Many of the accounting entries are done behind the scenes in QuickBooks just by carrying out the day to day activities of your business. This week we cover 10- 20 great things about QuickBooks...

10. Keep Questions Organized - If you come across transactions that you are not sure how to handle don't let them stop you from reconciling and closing out your financials.  Use the QuickBooks ask my accountant code on your chart of accounts.  This will allow you to enter the transaction and reconcile all while keeping your questions organized in one spot. 

11. Journal Entries - Journal entries are sometimes necessary to fix issues or create year end entries per your CPA to match your tax return.  Although journal entries are getting more into the "accounting" end of things you should still be familiar with them. 

12. Accept Online Payments - You can turn on the Intuit payment network services which allows customers to pay your invoices easily online.  The best part is it only costs you $0.50 per transaction with no percentage of the invoice being charged as a fee.  So you could send a $50,000 invoice and only pay $0.50 to get that money sent directly to your checking account.  Hard to beat that price given the typical merchant processing fees.

13. Email Invoices and Statements - You should set up all invoices and statements to be emailed directly from QuickBooks.  This will help reduce the amount of time it takes for your customers to pay you, which will increase cash flow.  You can turn on the online payments as discussed in #12 above to help you get paid even faster.  

14. Payroll Management - You can process your payroll directly in QuickBooks or use an outsourced payroll service.  We typically recommend outsourcing your payroll to reduce your liability.  When you use an outsourced payroll it is important to record your outsourced payroll correctly in QuickBooks.  Many payroll companies even offer files that can import your outsourced payroll data into QuickBooks. 
 
15. QuickBooks Class Tracking - QuickBooks class tracking is one of the more powerful functions of the software that often is not utilized.  QuickBooks classes are a way to track your data in a way that is meaningful to your business.  Examples of QuickBooks classes are locations or departments.  I use QuickBooks classes to track sources of income so that I know the source of every penny that our business has ever made.    

16. Financial Reporting - One big mistake I see is small businesses not taking advantage of the reporting that is available in QuickBooks.  Small business financial reporting is a crucial piece of the bookkeeping process.  Without running and analyzing financial reports your bookkeeping system is not performing to its full capability. 

17. Owner Memorized Reports - I develop a custom set of reports for myself to run our business.  We also work with our clients to develop a set of reports that the owner finds particularly useful to run their business.  While many reports are available in QuickBooks it is nice to organize them all in one spot for easy access.  Under Reports/Memorized Reports you can find your memorized report list.  You should create a new list called 'owner reports' and memorize important reports to that list to make them easily accessible.

18. Custom Importing - If your financial institution does not offer import capabilities into QuickBooks you still have some options.  You can use a CSV converter to QuickBooks to make your data importable into QuickBooks.  Additionally you can create Intuit Importable Files also known as IIF files which import into QuickBooks.  You may need to seek a developer or programmer that can create IIF files.   

19. Web Apps - There are a whole lot of apps that work with QuickBooks that may help your business.  It is worth browsing the apps to see how they can help your business.  Be sure to get an app that is approved and supported by Intuit.  One QuickBooks app that we recently started using is Time Tracker by eBillity.  This app allows our employees to track and enter their time from their computer, mobile phone or tablet.  The administrator can then approve the time, which can then be set up to sync with your QuickBooks file. 

20. QuickBooks as a Tool - Lastly, I want to talk about using QuickBooks as a tool to run your small business.  Many small business owners look at bookkeeping as a hassle or as a means to filing their taxes.  I think some small business owners simply don't like bookkeeping, others are intimidated by it and some don't see the value in it.  If your bookkeeping system and QuickBooks file are set up properly and tailored to your specific needs they can help you run your business.  Your QuickBooks file should be a tool that you can use to aid you in making key business decisions.

QuickBooks can be a valuable tool to help you run your small business.  If you look at your bookkeeping as a hassle then you have not been shown how to properly use your bookkeeping system to aid you in making business decisions.  

Many of the accounting entries are done behind the scenes in QuickBooks just by carrying out the day to day activities of your business. Over the next 2 weeks, we cover 20 great things about QuickBooks...

1. Control Cash Flow - QuickBooks can be a great tool to help you manage your cash flow.  Instead of using your online bank balance you should keep your QuickBooks file updated regularly and understand how to use it to manage your cash flow.  By entering your financial transactions often and doing daily reconciliations in QuickBooks you will get a great handle on your cash flow.  The key is sorting your QuickBooks bank accounts by cleared status. 

2. Invoice Customers - I always like to train clients to create and send their own invoices in QuickBooks.  When you have a customer that wants to give you money for products or services that last thing you want to do is wait on sending them an invoice.  Learning how to properly invoice customers will decrease your accounts receivable and increase your cash flow.

3. Manage Bills and Accounts Payable - Keeping your vendors and suppliers happy is important as well.  You don't want to fall behind on your outstanding bills with vendors.  Using the enter bills and pay bills functions in QuickBooks is simple.  Entering the bills to your vendors with the correct terms and due dates will help you stay on top of keeping your vendors paid and happy.  Paying your bills directly through QuickBooks via online bill pay or printing checks will reduce unnecessary data entry and increase productivity. 

4. Manage Employee Time - You can enter employee time from the employees section of the home screen.  You can enter a single time event or use a weekly timesheet.  Tracking time in QuickBooks can help measure employee productivity and can prove to be valuable for job costing purposes.  

5. Customized Chart of Accounts - Your QuickBooks chart of accounts is all about your needs and should be customized to those specific needs.  I often see clients make their chart of accounts so complicated that the reports become meaningless.  Make sure your chart of accounts speaks to you and provides you with valuable information that you can use.  Don't worry too much about tailoring your chart of accounts to your taxes; it should be more geared towards helping you run your business. 

6. Memorized Transactions - You should use QuickBooks memorized transactions to automatically enter transactions that occur on a regular and predictable basis.  This can include invoices, bills, journal entries and payments.  The idea is to boost efficiency and have certain items be entered automatically into QuickBooks.  One example of a good use of a memorized transaction is a bill that you have set up to be automatically deducted from your checking account like your mortgage payment.  By memorizing a check you can have the payment automatically post to your checking account a certain number of days in advance.   
 
7. Always Reconciled - The most important thing you can do for your small business bookkeeping system is to make sure to reconcile QuickBooks on a consistent basis.  You should reconcile all of your applicable accounts not just your bank accounts.  Make sure to reconcile bank accounts, credit cards, loans, lines of credit and payroll liabilities.   

8. Printing Checks - Printing checks from QuickBooks is a great way to keep cash flow updated and increase your efficiency.  Since the check will not clear your bank until the payee deposits it you want to make sure to include it in your cash flow analysis.  Printing checks from QuickBooks will eliminate unnecessary data entry. 

9. Online Banking - You should set up your QuickBooks accounts for online banking download.  Many major financial institutions offer data downloads into QuickBooks.  This will reduce a lot of unnecessary data entry.

10-20 coming net week...

QuickBooks can be a valuable tool to help you run your small business.  If you look at your bookkeeping as a hassle then you have not been shown how to properly use your bookkeeping system to aid you in making business decisions.  

GLM has been working with business owners for many years. One of the biggest concerns most business have is: "Should I make them an employee or just in independent contractor?" This information is direct from the IRS:

A business might pay an independent contractor and an employee for the same or similar work, but there are key legal differences between the two. It is critical for business owners to correctly determine whether the people providing services are employees or independent contractors.
Here’s some information to help business owners avoid problems that can result from misclassifying workers.

An employee is generally considered anyone who performs services, if the business can control what will be done and how it will be done. What matters is that the business has the right to control the details of how the worker's services are performed. Independent contractors are normally people in an independent trade, business or profession in which they offer their services to the public.

Independent contractor vs. employee
Whether a worker is an independent contractor, or an employee depends on the relationship between the worker and the business. Generally, there are three categories to consider.

• Behavioral control − Does the company control or have the right to control what the worker does and how the worker does the job?
• Financial control − Does the business direct or control the financial and business aspects of the worker's job. Are the business aspects of the worker's job controlled by the payer? Things like how the worker is paid, are expenses reimbursed, who provides tools/supplies, etc.
• Relationship of the parties − Are there written contracts or employee type benefits such as pension plan, insurance, vacation pay? Will the relationship continue and is the work performed a key aspect of the business?

Misclassified worker
Misclassifying workers as independent contractors adversely affects employees because the employer's share of taxes is not paid, and the employee's share is not withheld. If a business misclassified an employee, the business can be held liable for employment taxes for that worker. Generally, an employer must withhold and pay income taxes, Social Security and Medicare taxes, as well as unemployment taxes. Workers who believe they have been improperly classified as independent contractors generally must receive a determination of worker status from the IRS. Then they can use Form 8919, Uncollected Social Security and Medicare Tax on Wages to figure and report their share of uncollected social security and Medicare taxes due on their compensation.

Voluntary Classification Settlement Program
The Voluntary Classification Settlement Program is an optional program that provides businesses with an opportunity to reclassify their workers as employees for future employment tax purposes. This program offers partial relief from federal employment taxes for eligible businesses who agree to prospectively treat their workers as employees. Businesses must meet certain eligibility requirements and apply by filing Form 8952, Application for Voluntary Classification Settlement Program, and enter into a closing agreement with the IRS

Who is self-employed?
Generally, someone is self-employed if any of the following apply to them.

• They carry on a trade or business as a sole proprietor or an independent contractor.
• They are a member of a partnership that carries on a trade or business.
• They are otherwise in business for themselves, including a part-time business.

Self-employed individuals, including those who earn money from gig economy work, are generally required to file an tax return and make estimated quarterly tax payments. They also generally must pay self-employment tax which is social security and Medicare tax as well as income tax. These taxpayers may qualify for the home office deduction if they use part of a home for business

Our partner Human Interest, a highly rated, cost-friendly 401(k) provider, can help you integrate or start a 401(k) with any Payroll Company. 

With Human Interest, you’ll be able to:

• Seamlessly manage employee contributions and deductions from payroll through our integration with Human Interest
• Receive ongoing support, transparent pricing and zero transaction fees
• Save even more with tax credits like the SECURE Act that can be up to $15,000, with $5,000 per year for the first 3 years

Human Interest has helped many of my clients provide their employees an option, to help better prepare them in the future! Nancy Gilliam will be happy to connect you with her Account Executive and to find a time that works best for you, or please let me know a time that would work best for you in the meantime.

You can learn more here:

Section 1031 of the Internal Revenue Code allows the deferral of gain on the sale and subsequent purchase of real property used for business use or investment. An exchange is much like a typical sale followed by an acquisition within 180 days but with a few rules attached.

BENEFITS OF AN EXCHANGE
This often overlooked tax strategy can help you accomplish many short and long-term real estate objectives:

• Immediate tax deferral
• Ability to acquire real estate with pre-tax dollars
• Long-term appreciation on tax deferral
• Estate preservation as deferred gain may be forgiven upon death
• Less management responsibility
• Consolidation of properties
• Greater selling and buying power
• Increased income potential
• Relocation or expansion of business facilities
• Diversification of assets or geographic locations
• Conversion to personal use property after a period of qualified use
• Exit strategy for business owners

Learn More:
COMPLIMENTS OF:
​Connie Custer, Business Development
1031 CORP.
100 Springhouse Drive, Suite 203
Collegeville, PA 19426

Office: 610.792.4880 ext. 230
Cell: 610.724.5195
Email: connie@1031CORP.com
Website: www.1031CORP.com

Employers in Illinois with at least 5 employees must soon comply with the Illinois Secure Choice Savings Program Act (Secure Choice) or offer employees an employer-sponsored retirement plan.

​Background
Secure Choice requires employers to automatically withhold five percent of an employee’s compensation (up to the annual maximum allowed for IRA contributions each year as provided by the IRS), unless the employee elects a different amount or opts out of the program, and to remit those contributions to the Secure Choice program.
Under the original program, employers that satisfy these criteria are subject to the Secure Choice program:

1. Have at least 25 employees as reported to the Illinois Department of Employment Security (IDES) for unemployment insurance payments;
2. Have been operating in Illinois for at least two years; and
3. Do not offer a qualified retirement plan to any Illinois employees. (A qualified retirement plan under sections 401(a), 401(k), 403(a), 403(b), 408(k), 408(p), or 457(b).)

New Requirements
The newly enacted law makes several notable changes to Secure Choice, including:

• The 25-employee threshold is reduced to 5 employees. Now, the program will apply to employers with at least 5 employees in the state during every quarter of the previous calendar year. The employer determines the total employee count using the annual average from the employer-reported quarterly data.
• Secure Choice now includes annual, automatic increases to the contribution rates up to a maximum of 10% of an enrollee’s wages. The Illinois Department of Revenue will establish a schedule for the automatic increase.
• The changes clarify that the second year of non-compliance need not be consecutive for applying the $500 noncompliance penalty.
• Employers now have 120 days (rather than 90 days) after issuance of a notice of proposed penalty assessment for noncompliance to file a protest with the department or come into full compliance.
• The changes allow providing notices electronically rather than only by first class mail.

When Effective
The program will notify employers before their scheduled start time to allow them time to register. The schedule is:

Wave 1: The enrollment deadline for employers with fewer than 25 employees and more than 15 employees will be no sooner than September 1, 2022

Wave 2: The enrollment deadline for employers with at least 5 employees but not more than 15 employees will be no sooner than September 1, 2023.

The Illinois Secure Choice website provides additional information, including FAQs.
https://www.ilsecurechoice.com/home/faq.html

What is a “Typical Situation” people are in when they realize they need your help?
Someone who has been using the same vendors and suppliers for a long time without sending them out to bid. OR Someone who needs to reduce costs but doesn’t have the time or the staff to perform a competitive analysis.
 
What is something someone might say that would lead me to think of you?
I can’t make sense of my complicated bill and I don’t know if I am paying the right amount...or I think I am being over-charged by a particular supplier!
 
What (Specifically) do you do?
We make sure our clients are paying the right amount to their suppliers of telecommunications, credit card processing, small package shipping, electronic document signature and waste services
 
How do you do it?

1. We review the last 3- 12 months of billings and recover any overcharges and incorrect billings.
2. Then we make sure our clients are only paying for services they need.
3. Last we negotiate new rates with current suppliers and alternative suppliers and present a report for the client to decide for themselves.

We do this service with no upfront fee. There is only a fee if we save money and the client decides to go ahead. 
 
Matching Ideas with Resources: 

Accounting:

• An information system that provides reports to stakeholders about the economic activities and condition of a business.
  • Financial accounting: The area of accounting that focuses on recording transactions and events so that general-purpose financial statements can be prepared.
  • Managerial accounting: The branch of accounting that aids management in making financing, investing, and operating decisions for the company.
  • The head of the accounting department in a company is called comptroller or chief financial officer (CFO).

 
Statement of stockholders’ equity: A financial statement that reports the change in financial condition due to the changes in stockholders’ equity items for a specific period of time.
 
Retained earnings: Net income retained in a corporation. (Beginning retained earnings + Net income – Dividends = Ending retained earnings)
 
Stockholders’ equity: The stockholders’ rights to the assets of a business.
Assets = Liabilities + stockholder’s Equity
 
Statement of cash flows: Provides a summary of the cash receipts and cash payments and reports the change in financial condition due to the change in cash during a specific period of time.
 
Financial Accounting Standards Board (FASB): The authoritative body that has the primary responsibility for developing accounting principles.
 
Financial accounting system: A system that includes:

• (1) a set of rules for determining what, when, and the amount that should be recorded for an economic event;
• (2) a framework for facilitating preparing financial statements; and
• (3) one or more controls to determine whether errors could have occurred in the recording process.

 
Cash basis of accounting: A system of accounting in which only transactions involving increases or decreases of the entity’s cash are recorded. (Practiced in Chapter 2)

• Under the cash basis of accounting, net income and net cash flows from operating activities are equal.

 
Accrual Basis of Accounting: A system of accounting in which revenue is recorded as it is earned, and expenses are recorded and matched against the revenue they generate.

• Under the accrual basis of accounting, net income and net cash flows from operating activities may be significantly different.
• Revenue is recorded when it is earned, expense when expense is incurred in generated revenue, and adjusting entries required in order to prepare financial statements.

Typical Situation: Our client needs funding to pay bills on time. They have orders coming in, but are not getting paid on time or “in time” to pay bills. They could also be getting a large order, that may require up front funding to vendors.

When you hear a business owner say:
·        “My cash flow is poor”
·        “I’ve got good customers but they’re paying my invoices slow/beyond terms”
·        “I received a large order but can’t pay my supplier/s”
·        “I’m too new to get bank financing”
·        “My bank won’t provide enough financing to meet my company’s needs.”
 
An Accounts Receivable Consultant provide strategic financing solutions for business to business companies.  Strategies include accounts receivable financing as well as purchase order financing, work-in-process financing and asset based loans.

How they Work The Consultant visits our client and conducts a comprehensive analysis of the client’s situation as to the history of the business, opportunities and challenges, current financial condition and current financing, if any, as well as their financing needs.

Matching Ideas with Resources: