repayment, distributions, reserves, and growth.

What is discounted cash flow (DCF)?

Discounted cash flow is not a type of cash flow itself, but a valuation method. It involves discounting expected future cash flows to their present value using a discount rate.

How do you calculate the cash flow of a property?

In simple terms: Cash Flow = Rental Income − Non-Recoverable Operating Costs − Debt Service (Principal and Interest). A positive value means that the property is self-sustaining from a cash flow perspective and generates a surplus.

Can I calculate cash flow using Excel?

Yes, Excel is often sufficient for individual companies, simple structures, or real estate. As soon as you have multiple accounts, scenarios, or need real-time data, cash flow software is usually more efficient and less prone to errors.

Sources

• Creditreform Economic Research: Insolvencies in Germany, 2025
• Intuit QuickBooks: The State of Small Business Cash Flow, 2019
• Intrum: European Payment Report 2026
• Intrum: European Payment Report 2026 – Late payments are holding back European growth
• Accounting Standards Committee of Germany (ASCG): DRS 21 Cash Flow Statement, last revised 2023
• Gabler Business Dictionary: Discounted Cash Flow Method
• PYMNTS: 72% of Treasurers Still Do Cash Flow Forecasts Manually, 2022
• PYMNTS Intelligence: Time to Cash™: A New Measure of Business Resilience, 2025