Good Finances From The Beginning

Having a strong system in place at the inception of your small business is vital to tracking your growth and being prepared for unexpected expenses.  I've helped many small businesses put a system in place from the very beginning, which has helped them to continue growing their business and making their finance management easier than they thought it would be!

Starting A Business? Avoid the Usual Pitfalls with Good Financial Management
By Intuit

Looking to launch your own business? There’s good news for you: The small business segment is growing rapidly, and it’s a great time to start a business. According to the Small Business Administration, “While corporate America has been ‘downsizing’, the rate of small business ‘start-ups’ has grown, and the rate for small business failures has declined.”

As an entrepreneur, starting your own business is one of the most exciting times of your life. You wake up every day doing what you love. However, along with the pride and joy of having your own business also comes the often difficult (and daunting) task of managing aspects of your business that you are not an expert in. One such task is managing your finances and understanding your financial footprint. It’s a task that is often feared yet small business owners know that it’s a necessity to the survival of a business.

Small business owner, Nadine Quintero launched her own doula business, Fruits of My Labor Birth, in January of this year. She was excited to embark on her mission-driven business of helping women through the process of childbirth. However, even with 10 years of prior experience working with pregnant women, Quintero, like millions of other new business owners, is fighting against statistics: one-third of small businesses fail within the first two years because they run out of money.

At this point, you may be thinking, “How can I ensure long-term financial health for my business?”

It’s a no-brainer that financing your new business, sustaining the flow of money that comes in and goes out, and ensuring a steady stream of income is essential to the long-term survival of any business. Deeper knowledge about your finances and how to make smart business decisions as a result is also equally important. Similar to Quintero, the majority of business owners are experts on the service or product they build their business on; they’re not financial experts. According to a recent Intuit survey, only 40 percent of small business owners consider themselves financially literate, and two-thirds wish they knew more about their finances.

Good financial management is not just about knowing how much money you have in the bank. You need to understand your finances beyond balancing a checkbook and knowing what your finances indicate about the health and wellbeing of your business. Partnering with a financial expert, and integrating a financial management tool that best suits your business needs are two key decisions you should make early on. Not only should you look to integrate a financial management solution during the early stages of your company, you need to ensure that it can grow and adapt to the changing needs of your company. Once you deeply integrate a financial management platform, you don’t want to change. In fact, Intuit data found that 70% of new businesses buy accounting, payroll or HR services in the first 12 months. Only 7% of SMBs switch suppliers in a given year.

“A strong financial backbone can make or break any small business,” said Karen Peacock, senior vice president of small business at Intuit. “We’ve created QuickBooks to be that backbone, helping small business owners simplify and streamline their finances so they can focus on their customers and growing their business.”

According to a recent Intuit survey, 2 out of 3 small business customers say they’ve become more efficient since they started using QuickBooks. These businesses save an average of 6.4 hours per week on accounting activities since they started using QuickBooks.

In addition to QuickBooks, Intuit has created a number of resources to fuel small business success. Last year, the company launched the OWN IT Network, an online community of small business owners supporting each other in growing their businesses. For aspiring entrepreneurs, Intuit’s created a free tool to guide new business owners through the critical first steps on how to start a business. Finally, the Small Business Center is the ultimate guide for operating a small business, providing guidance, advice, insights and data to arm entrepreneurs with practical resources.

The most important lessons Quintero’s learned while starting her business: to learn from other people’s mistakes and to find the right experts to work with. While Fruits of My Labor hasn’t required extensive bookkeeping quite yet, Quintero is using QuickBooks to keep track of her early expenses and income and will hire an expert as her business grows. Currently, QuickBooks is providing Quintero the ability to track financial data from invoices and payments. And when she’s ready, the software will enable her to scale as her company grows, offering features that are more suitable for complex business operations and potentially even a channel for funding. Furthermore, she relies on experiences from other entrepreneurs to build a strong and successful business.

“As an early-stage business, I have a lot of decisions to make, from hiring employees to determining the best way to provide customer service to figuring out a payment model,” said Quintero. “While we’re trying to learn how to manage a business along the way, I’m comforted by the fact that QuickBooks helps solve for a fundamental part of my business.”

Intuit QuickBooks is built to fuel small business success by providing a robust ecosystem of cloud-based financial management solutions. Follow this series to learn about resources available to new and aspiring small business owners, including tips, tricks and anecdotes about financial management, aligning yourself with the right partners, and using the cloud and new tech innovations to achieve long-term success.

To view the originial article, visit Entreprenuer.com

5 Tax Deductions for Millennials

With so many of my clients and friends being what is considered "Millennials" this article seems extremely relevant to my network of contacts. Doing your taxes can be a daunting task so it is important to take advantage of any breaks that you can! 

Five Tax Deductions You Probably Could Be Claiming if You Are One of These "Millenials"

By: Hunter Slaton

Doing your taxes is already a pretty arcane process, and that’s before you factor in deductions, exemptions, write-offs, and more. What even is a deduction, anyway? I don’t know. But the highly skilled Certified Public Accountants behind new tax app Taxfyle, the world’s first on-demand CPA marketplace, do. Here are five tax deductions that younger people in particular may be missing.*

But first, a quick lesson: A tax deduction is anything that reduces your total taxable income. Everyone is eligible to claim a standard deduction (for singles, it’s $6,300 for 2015, aka the tax year everyone’s about to pay) or to itemize — but the latter is only worth doing if your itemized deductions add up to more than $6,300, which for young people they probably won’t.

Thanks to CPAs Victor Aldin and Steve de la Fe — both of whom are signed up and ready to help you out on Taxfyle — for providing the following expert info.

Moving Expenses for Your First Job

If your first job is at least 50 miles from your old home, you can deduct the cost of travel and moving your stuff to your new spot. There’s a lot of expenses you can claim on this, and Victor says he’s “never seen a maximum” dollar amount. If you drive, you can deduct 23 cents a mile, other transportation expenses (i.e. parking and tolls), hotel nights, and moving-company fees. The only catch is, if your new company reimburses you for any of the above, you can’t claim it.

Health Savings Account

If you deposit money directly from your paycheck into a Health Savings Account, or HSA (which you can use as a pre-tax way to pay for medical expenses), you can deduct that full amount from your 1040 tax form at the end of the year. It doesn’t matter if you spend all of the money, either — but keep in mind that if you spend the money on anything other than health care, you’ll have to pay a penalty.

Simplified Employee Pension (SEP) Plan or Traditional IRA

It’s never too early to start thinking about retirement, even if you’re relatively fresh out of college and freelancing or working for yourself. An SEP is a pension plan for self-employed people, and whatever pre-tax money you put into it over the course of the year (up to the max allowable amount of 20% net employment earnings, or $52K, whichever comes first) is 100% deductible. Or, if you contribute to a traditional IRA (not Roth, as that’s post-tax), you can deduct contributions of up to $5,500 per year.

American Opportunity Credit/Lifetime Learning Credit

These two credits actually reduce your tax bill, rather than your adjusted gross income. Both can slash up to $2,500 from what you owe. The former can be claimed by people getting undergraduate degrees, and the latter to anyone who’s enrolled in higher education. And that one doesn’t have to be degree-seeking, either: Technical schools and continuing education counts.

Student Loan Interest

If you’re paying down a student loan, keep an eye out for form 1098-E, which is mailed to you from your loan provider if you paid $600 or more in interest over the previous year. If you’re single and you make no more than $80K/year, you can deduct a maximum of $2,500 in student-loan interest from your taxable income. Keep in mind that if you paid less than $600 in interest, you won’t receive form 1098-E — but you can still claim the interest. Just call your loan provider to find out how much you paid.

These are only the big deductions you might be missing. If you want to learn (and save!) more, download the Taxfyle app, which provides you with access to the very best CPA talent who will work on your taxes 24/7 — and for cheaper.

All it takes are three easy steps:

1. Download the Taxfyle app.
2. Answer 10 yes or no questions and upload your W-2 or 1099 (if you have it; if not, you can skip this step).
3. Get an instant quote. If your assigned CPA needs any more info they will send you an in-app encrypted message.

That’s it! The process is super easy — and, if you refer a friend, you’ll get $10 off your return, and $5 off theirs. No need to stress any more about doing your taxes *or* missing deductions that could save you $$$.

Cash Is Key for Small Business!

Self-Employment: Time is Money

     What do they say about knowledge, time and money? Time is money, power is knowledge.  This is a guiding principle for many of the small business owners I know and work for.  As such a hands-on entity and resource for your own growing business, you know the pressure of time and often can’t find enough of it in a day.  Which is why when it comes to tax time, many of you go into a frenzy.  Why?  Because you feel powerless because you don’t know what you should do or should’ve done to prepare for the inevitable April 15 deadline and you know you’ll lose money because you don’t have the time to research all of the credits and exemptions your business qualifies for.  

     Saving you thousands of dollars from the tax man is what I do for a living, which means your business has the best growth it possibly can.  By keeping you organized, I know the ins and outs of what you can qualify for, as well as advise you on the best times to make certain investments back into your company.  What’s the best part?  My fee can be a write-off for you.  I save you money by saving you time and I give you the power to navigate the tricky tax waters through my knowledge of all things tax-related. 

 To use industry lingo—  the bottom-line is, if you’re a small business owner, finding an accountant is one of the smartest business moves you can make this year! 

5 Ways to Get Organized for Tax Season

     This is a great, simple list to help you get started on organizing for tax season!  You may think you have lots of time between then and now, but once January hits, that's when your time starts flying.  This offers great advice on how to work with your accountant (hint #3) as well as plan ahead for your business by looking back.



5 Ways to Get Organized for Tax Season
Start getting organized now in order to minimize the headache of filing.

Tax season officially runs from January 1 through April 15. But calendar deadlines are deceptive. Face it: Tax preparation is a 12-month activity requiring discipline, organization and data, according to accountants and professional organizers.

Fortunately, it’s never too late or too early to set up a system for tracking tax records, receipts and other paper work. Here are five tips for organizing your taxes.

1. Mental exercise: Tax preparation begins with mental preparation. “The first place to organize is our minds,” said Rivka Gerecht Caroline, a professional organizer with So Be Organized. Make a tax date by marking your calendar with specific times for starting the process. Build momentum by establishing a schedule for organizing records.

If you feel overwhelmed, break the process down into small steps, said Standolyn Robertson, past president of the National Association of Professional Organizers and owner of Things In Place. And remember to book time for a mental vacation, with reserved space for a hobby, sports event or a spa date as a reward for completing the process. This tax incentive will help you override procrastination, Caroline said.

2. Set up a system: Tax records can be collected in a variety of files, ranging from a shoe box to one of several electronic filing systems, Robertson said. Whether you select low-tech or high-tech tax preparation tools, it’s important to maintain a system for storing receipts and other paperwork.

“At the first of every year, set up a large envelope or folder titled with the ‘current year’ and start accumulating tax-related income and expense information during the year as you go along,” said Carol Sokolow, a certified public accountant based in Miami. Key documents include receipts and credit card slips for business expenses, major purchases, charitable donations and other notable transactions.

“Then at tax time throw all year-end statements in the same envelope or folder. You will be ready to prepare the return or meet with your tax preparer. Organizing will not be such a daunting task at tax time,” Sokolow said.

3. Do your homework: Get the most out of tax consultation sessions by doing your own grunt work. “You should use your accountant to prepare your taxes, not organize your paper work,” Robertson said. To make the process painless, she recommends sorting through receipts and other paper work while watching television or listening to music.

[Visit the U.S. News My Money blog for the best money advice from around the web.]

4. Review the past: Use past tax returns as guides for the current tax season. “Last year’s taxes can be a checklist of what to look for this year,” Robertson said. If you hire a tax professional or a bookkeeper, request a checklist or a packet of tax preparation tips. There are also several places online where you can download tax preparation checklists.

5. Check your credit score: Prepare for a tax refund or a tax bill by requesting a copy of your credit report. A review of your credit history will help you set priorities for paying down debt and improving your credit score, said John Branham, a spokesman for TransUnion Interactive, a credit report service. “Understanding their credit situation now can help consumers create a plan to best use their refund or prepare to pay their tax bill,” Branham said.

Sharon Harvey-Rosenberg is a member of Wise Bread’s top personal finance blog network. She is the author of "Frugal Duchess: How to Live Well and Save Money” and a contributing author to ”10,001 Ways to Live Large on a Small Budget.”

To view the original article visit USNews.com.

Accounting Software for Your Growing Business

     It’s a great feeling to see your business grow!  It’s a not-so-great feeling trying to DIY the accounting for all that growth.  So, you got by with Excel at first, great work!  It’s good practice, and now you know what more you need from the accounting software you’re about to purchase!  You want to consider ease of use, “advanced” functionality, and the capability of the software to grow along with your business.  Buying cheaper software isn’t worth your time if you and your staff will have to re-learn a new program every six months to a year.  You also don’t want to waste money on a product with bells and whistles that you’ll never need.  Ultimately, a good resource to use when looking for accounting software is….your accountant!  They can help you decipher the options and are familiar with how fast you're growing and what your needs might be in the future.

     This article by Jacob Grana on Tech Radar really makes some points to start thinking about when you’re ready to buy new software for bookkeeping.  It gives you an outline of what tools accounting software can provide you with to make tasks more efficient.  It’s a great read for anyone who is newly looking or dissatisfied with their current software!


Small Business Accounting Software: everything you need to know

It's finally here. The problem you've dreamed of having. The problem your jealous business school friends, your nay-saying family, and your competitors wish you didn't have. The problem your mentor calls "good."

Your small business has become too successful to continue accounting with Excel.

Congratulations on your problem. You need accounting software.

Choosing the right software isn't easy, especially for a small business. Accounting software is like marriage: it (usually) lasts forever. So it has to be a match for your business not only today, but in sickness and in health, and most importantly, as your business grows older.

Here are 4 tips to help you find "the one" accounting software your small business needs.

Accounting software
1. Look in the proverbial mirror and make a list

Arguably the most important, if mundane, tip is list your small business's accounting needs. Most owners have a general idea of what they want, but if you want to minimize cost then a specific list is key. Otherwise you end up paying for features you don't need.

Not sure where to start? First, pick the low-hanging fruit.

Take all the functions you are already doing with Excel/graph paper/post-it notes and put them at the top of your list. Things like invoices, inventory, and income and expense tracking. Then ask yourself who accesses, or will need to access, this information. (Sales staff, the bookkeeper, the accountant?) Check off the number of seats your new accounting software will need to support.

Now your list has its basic framework. And if you're a very small business who just needs the "basic framework" then stop here. Software like Wave or Zoho Books is probably the best fit for you.

But if not, it's time to determine what "advanced" features you'll need out of your accounting software. Use these three questions as a guideline:

What functions will help save time on employee management? What functions will help save time on customer relations? What applications and processes will the accounting software need to integrate with?

Let's go question by question.

Employee Management

Payroll, sick, personal and vacation day tracking are the most common employee management tasks a small business handles. Small businesses with significant head-counts should research dedicated human resources management tools and/or payroll processing services for these tasks, but for very small businesses, an add-on to their accounting software, like Deputy or Intuit QuickBooks Payroll, might be all that's needed.

Base your decision on the value such time-saving will generate for your business. Could the time spent on employee management be instead used to generate more revenue? If so, tasks like payroll should go on your list.

Customer Relations

Customers will take note of your sales and delivery strategy, but they will remember forever how you present your bill. How you manage your accounting procedures says a lot about how you manage your customers.

Your new accounting software must maintain the goodwill you've worked so hard to build with your customers – and help you get paid faster too.

Do you want to generate invoices for customers right at the point-of-sale, wherever that may be? Then the phone-and-tablet functionality of FreshBooks might go on your list. Do customers want to pay without having to fill out repeat paperwork? Credit card processing with a program like Sage Payment Solutions should be explored. Are paper invoices getting lost in the mail? Consider an add-on like automatic recurring payments with InvoiceSherpa.

Evaluate each stage of your accounts receivable process, from purchase order to bank deposit, to see where software can clean up any inefficiencies. Cash flow is a top priority for a small business. You want accounting software to speed up payment, not slow it down.

Integration

Consider the applications you're already using to run your business. How would new accounting software integrate with those applications?

Maybe you're a retailer that needs its point-of-sale system to instantly give sales and inventory updates to accounting (Try Xero. It integrates with a ton of third party apps.) Maybe you're a direct sales organization that needs customer invoices to post directly into your CRM. (Yendo could be the all-in-one program you're looking for.) Or maybe you're any business that just wants its old Excel files to load without wingdings infiltrating the spreadsheets. (The industry giant, Intuit QuickBooks, loves Excel – it should be everyone's first demo.)

Whatever you are, save yourself the pulled-hairs and check compatibility before you make a decision.

2. Consult with professionals

Sure, you ignored the warnings from your parents when you married your long-time sweetheart, but with a software marriage, you can't afford to ignore those with experience.

If you have a bookkeeper, ask them for a recommendation. At the very least make sure your accounting staff is proficient with your software choice. After all, it's your money going to waste when your bookkeeper spends their workday googling "QuickBooks tutorial help!!!" instead of sending invoices.

Get your IT staff involved too. If you're going to keep accounting data storage and security in-house, your servers will have to be up to the task.

Accounting software
The most obvious, and critical, consultation is with your accountant or CPA firm. They are not only experienced with many of the platforms you're looking into, they are also deeply familiar with your business.

Ultimately you'll want a program your accountant is comfortable using. Why make the professional who's trying to keep you out of IRS hell miserable? Make sure they endorse your choice. If this isn't an aphorism, it should be: if you're accountant isn't happy, you're not happy.

A side-note: you may want to give your accountant year-round access to your software so they can head off any tax-angina. If so, online or cloud-ready capabilities are something you'll want to put on your software wish list.

3. Demo, demo, and demo again

You have your list and your professional recommendations. Now you need to get your feet wet – but in the shallow end of the pool. It's time to demo products.

Most products on the market offer free trials, and a couple of hours spent clicking around is incredibly useful. Use this time to check how intuitive the interface is, how well it jives with your work habits and task flow. Remember, you're getting married. You don't just want fancy features, you want to be able to talk to it on an average Thursday afternoon too.

Don't dismiss a curated demo. Yes, you'll probably have to listen to a sales rep point out features as breathlessly as a kindergartner with a new macaroni necklace. Put up with it so you can ask questions about everything on your list.

Support is often overlooked when choosing software, but as a small business you're more likely than most to need it. Ask if the vendor offers product training. Ask about the hours and breadth of their tech support. And don't forget to ask how much all that support costs.

If your small business has limited, or even non-existent IT, ask the vendor how your data is backed up and how they keep it safe. And how easy it is to recover all your files if your systems are damaged by an act of God (or man – or office cat.)

Most importantly, inquire about the product's scalability. Do you really want to go through this matching process again when you grow from small to medium to (fingers crossed) enterprise? Good software should grow with you.

4. Don't overbuy

This one's quick and dirty: remember all that time you spent on your list? Honor that effort and stick to your guns. Suspect anything that sparkles. The program that does what's on your list is the best program. As a small business, cost is key - you only want to pay for what you're going to use today. If the program is scalable (and it should be) then its bells and whistles will be there for you when you're ready.

Age-less pro-tip: Garbage In, Garbage Out

You did it. You made your list, you asked your accountant, you hounded a few sales reps and you didn't overbuy. Congratulations again. This time on your software marriage.

Want to stay out of divorce court? Develop good data-entry habits. Your new accounting software, for all its power, won't fix sloppy data-entry. Neither time nor money will be saved when you need a secret decoder ring to figure out your chart of accounts.

Hey, you can always stick with Excel.

For the full article by Jacob Grana on techradar.pro, click here.