There are so many new software programs for small businesses that many new business owners are starting to think that small business and ecommerce businesses do not really need to be concerned with record keeping. This is a myth. Just because your spouse and best friend don't consider your business real, the auditors and revenue agency will hold you to the same rules and regulations that apply to multi-million dollar corporations.
There are a few methods of keeping books that will serve both the government's regulations as well as the business's profit building measures.
How Does Bookkeeping Help Improve Profits
Bookkeeping can help businesses track the percentage of a dollar that generates more income, how much is needed to maintain the business, and what is waste. Without a good bookkeeping system, investors, ecommerce businesses, and small businesses cannot track these numbers and improve their profits.
A company should devote at least 40% of their cash and time to income generating. Too many small businesses are unaware of the amount of money and time they spend generating income, or the amount is wasted.
Most small businesses ignore their project tracking software. This can track the time and money invested in a project, the income generated, profits earned, and calculate the percentage of money used to generate the income, and the other expenses used to sustain the project.
As businesses learn to use project management systems effectively, they can learn to streamline their projects, reduce waste, and income the profit margins.
Avoiding Common Mistakes
- Keep Good Records
There are mistakes that a business makes that can land them in trouble. First, save everything. If a check is messed up, save the ruined copy, and make sure that you have a record of the wasted check. This should also be done for invoices, and any financial tracking paperwork that is numbered.
A good software program includes numbers, or spaces to include numbers that will let the business owner track everything. The most important thing is to ?be consistent.? Changing bookkeeping methods ruins the charts and reports generated by the software.
- Business Bank Account
A business bank account includes all the cash generating documents including checks, invoices, and deposit slips. Do not ?save money? by getting versions with no duplicates. In fact, it might be a good idea to get the types that have two duplicates.
It is better to have a separate duplicate that can be used in the audit trail, than to not have a good method of tracking the cash flow.
Do not get a pass book. Instead, ask for monthly statements to be mailed to you. These can be photocopied and used to double check which checks have been cashed, and which customer checks have cleared the bank.
Do remember that it is illegal in most states to void a payroll check.
-Banker Boxes
Banker boxes are now available at every office supply store. They are cheap, and can be outfitted with file racks to facilitate organization. These boxes keep everything in one place, organized, and convenient.
- Invoices
One of the biggest problems for most small businesses is the production of invoices. Businesses that use computer generated invoices should always produce a copy for the audit trail.
-Checks
When receiving checks, scan and print a copy. This improves the audit trail, and can solve any problems that arise in the bookkeeping methods, or suppliers who claim they were not paid.
-Cash Receivables
Many times a new business is asked to take money on payment. In many cases the business issues an invoice expecting to be paid. When they are not paid, they are left to absorb the bad debt. Instead, have a contract for any ?cash receivables? that are not paid immediately. If a contract is not appropriate, take a post dated check.
These are the only two things that can be submitted to a collection agency with any hope of ever receiving any compensation.
As a last piece of advice, I would suggest that small businesses avoid petty cash boxes and ATM cards. It is too easy to ?haemorrhage cash? when it is readily available. All expenses should be thought out before the purchase is made. It is too easy to lose track of the business's budget if it is easy to access the money.
Such advice from tax authorities places a burden upon small business in that the vast majority are honest hard working people who are meticulous about keeping accounting records of sales made during the financial year. Unfortunately many small businesses are not so meticulous about keeping financial records of business expenses in their accounts.
A typical taxi driver may for instance keep a diary and record the daily receipts from his fares. If those recorded receipts are accurate then the total sales turnover for the year will show the correct total. The same may not be true of expenses and the accounts thereby overstated.
The total business expenses of the taxi driver would mainly include the fuel receipts plus the other running costs of the business. Typically a receipt for fuel will be obtained and kept in a file or shoe box. Some may get mislaid and lost and be missing from the final accounts preparation.
Other receipts for miscellaneous items may not even be retained as forgotten, lost or not thought of at the time of purchase. Examples may be purchase of the diary in which sales records are kept, business cards, other stationery, and cash payments for a whole variety of miscellaneous items.
The same practise is also often applicable to not just taxi drivers but many small businesses. A small business owner may visit a supermarket for groceries and also buy an item of stationery for business use the cost of which is lost when the grocery receipt is discarded. If close attention is paid then the stationery item could have been obtained on a separate receipt and the cost of the journey to purchase it also included in the business expenses.
The stationery item is just one example which could be multiplied hundreds of times with hundreds of different items during the financial year. While each item missed and unrecorded may not be significant the total could well be sufficient to significantly reduce the year end tax burden by lowering the net taxable accounting profit.
Having retained a separate receipt for everything it is useful if the receipts are filed and the bookkeeping system employed updated at least once a month and preferably each week. By updating the accounting records on a regular basis more expenses will be recorded as the memory will remember recent expenses more clearly and accurately.
Another useful method to ensure all business expenses are maximised is to keep a daily diary of all expenses incurred. Use the entries in the diary when updating the bookkeeping records to ensure nothing has been missed in the accounts.
The essential message is to be meticulous about keeping receipts for everything, no matter how small, and recording both income and expenditure on a regular basis so that items are not lost or forgotten and included in the bookkeeping records. By also keeping a diary of financial records even if a receipt has been mislaid the amount should still be included in the accounts. It could be disallowed later if the tax records are enquired into but that is a matter of negotiation with the tax authority from a standpoint where the financial records are correct.
In addition all small business should take some time to review all potential expenditure which can be claimed under the tax rules. Many valid expense items can be missed having been dismissed as ordinary expenses which may be business related and therefore claimable in the financial accounts.
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