Let’s face it; bookkeeping is the last thing that any small business owner wants or has time to do. But maintaining well-organized books and records is a crucial part of running a successful business, not to mention that it’s required by the IRS. Keeping up with the books year-round instead of scrambling to round up your records at tax time will not only help you monitor the progress of your business, but it will also make for a less taxing tax season.
Followings are just some suggestions. If you haven’t decided how to manage your receipts, this article should give you some ideas.
FOUR ONLINE TOOLS FOR FAST AND EASY BOOKKEEPING
Organize and securely store your records and automate bookkeeping with these user friendly and affordable online tools:
Shoeboxed: Mail your receipts and important records to Shoeboxed for scanning, data entry, and secure online organization and storage. From your online account, download Excel and CSV spreadsheets, PDF reports, and QuickBooks and Quicken files, and seamlessly export data to other web applications. Shoeboxed is an IRS-accepted electronic storage system, which means that you don’t have to keep the hard copies after processing, and even offers a free shred-and-recycle option.
Outright.com: Sync your Outright.com account with Shoeboxed, FreshBooks, PayPal, your bank account, and other sources to automate your bookkeeping. At tax time, Outright calculates quarterly estimated taxes, automatically populates your Schedule C, and even requests Form W-9 from contractors and freelancers and files Form 1099-MISC on their behalf.
FreshBooks: Use FreshBooks for fast, simple and professional-quality invoicing. Snag receipts directly from Shoeboxed to bill clients for expenses, keep track of overdue invoices, and automatically export paid invoices to Outright.com where income is tracked. Harvest is another excellent invoicing tool for small business owners.
Bill.com: Simplify your bill workflow with easy and affordable online bill management and payment tools from Bill.com.
Accounting for Dummies are basic accounting tips and tricks you can master in your business.
Accounting for dummies will show you with basic steps you can create financial information for your business. Please, visit other categories or search for the topic of interest at the left column.
First decision you need to make is whether you want your business be classified as cash-basis or accrual accounting. This is probably already confusing, but read on and I will explain.
In cash-basis accounting, you will record sales when the customer pays.
Ex: on May12th you sell $12,000. worth of books.
On June 12th you receive payment from your customer.
The sale of the books is recognized on June 12th, when the payment is received.
On the other side of the scale, your expenses are recorded when they are paid.
Ex: on May 10th you purchase $8000. worth of books.
On June 10th you pay your supplier for those books.
The purchase is recorded on June 10th, when you pay your supplier.
Cash-basis accounting is shied away from, because your financial statement will not give an actual picture of your company’s activities. It will only show you money coming into the business and money going out of the business.
In accrual accounting, the sales are recorded when they are made, regardless of when the customer pays and the expenses are recorded when they happen, regardless of when you pay them. This method gives a clear picture of your total yearly sales with a balance due from your customers as well as a clear picture of all your expenses and inventory purchased with a balance due to your suppliers.
Now that you have decided on which method of accounting system to use, lets talk about your team.
As a business owner the sooner you establish your team to help you reach your goals, the greater peace of mind you can have. Focus on your relationship with people such as your lawyer, banker, marketing expert, insurance company, and your accountant who will give you financial advise and minimize your tax liability. You also need a bookkeeper to look after your day to day recording of financial transactions.
Some business owners take on the task of bookkeeping themselves and soon only have time to do the bare minimum such as, payroll – employees have to be paid, paying suppliers and creating sales invoices. All these payroll, supplier and customer invoices and documents end up in a basket to be entered into an accounting software program at a later date. Well, you know what, that later day is far away and might never come. The best thing you can do for your business is hire a bookkeeper.
The bookkeeper will record every transaction that takes place with the following six basic types of suppliers or entities.
1- Customers who buy the products and services that the company sells.
2- Employees who provide services to the business and are paid wages and benefits such as, worker’s compensation, unemployment insurance, and medical and dental insurance.
3- Suppliers who provide items such as, products for resale, legal advise, utilities, gas, rent, telephone, computer and furniture.
4-Bankers or trust companies who loan money to the business, charge interest on the principal and are monthly payments are scheduled to pay off the loan.
5- Investors, the individuals that invest money in the business and expect the business to earn profit on the capital they invest.
6-Government, federal and provincial government that collect income tax, payroll tax, sales tax and property tax from the business.
It does not matter what size of business you have. You will be amazed at the amount of paper and transactions accumulate each month. Someone has to keep track, organize and record in order to be able to provide sound financial statements that the business owner can rely on and make good decisions.
As a business owner keep the following steps in mind when starting out or make a change if needed:
1- Make sure you have an accountant/bookkeeper as part of your start-up team.
2- With the help of you accountant/bookkeeper, choose a software to keep track of your business transactions.
3- Open a business bank account and keep it totally separate from your personal account.
4- Get a business credit card or line of credit and keep solely for business use.
5- Set up your office with desk, computer, filing cabinet and start-up office supplier. Make sure it’s user friendly for yourself and your bookkeeper. Situate the computer, mouse, calculator, and telephone in easy reach, so after working 8 hours you or your bookkeeper don’t get a soar neck or back.
6- Invest in office trays and label them to communicate to your bookkeeper as to where the documents are being kept. Once or twice a week when your bookkeeper comes, they know exactly where to go to get the information needed. No time wasted.
I hope this has been helpful. Good luck.
Gauge The Basics
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What type of accounting method can be set up ?
Debit, or Credit accounting
Cash and Credit accounting
Cash basis or Accrual accounting
Corporate or Limited accounting
Who should be included in your business team ?
Banker & Accountant
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Relationship or transaction between people who act in their separate interests. Related people are those, individuals connected by blood, marriage, common-law, partnership, or adoption, are not considered to be dealing with each other at arm’s length.
Relationship or transaction between persons who are related to each other.
An asset generally is considered to become available for use and is eligible for capital cost allowance (CCA):
At the time the property or equipment, related to business use, is first used to earn income.
The time when the asset is made available and is capable of producing saleable product or service.
The capital cost of an asset is usually the total of:
the purchase price (in case of property the land is not depreciable)
the cost of legal, accounting, engineering, installation and fees that relates to buying or constructing property.
Cost of any additions or improvement to property after it was purchased.
CAPITAL COST ALLOWANCE (CCA)
The deduction you can claim over a period of several years for the cost of the asset. Assets that wear our or becomes obsolete over time, like, equipment, furniture, building that you use in your business or professional activities.
It’s important to have a handle on inventory. Regular inventory count will let the owner know which items are fast moving and which items are slow moving and adjustments can be made accordingly.
Inventory count can be a pain. That’s why it’s done once a year at tax time and not every 3 months which is recommended by accountants, bookkeepers and business coaches.
Set up the inventory on an inventory software system. When you purchase product increase inventory and when you sell the product decrease inventory. All inventory software come with reporting options and one of them is a report to count inventory.
The software works on a coding method. For each item you have to create a bar code or a home made code. Print these codes on a labelling machine or printer and stick the labels on the shelves. This way you will know if you are running out of products by just glancing at the shelves and inventory count will be less stressful and more accurate.
A client asked “why am I not making money” that is a million dollar question.
so, we sat down and reviewed the products he purchased and his markup.
Well, we found the markup is healthy but it’s still not enough to take care of overhead such as wages, heat, rent, telephone etc.
We added the *fixed overhead expenses to the cost of items he has for sale. We realized the sale price on product has to be increased in order to pay overhead and leave some money for the owner.
Take a look at your overhead and make sure you are considering them when pricing your inventory.
*Fixed overhead expenses are those that come every month. They are re-accuring expenses. Ex: Telephone, Internet, rent, wages, heat, security etc.
Inventory count is important as well as pricing your inventory to make a profit.