With hundreds of finance tools available to New Zealand small businesses, finding the right ones can be overwhelming. From cash flow forecasting tools and budgeting apps to invoice trackers and loan repayment calculators, there’s no shortage of options, but not every tool will suit your business.

In this article, we’ve rounded up four essential types of financial tools every NZ small business should consider in 2025. For each one, you’ll find a free template, calculator or expert guidance so you can take the next step with confidence.

What difference can the right financial tools make?

Running a small business without the right finance tools can cost you in time, money and missed opportunities. Without visibility over your numbers, it’s easy to underestimate expenses, fall behind on payments or make decisions based on gut feel instead of facts. And when cash flow is tight, even a small mistake can have a big impact.

Here’s what the right tools can help you with:

  • Get a clear view of your cash flow so you can spot shortfalls early and avoid surprises.
  • Plan for seasonal dips or large expenses with tools that map out income and spending.
  • Track and manage your spending by categorising expenses and spotting unnecessary costs.
  • Save time on admin by automating invoicing, payment tracking and expense management.
  • Understand your loan repayments before you commit by calculating affordability upfront.

Whether you’re just starting out or looking to improve your cash flow management, the right financial tools can help you stay one step ahead.

1. Cash flow forecasting tools that help you plan ahead

The timing of cash in and cash out can make or break a small business. That’s why building the habit of forecasting is one of the smartest things you can do — and the right tools make it easier to stay in control.

Start simple with Prospa’s free cash flow forecasting template

If you’re new to forecasting or prefer to work manually, a spreadsheet can give you a clear picture of your cash position. Prospa’s free Excel template is designed to help New Zealand small business owners track income and expenses, spot shortfalls early and make more confident decisions. You can also pair it with this profit and loss projection tool for a more complete view of your finances.

Step up with cash flow forecasting software

As your business grows, you might want to switch to cash flow forecasting tools that connect with your accounting software and automate the process. Each tool offers different features depending on what you need:

  • Float is designed for day-by-day forecasting, giving you real-time visibility over cash in and out. It’s ideal for managing regular outgoings like payroll, rent or GST.
  • Fathom blends forecasting with performance reporting and KPI tracking, helping you tie cash flow to wider business goals.
  • Spotlight Reporting offers three-way forecasting by integrating your profit and loss, balance sheet and cash flow in one view. It’s the perfect tool for growing businesses or those seeking funding.

“To get an accurate view of your future cash position, you need a three-way forecast — one that pulls together your P&L, balance sheet and cash flow in one place.” — James Scott, Principal, JD Scott + Co

Whether you prefer full control in Excel or want a more automated approach, there’s a tool to suit your style. Scroll down for a side-by-side comparison of the most popular options, or explore these four top-rated cash flow apps and websites.

Cash Flow Forecasting Tools Comparison

Tool Best for Ideal if you… Considerations
Excel Full control and customisation Enjoy building models manually and understand forecasting Gives full control, but requires confidence with formulas and awareness of NZ-specific tax planning
Float Day-by-day cash flow forecasting Need visibility over weekly/monthly cash ins and outs like payroll, rent, GST, and invoices Works well for NZ GST cycles, but custom setup is important to match your chart of accounts
Spotlight Reporting Three-way forecasting (P&L, balance sheet, cash flow) Want a solid tool that goes beyond Excel but is still usable without deep technical skills Designed for accountants and advisors, but still accessible to business owners with basic finance skills
Fathom Performance reporting and scenario-based forecasting Want to track KPIs and model different financial outcomes Best suited to businesses looking for strategic insights and comfortable interpreting financial metrics

 

2. Invoice tracking tools to speed up payments

Even if sales are strong, late payments can bring your cash flow to a standstill. Chasing invoices manually takes time, and it’s often one of the last things small business owners want to deal with.

A few simple tools can help take the pressure off by:

  • Sending professional, timely invoices
  • Tracking due and overdue payments
  • Automating reminders and follow-ups
  • Reconciling payments with your accounts
  • Keeping your cash flow running smoothly

Instead of juggling spreadsheets or scrolling through email threads, invoice and payment tracking tools give you a clear view of who’s paid, what’s outstanding, and what payments are coming up.

Popular options in New Zealand include:

  • Built in NZ and widely used by local businesses, Xero offers easy invoicing, automated payment reminders and integration with local banks.
  • Offers flexible invoicing and payment tracking, with options to accept online payments and connect with NZ tax systems.
  • QuickBooks Online. Known for its user-friendly dashboard and mobile invoicing features, it’s a solid choice for small teams or sole traders.

And if you need help staying on top of late payments, this guide shares five tools NZ small businesses are using to bounce back from cash flow challenges.

3. Budgeting and expense management apps

It’s easy to lose track of spending, especially when small, everyday costs start to add up. Budgeting and expense tools help you stay in control by letting you:

  • Categorise and monitor expenses in real time
  • Spot unnecessary costs and spending patterns
  • Compare actual spending against budgets
  • Decide where to cut back or reinvest

Popular options in New Zealand include:

  • Xero Expenses. Built into the Xero platform, this tool makes it easy to capture receipts, submit expense claims and track spending in real time. It integrates with your chart of accounts and supports NZ GST and IRD compliance. Ideal if you already use Xero for accounting.
  • MYOB Capture & Expenses. These tools integrate with MYOB Business, making it easy to snap and upload receipts, automate expense categorisation, and track spending across different jobs or projects. MYOB also supports NZ GST and lets you file returns directly with Inland Revenue.
  • Thriday. Designed for sole traders and small businesses, Thriday combines expense tracking with banking and automated bookkeeping. It’s useful for those who want an all-in-one platform to reduce admin and simplify tax time.
  • Hnry. Hnry is purpose-built for sole traders and contractors. It handles expense tracking, invoicing and tax payments all in one. As you earn, it automatically sets aside tax and files returns on your behalf.

Budgeting and expense tools comparison

Tool Best for Ideal if you Considerations
Xero Expenses Real-time tracking within Xero Already use Xero and want integrated expense tracking Requires Xero subscription
MYOB Capture Capturing receipts on the go Want a mobile-friendly way to snap and track receipts Works best with MYOB Business
Thriday                        All-in-one expense and tax solution Want automated banking, invoicing and expense management Newer platform, best suited to sole traders and small teams
Hnry                           Hands-free finances for sole traders Want a tool that tracks expenses, pays tax and files returns Only available for sole traders and contractors

 

4. Business loan repayment calculators

If you’ve ever asked yourself, “Can I afford this loan?” you’re not alone. When it comes to borrowing for your business, understanding how repayments will affect your cash flow is critical, especially in today’s economic climate.

A business loan calculator can give you a helpful guide before committing. It’s a simple way to check whether repayments are likely to be manageable, particularly when you’re comparing finance options or planning your cash flow over the coming months.

Prospa’s Business Loan Calculator is free to use, quick to complete, and doesn’t require a credit check. Simply enter:

  • How much you want to borrow
  • The loan term (from 3 months to 2 years)
  • What you need the funds for (e.g. hiring staff, purchasing inventory, paying tax debt)
  • Your business type or industry (e.g. retail, hospitality, professional services)

You’ll instantly see an estimate of your first weekly repayment, including principal, interest and service fees. For example, borrowing $10,000 over two years might result in a weekly repayment of $124.77.

You can also view a detailed repayment breakdown showing the total amount to repay over time, the number of payments, and how many weeks remain.

Why it matters: Loan repayments usually come at fixed intervals, so they’re easy to underestimate when forecasting cash flow. Using a calculator upfront helps you plan more accurately and avoid surprises.