5 Resolutions for Your Bookkeeping New Year

We all make promises to ourselves that in the New Year we will do things better. Here are 5 worthwhile activities that will make your accounting processes easier for yourself and your bookkeeper. These are all quick to implement or easy to stick to.

#1. Log all the important dates in your calendar.
This only takes a few minutes and might include dates for payroll input, Canada Revenue dates for HST filings, corporate income tax filings, and even personal income tax filings. Acting on these dates in a timely manner will keep your bookkeeper happy and ensure your books stay up to date!

#2. Book an appointment to see your accountant.
Do it now and meet soon. This will allow you to review how you did financially in 2016 and if there are any tax breaks you can take advantage of before filing your tax returns.

#3. If you are a person who lives with spreadsheets and tracks your expenses that way, STOP.
Get bookkeeping software to manage your revenue and expenses. Need help figuring out which application would work best for you? Please call me!

#4. Put a simple filing system in place and ditch the shoebox.
Does a box sit in the corner with receipts in it waiting to be sorted? Take just a little time to put an organized system in place - it will reduce your stress!

• In a file box or file drawer, place file folders labelled for each month of the new year. This way, your receipts will be sorted by month at the end of the year.
• If those receipts relate to bank statements or credit card statements, match them up as you go and staple them to the back of the statements. It's a great way to know if you are missing something!

#5. Finally, pay attention to your financial statements. They tell a huge story about how your business is doing. If you need help understanding these reports, give me a ring!

File HST Returns even for Zero Sales

After you register for an HST number when setting up your business, you are required by law to send in your remittances even if you have zero sales.

When you start a business, unless you are expecting sales right away, or under $30,000 in sales for the first year, you do not need to register your business to collect HST. When you do decide to register, here's a story you should know about.

A recent client of mine had registered their business two years ago with the intention of proactively looking for business. This client had not had any sales in those two years. However, when they called CRA to register for HST, the start date was backdated instead of beginning when he called. We are uncertain why. This client was then responsible to file returns for the previous reporting periods. Because they didn't know this, CRA assessed him for what they believe they owed them. They received a bill in the mail they were expected to pay. When they finally realized they had to file all the returns backdated, they filed all of the zero returns so they could claim HST on expenses they had incurred for the start up. Because they hadn't filed previously, CRA took their credit and applied it to the outstanding amount. When they called asking why they owed money on a zero sales return, CRA said it was because of the penalties for not filing his returns!

Lessons learned?

1. Always file your HST returns, even if there are no sales!
2. When calling to set up an HST account number, ensure they date the paperwork for the date you are applying. Keep an eye on the mail and check for confirmation of the reports due.
3. Although it does look professional when you charge HST, unless you are over the $30,000 mark in revenues there is no point in registering before you are ready unless you want to claim HST for expenses.

It's Risky to Make Decisions without Financial Statements

A common question I’m often asked is, “Why do I need financial statements?” The answer impacts all types of businesses – in an office tower or in a basement.

Financial statements consist of a Balance Sheet and Profit and Loss (or Income) Statement. (And then there’s the dreaded Cash Flow Statement, the thing that really confuses people.)

A Balance Sheet shows you:

• How much cash you have in the bank
• How much money may be owed to you
• How much money may be tied up in Inventory
• Assets of your business
• How much money you may owe vendors
• Liabilities for things like loans or lines of credit
• How much equity you have in your business

A Profit and Loss Statement (my personal favourite) indicates the following:

• A breakdown of revenue streams and how much you are making in each
• The direct cost of goods to sell your products or services
• Costs of the operations of your business: payroll, administrative expenses, general costs

To understand how your business is performing on a month-to-month basis, or even quarterly, you need a set of financial statements. To make decisions, you need financial statements. If you are watching your financials, unpleasant things won’t be surprises.

If you simply want to pass over your shoebox full of receipts each year to have your returns filed, you don’t need financials. But, if you want to understand how to grow your business, financial statements are highly recommended.

Just Because You Know How to Do Your Own Bookkeeping...

Are you still insisting that you do your own bookkeeping because you know how?

It is imperative that you maintain a current set of books. Canada Revenue Agency can audit you at any time with little notice. If you are not keeping up, think about the things happening around you that are causing you such unnecessary stress.

CRA is likely hounding you because you haven't filed last year’s taxes or, worse, HST and payroll remittances. They have likely decided to send you an assessment of what they feel you owe and it is due just like any other bill.

Your cash flow is suffering and now you need to take a loan out to cover expenses until your backlog of receivables and payables are cleared up. But, wait, you don't have any statements to show the lender. Your accountant is telling you to hire a bookkeeper if you can't keep up... in the end causing much stress and money that didn't have to be spent trying to get things caught up.

You haven't reconciled your bank accounts in months. Oopsie, was that an NSF charge on the last statement?

Your vendor won't ship your orders because you haven't paid for the last few. You swear you did but can't prove it.

Your clients are loving their extended credit terms! (Good for them, not you.)

Does this sound familiar? Don't try to be the expert in everything. Very few people can handle everything in a timely fashion and they are normally those workaholics we never want to be.

Just because you know how to do your own bookkeeping, doesn't mean you should.

Did You Know Your Receipts are Disappearing?

As a business owner you are required by the Canada Revenue Agency to provide records of all the transactions of your business for 7 years. They must be kept in a secure and accessible place.

Ever notice those nasty receipts printed on thermal paper that fades after a few months? Well, CRA does not care; it is you that still needs to provide proof of that receipt. All those tricks you try that Google tells you about may not work well. So what can you do?

With technology the way it is today, we don't have any excuses. You need to decide what works best for you as an individual. There are many apps, both free and for a charge, that you can use on your smartphone. These apps will take a picture or scan of your receipt and keep it either in the cloud or downloaded to your computer. Some online accounting programs have a mobile app that lets you actually store the receipt and input the information related to the receipt directly into your bookkeeping software. One such program is Quickbooks.

I have experimented with a few of these apps - Neat, Expensify, and Receipt Scanner by Num Receipts Inc. - but I don't have a preference.

Don't have a smartphone that can provide you with access to these apps? No worries, there are lots of small receipt scanners out there that you can attached to your computer via bluetooth or USB.

If you have found a great tool that works for you, please share!

Are You in Danger of Missing Your Business Income Tax Deadline?

Do you know when you are required to file income tax returns for your business with the Canada Revenue Agency (CRA)? The following is a guideline to use to make sure you file in time to avoid penalties.

If you are a solopreneur or self-employed, the deadline is June 15th whether you owe tax or not. If you owe, you should pay by April 30th to avoid interest. Keep in mind that if the date falls on a weekend or holiday, it is due the following business day. This also becomes the effective date for any spouse or common-law partners as they are unable to file without your income. There are many software applications online for free to file these returns. Keep in mind that the software won’t know all of the tax benefits you can take advantage of. For this you need the advice of an expert.

If you are a corporation, you must file your tax return within 6 months of your corporate year end, however you should pay within 3 months to avoid interest. So if your year end is December 31, you must file by June 30. If your company owes tax and you don't have the funds to pay it off, file anyway! If your filing date ends on a weekend or holiday, it is due the following business day.

For information on penalties, refer to the CRA website. In short, you want to avoid these.

Keep in mind, no matter what type of business you have, you must keep your records for 7 years in good order in case the CRA decides to audit you. Having systems in place for records is imperative.

This is Why Your Small Business Needs Revenue Streams

Have you ever taken the time to consider all that your small business has to offer? Different activities which generate revenue can be organized into revenue streams. Grouping your activities this way will tell you which are doing well and which are not - valuable information for you to use to make decisions about your business.

If a revenue stream is not doing well, you may want to drop this activity all together. Or you may want to place more focus on making it viable, such as by cutting costs, increasing prices, or doing more marketing.

Taking a new product or service to market? Include it as a revenue stream in your business plan. If you don't meet your revenue forecast in the period of time expected, it’s time to re-evaluate. Keep in mind most business plans cover a period of 3 to 5 years.

Ways to Manage Cash Flow

I've already written about the importance of a cash flow plan. So, did it make you run straight to your desk and start planning? Keep in mind, most cash flow plans are a forecast of what you see happening in the next 12 months, or even as little as 6 months in some cases. Base it on the goals you have set for your business.

There are many factors that dictate what will happen in the time frame you selected. There are few things we know for certain, such as the cost of employees, loans, how quickly your customers pay their bills, and what your turn around time is to pay your vendors. Factor in things like future purchases and supplies, new employees and any capital expenditures, and, of course, paying yourself!

Some of my clients use software that sends out automated reminders to their clients. This way they are always aware of payments coming into their account and how late they are. One such method is to use an accounting software linked to PayPal.

Other ways to ensure your cash is there when you need it are:

• Ask for deposits when receiving orders; generally people don't mind paying 50% up front.
• Manage your Receivables properly; if your terms are net 30 days, ensure you receive your payments when due by possibly offering early payment discounts.
• Ensure a quick turnaround on inventory by not purchasing an abundance before it’s required.
• Invoice on a daily basis.
• Analyze which methods of receiving payment work fastest for you. There are so many ways to get payments today. For those on the road, there is even Square for debit and credit card payments upon delivery. PayPal, cheque. You name it!
• Never pay your own vendors until the payment terms are up. If you know a vendor will accept payment terms past 30 days, use this opportunity.

Always update your business plan (hopefully you have one of those!) and include a cash flow plan.

Need help? Contact me and I can help you prepare one.

Does Your Small Business Have a Cash Flow Plan?

A key component of any business finance is a cash flow plan. Most entrepreneurs create this plan when they have to provide a business plan for capital funding for an unexpected large project that they require goods and increased staff to complete. But don't wait!

How about on a day-to-day basis? Do you know how to plan to pay your vendors and staff, or even yourself?

Yes, having a successful business certainly helps! But keeping track of how much money comes into your business and how much has to go out - and WHEN - is key. A proper cash flow plan will help you make decisions, such as:

• how you can afford new employees, and possible capital expenditures to grow your revenue
• how to prepare for fluctuations in revenue
• the best way to receive money from your clients
• how best to fund unexpected large projects

Freedom Comes from Hiring Experts

There is a belief among small business owners. They believe by doing everything themselves they can save money and time. I am here to tell you - by experience - this is wrong.

After running a small business for over 10 years I have learned that I am capable of wearing many hats but it's best to let those who are experts in their fields work for you. A business owner who is chief cook and bottle washer will have challenges growing their business.

You probably believe you can do your bookkeeping and taxes because you know how. And that's great. Then the challenge becomes time. Accounting work is time consuming, generally error prone, and subject to deadlines. If you are not up to date, CRA is on your back and you have no clue how your business is doing. Very risky!

There is no greater freedom than the feeling of letting go of some of those responsibilities. Hire an expert to take care of it for you, whether it's your accounting, marketing, sales, HR or the many other experts who can help you run your business smoothly.