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Author: Jake Snelson

Improve Your Online Presence Part 2: Perform a Quarterly Social Media Audit

So you’ve reviewed your website and got it looking top-notch? That’s great! The next step in improving your online presence is to perform a quarterly social media audit. Here is a quick checklist for doing that:

Make a list of all social media accounts that your business is part of and plan to update each account. Note any specific edits that you’ve been meaning to fix and haven’t yet.
While you’re doing this, make a list of all usernames and passwords and store them in a safe place. Update your passwords as needed and share them with the correct people in your company.
Make sure all links on your website and newsletter work properly and are directed to the correct account. Only display links of accounts that are actively managed.
Check all contact information: make sure phone numbers, emails, links to websites, and addresses are current on all accounts. Refresh your “about” page(s) and business description as needed.
Update all cover photos with a fresh look and make sure any important information isn’t hidden behind profile pictures. Your cover photos should show the benefits of your product or service, have a call to action, or show happy people with your product or logo. Check out this complete list of social media cover photo sizes before you begin designing.
Create an editorial calendar for your team. It should include a consistent posting schedule for all social media accounts. A good rule of thumb is to update your Facebook page at least once a week, Twitter once a day, Instagram two to three times a week, and Pinterest at least once a week. Ideally, a member of your team could manage all social media accounts and post even more than that. A great resource for scheduling your social media posts from all accounts is Hootsuite.com.
Place a call-to-action on your social media accounts. You can use Facebook to share an “offer” (maybe a free month of your service or a coupon for your followers); post a few quick tweets asking followers to sign up for your newsletter, or include a link in your social media posts that simply directs traffic to your website.
Plan contests, sales, discounts, and giveaways for the year and advertise them through social media. All of these things should be announced and advertised in advance, and then include an extra push on social media while the sale or giveaway is occurring.

Not only do refreshed and well-maintained social media accounts keep your business image looking sharp, they help you engage with your followers, learn about your audience, and interact with current and potential customers on a personal level.

Read the rest of the series here and here.

Do I Still Have To Pay Personal Income Taxes As A Small Business Owner?

Unfortunately, owning a small business does not exempt you from paying personal income taxes. Many business owners pay themselves a set salary from their business profits, which is considered taxable income. Other business owners (normally smaller businesses) just invest what is necessary to keep the business running and then keep the remainder of the profits as their pay. The type of business entity you chose when you formed your company determines exactly how your money is taxed. If your company is growing rapidly, you may want to reevaluate your business structure and change it if necessary. Here’s a quick overview of business structures and the tax implications of each one:

Sole Proprietors: A sole proprietor owns and operates a business on their own, which means they are personally responsible for all profits, losses, and debts for the company. Even if you haven’t established a formal business structure yet, if you’re making money working for yourself, you’ve got a sole proprietorship on your hands. Sole proprietors file their income taxes as individuals with a 1040, and use an additional Schedule C form to report their income and deductions. Sole proprietors are accountable for withholding and paying taxes, including self-employment and estimated quarterly taxes.

LLC: An LLC offers additional liability protection that a Sole Proprietorship does not. If your business is sued or runs into financial trouble, the business will be responsible (and not you personally). In addition, forming a corporation or LLC may lower your tax bill. For a single owned LLC, taxes are filed just like a sole proprietor (aka an individual). An LLC with multiple members would file a Form 1065 to establish a partnership.

S. Corporation: An S Corp is similar to an LLC in that it is treated as its own entity separate from the individual. Members of an S Corporation are paid just like employees and must file personal income taxes on the wages they receive. An S Corporation files a tax return but the profit or loss passes through a Schedule K-1 to the individual income tax return. Each shareholder who receives a K-1 must factor in the profit or loss in determining the amount of estimated tax payments to be paid.

C Corp: A C Corp is taxed on its income rather than a pass through entity. Profits are taxed when earned and taxed again when distributed, often called “double taxation.” Owners must pay estimated tax payments based on the profit. Using this structure, the entity files a standalone tax return and pays taxes at the corporate level.

Conquer the Paper Pile-Up: Top 3 Ways to Track Receipts this year

Tracking receipts can be a huge headache for small business owners. Creating an organized system to store all of those receipts (and finding them when it’s time to file taxes!) can be an even bigger headache.

Here are the top 3 ways to track receipts for your small business this year:

Take a photo and manually track receipts. Yes, it’s that easy! The IRS accepts digital copies of receipts as proof and they take a lot less room (and hassle) than hard copies. However, there are two rules that go along with this. First, make sure that the photo is identical to the original receipt. That means you need a good quality photo that is completely readable. Second, store the scanned copy of the photo of the receipt somewhere very secure and make sure regular backups are taken. Create a system for tracking receipts on your computer by having a folder for each year, and then inside those folders, make new folders for each month. You can even break it down further within each month’s folder for the type of receipt, but that’s not necessary if you don’t have the time. (Ex. 2016>January>Travel Expenses.)

Use a Smartphone or Tablet App. There are a lot of handy apps for tracking receipts as a small business owner. A few of them include:
- Shoeboxed: $9.95/month; for iPhone, iPad, Android, and desktop, this app allows you to snap photos of receipts and then categorize them. It also allows you to track miles driven for work.
- Mint.com: free; for all mobile devices and allows you to track business expenses through your bank accounts. This is especially helpful if you have a separate bank account for your business.
- Onereceipt.com: free; for all mobile devices, allows you to store your receipts in the cloud, automatically pulls receipts from your emails, and organizes your spending into categories.

The Old School Method. There’s nothing wrong with a good old paper and pen method of tracking receipts, and it works great for many business owners. Here are a few recommendations for tracking paper receipts:
- Have a folder for each month. Put all your receipts into that folder and then spend an hour or two each month entering the receipts into a spreadsheet.
- Use a spiral bound notebook and pen. Tape your receipts into the notebook, one per page, and then jot down what the expense was for on the side of the page.
- Copy your receipts with a copy machine so that you get a clean, unwrinkled 8.5×11” sheet, and then stick it in a filing cabinet with appropriate labels.

Do you have any awesome tips for tracking receipts? We would love to hear them so we can help others even more with their small business bookkeeping!

FAQs for Tracking Receipts in Small Business Bookkeeping

1. How can I track receipts efficiently for tax purposes? Utilize digital methods like photographing receipts, organizing folders on your computer by year and month, or leverage smartphone apps designed for receipt tracking and expense categorization.

2. Are there specific apps or tools recommended for receipt tracking? Yes, consider apps like Shoeboxed for photo-categorization, Mint.com for bank-integrated expense tracking, or Onereceipt.com for cloud-based storage and email receipt import.

3. Is there a traditional way to track paper receipts effectively? Absolutely! Organize paper receipts by month in folders, maintain a spiral-bound notebook for entries, or create clean copies via a copier and file them neatly for easy access.

4. What’s the importance of maintaining an organized system for receipts? Organizing receipts streamlines tax filing, expense tracking, and financial record-keeping, ensuring easy retrieval and accuracy in small business bookkeeping.

5. Do you have additional tips for efficient receipt tracking? Share your expert tips in the comments to enhance small business bookkeeping and help others navigate receipt tracking effectively!

Top 4 Quick & Easy Ways to Pay Your Tax Bill

Tax season doesn’t equate to a refund for everybody. If you owe a tax bill this year, the IRS offers methods of quick and easy payment. No matter how you deliver your payment–online, on your smartphone, or delivery by horseback, make sure your tax bill is paid by April 18th.

DirectPay. The quickest and easiest method of payment, this can be used to pay your individual tax bill, or your estimated quarterly taxes. No need to register, you’ll receive instant confirmation upon payment.
IRS2Go App. Download the free app to your smartphone and pay your tax bill by credit or debit card quickly and on-time. The app can be downloaded from the Apple App store, Google Play, or Amazon and is available for all devices.
Credit or Debit Card. These standard service providers are safe and secure, but come with a small processing fee. Most fees are around $2.50.
Pay when you E-file. If you file your tax return electronically, you can pay your tax bill right then and there, or even schedule it for a later date. Fund are taken directly from the bank account information you enter. Many tax return softwares like Turbotax also allow you to pay your tax bill when you e-file.

Can’t pay your full tax bill right now? You can set up a payment plan with the IRS to pay your tax bill over time. Learn how to do that here.

Weren’t able to talk to a virtual bookkeeper and a little behind on last year’s taxes? Learn how to pay last year’s tax bill here.

How Do I File Last Year’s Taxes Online?

It’s never too late to file overdue tax returns. Of course, filing all of your taxes by the April 15th (April 18 for 2016) deadline is always the best way to keep yourself out of hot water with the IRS. But, if you still haven’t filed a previous year’s tax returns, you still can and should to take care of it as soon as possible.

Here are a few quick steps to file last year’s taxes online:

Gather your documents. Same process as any other year, you’ll need all of your documentation before you can file last year’s taxes online. Gather W-2s, 1099s, and any other tax paperwork you received for the year you missed. If you have deductions you plan to claim, you’ll also need your receipts and documentation of those items. If you’re missing any W-2s or 1099s, you can request them from the IRS by filling out a Form 4506-T. Keep in mind that it can take the IRS up to 45 days to process your request.
Download previous year’s tax forms. In order to file last year’s taxes online, you must use the original tax forms from the year you missed. You can search for and download those from the IRS website.
Prepare back tax returns. As you’re preparing last year’s taxes, you cannot use this year’s tax instructions. Because tax laws change every year, you’ll want to make sure you are following the correct year’s instructions as you’re inputting your data. Online accounting software like Turbotax can walk you through your taxes and help you file last year’s taxes online. Vyde also offers catch up tax preparation and virtual bookkeeping.
Submit your tax forms. Send your forms to the address listed on the Form 1040 instructions. If you’re filing online, most tax softwares can submit your tax forms for you. If you owe taxes, try to send as large of payment as possible to avoid additional penalties and interest. After the IRS receives your taxes, they will notify you of the exact penalty you must pay for being late.

For more information on how to file last year’s taxes online, visit the IRS website.

The Pros and Cons of Forming a Small Business Partnerships

There are currently about 2.2 million business partnerships in the US, which forms about 8% of all small businesses. While not the most common type of business entity, (S Corps make up about 73% of small businesses), partnerships are a popular choice among entrepreneurs. Before structuring a small business partnerships, you’ll need to consider the pros and cons of this type of entity.

Pros of Forming a Partnership

Partnerships are easy to form. In fact, they’re one of the only type of business agreements that can be formed with a handshake.
Partnerships are inexpensive to form. There is not a lot of paperwork and state filing to do with a partnership so they are relatively inexpensive. Business partners can draft the agreement themselves, or they can hire an attorney which normally costs anywhere from $500 to $2,000.
Partnerships offer favorable taxation to most smaller businesses.
Business partners have more say in the activities and management of their business.
Partnerships often do not have to pay minimum taxes that are required of LLCs and corporations.
Well-formed partnerships are often profitable and organized. If one partner decides to leave the business, they can do so without much consequence, if it was written into the agreement.
Each business partner brings a fresh perspective to the business and is able to share responsibilities, rather than running the business by themselves.

Cons of Forming a Partnership

Owners in a small business partnership are subject to unlimited personal liability for the debts, losses and liabilities of the business (except in cases of limited partnerships and limited liability partnerships).
Individual partners must take the responsibility of the other partner’s actions–even if they are unfavorable.
Poorly organized partnerships often lead to legal disputes and lawsuits. Partnerships can quickly become expensive when it comes to solving disagreements.
Because partnerships are jointly owned, each partner must share the successes and profits of their business with the other partners. An unequal contribution of time, effort, or resources can cause discord among business partners.

Discuss the pros and cons of forming a partnership with your partner before settling on an agreement. Talk through even the awkward “what if” situations to get a feel for whether the partnership is a good fit. It’s best to consult a professional before entering into a partnership if you think there is a possibility you might regret the agreement somewhere down the road.

FAQs on Small Business Partnerships:

How easy is it to form a partnership? Forming a partnership is relatively easy and can even be established with a handshake, making it one of the simplest business agreements.

2. What are the key advantages of partnerships? Partnerships offer favorable taxation, shared responsibilities, and more say in business activities, fostering profitability and flexibility.

3. What are the risks associated with partnerships? Partnerships entail unlimited personal liability for debts, potential conflicts, and the obligation to share profits, possibly leading to discord among partners.

4. Can partners exit a business without consequences? Well-drafted agreements allow partners to leave without severe consequences, but poorly structured partnerships can lead to disputes and legal issues.

5. How crucial is professional advice before forming a partnership? Consulting professionals is highly recommended to navigate potential regrets and ensure clarity on the terms and possible scenarios within the partnership agreement.

Interested in Learning More?

Schedule a free consultation with our team!

How to Structure a Small Business Partnership in 3 Steps

A partnership is a business form created automatically when two or more persons engage in a business enterprise for profit. It is the only business structure that can be created by an oral agreement, though an oral agreement is not recommended. As a business runs its course, owners are sure to have differing opinions which can quickly escalate into disputes--especially if the duties and responsibilities of each partner are not outlined in a specific written agreement.

In order to form a legal, binding, and secure small business partnership, there are a few steps you can take to ensure the happiness and satisfaction of both business partners.

1. Decide which type of partnership you plan to form. There are a few common types of partnerships you can create when starting your small business venture.

The General Partnership: This is the simplest of all partnerships and is almost always the case with oral agreements. In a general partnership, all partners share in the management of the entity, in the entity’s profits, and in the liability of the business. Matters relating to the ordinary business operations of the partnership are decided by a majority of the partners. In this type of partnership, the two partners may own different percentages of the business and have more or less say in things.
The Limited Partnership: In this case, the partners contribute capital and share in the profits but normally do not participate in the management of the enterprise. Limited partners incur no liability for debts beyond their capital contribution. The limited partnership is commonly used in the restaurant business, with the founders serving as general partners and the investors as limited partners. A limited partnership generally requires more paperwork and official filings with the state to be recognized. Many businesses choose to form an LLC rather than a Limited Partnership.
Joint Venture: This acts as a general partnership, but for only a limited period of time or for a single project. Partners in a joint venture can be recognized as an ongoing partnership if they continue the venture, but they must file as such.

2. Discuss these important points. You’ll need to make decisions on the following:

How decisions will be made
How ownership will be shared
How and when business owners will be paid
Develop an exit strategy
Other details including any personal preferences, employee management, vacation time, office schedules, investments, etc.

3. Hire a professional to take care of the paperwork. While it is legal and perfectly normal for business partners to write up their own documentation of partnership, it is not advised. It’s best to bring in an attorney to draw up the agreement, check with the state on any legal filings that need to take place, and remind the partners of any points that may be missing from their agreement. It generally costs anywhere from $500 to $2,000 to have an attorney draft a partnership agreement for small business owners, depending on the complexity of the arrangement.

Structuring a small business partnership doesn’t have to be complicated, but it is important to be thorough in the agreement in case problems arise in the future. The partnership agreement can be revised as the business evolves, at the consent of both partners.

Take the stress out of partnership documentation. Partner with Vyde, your accounting professionals offering more than tax filing. Access a team dedicated to saving you money, providing insights, and proactive advice for your business finances. Let us identify deductions that bring significant savings to your business. Reach out today!

FAQs for Structuring a Small Business Partnership:

What are the main types of partnerships for small businesses?
The main types include General Partnership, Limited Partnership, and Joint Venture. Each has distinct features regarding management, liability, and participation.
What key aspects should be discussed when forming a partnership?
Important discussions involve decision-making processes, ownership shares, payment methods, exit strategies, employee management, and other preferences impacting the business.
Is it necessary to hire a professional for partnership paperwork?
While partners can draft their agreement, it’s advisable to involve an attorney for legalities, ensuring completeness, and filing requirements. Attorney fees typically range from $500 to $2,000 based on the agreement’s complexity.
Can a partnership agreement be altered as the business grows?
Yes, partnership agreements can be revised with both partners’ consent as the business evolves. It’s crucial to update the agreement to accommodate changes and prevent future disputes.
What risks are associated with forming an oral partnership agreement?
- An oral agreement lacks legal protection and clarity. Disputes can escalate quickly, as duties, responsibilities, and profit-sharing might not be explicitly defined, leading to potential conflicts.

Interested in Learning More?

Schedule a free consultation with our team!

How do I Create One A Succession Plan for My Small Business?

When you start a small business, it’s important to consider and anticipate possible changes in the future. A well thought out succession plan can ease the process of change as your business evolves.

What is a Succession Plan?

A succession plan is basically a written plan that outlines how one leader will replace another within a business in the future. Positions of leadership are often–though not always– filled internally, with people who have the potential to improve upon their current position and assume a leadership role.

How a leader exits a business and how that change is managed reveals the character and effectiveness of the business as a whole. As a small business owner, you’ll want these transitions to go as smoothly as possible. A clearly defined succession plan in any small business not only reduces potential conflict, but it increases the availability of capable employees that are prepared to assume leadership positions. It also helps with employee retention and motivation, especially if employees see a clear path to advancement in their future.

How Do I Create a Succession Plan for My Small Business?

Assess internal candidates first. These are the people who know your business best. It doesn’t always mean they are the best fit for the job, but it’s a good idea to start analyzing a group of people you already know and trust to possibly fill leadership positions within your company. Try to view all employees objectively in this process. Note the positive characteristics that could make each candidate a leader, while also taking notice of the characteristics that could hinder their ability to take on a larger role within your business.
Develop a written criteria.
Consider all stakeholders. As you are developing a succession plan for your small business, consider how a change in the leadership will affect the other employees that work for you, as well as your business partner if you have one. Ponder these questions as you develop your succession plan:

- Is there an emergency candidate who could take the reins if you were to leave tomorrow?
- Who do I need to invest in today so that he or she will be prepared to take on a leadership role in the future? How do I best prepare this person?
- Is the company organized enough to ease the transition of a new leader?
- Is there a seasoned leader in place who is willing to coach a potential successor?
Prepare the potential leadership candidates. Perhaps the most neglected step in the succession planning process is to prepare the candidate after he/she has been chosen. There is no such thing as a “ready now” candidate; all will need mentoring and training to assume a leadership role. Make sure the candidate for the position has the support they need to learn, grow, and stretch their capabilities to assume a role that will include more stress and responsibility.
Refresh as needed. Your succession plan should be a living document that is changed and modified as market conditions and/or strategy change. It should go beyond the traditional position description and delve deeply into both the competencies and experiences required for the next leader. The succession plan can then be used as a tool in grading succession candidates objectively.

When in doubt, consult a professional. An accountant or attorney can provide a fresh, objective viewpoint and can advise you on the potential profitability of certain candidates. Developing a solid succession plan now can help ease the transition of changing roles later on.

FAQs for Small Business Succession Planning:

What is a Succession Plan?

A succession plan outlines how leadership transitions will occur within a business in the future, often internally, to ensure smooth changes.

How Do I Create a Succession Plan for My Small Business?

Start by assessing internal candidates objectively, develop written criteria, and consider all stakeholders to prepare potential leaders effectively.

Why is Succession Planning Important for Small Businesses?

It reduces conflict, boosts employee retention, and ensures a pool of capable leaders for future growth, fostering a smoother transition.

How Do I Prepare Potential Leadership Candidates?

After selection, provide mentoring and training to prepare candidates for increased stress and responsibility, ensuring they’re ready for leadership roles.

When Should I Refresh My Succession Plan?

Regularly update your succession plan to reflect changes in market conditions or strategy, ensuring it remains an effective tool for identifying and grooming future leaders.

How to Set Up an IRS Payment Plan

The IRS offers installment agreements to taxpayers who are unable to pay their tax payment all at once. If you cannot meet your tax obligation currently or in the near future, you are not alone. Fortunately, you can request to make monthly payments to the IRS until you are paid in full. Here’s how:

Depending on the amount of taxes you owe and how quickly you are able to pay, there are a few different ways to set up an IRS payment plan :

IRS Payment plan for individuals who owe less than $50,000 in federal taxes: The Individual Agreement Installment is the most common type of IRS payment plan for taxpayers in this category. Payments are made monthly, usually through a debit card. However, this type of IRS payment plan also accepts check or money order, credit cards online or by phone, EFTPS, payroll deduction from your employer, or an online payment agreement. To apply for this type of IRS payment plan, you’ll need to fill out a IRS Form 9465 (Installment Agreement Request). You can also apply through the IRS.gov website with the Online Payment Agreement Application.
IRS Payment Plan for individuals who owe $50,000 or more in federal taxes: Individuals in this category must also fill out an IRS Form 9465 (Installment Agreement Request), as well as a Form 433-F (Collection Information Statement). The Form 433 will ask you to list your accounts and lines of credit, plus real estate and other assets. You will be asked to provide your monthly income, in addition to your monthly living expenses. Fill out both of these forms and mail them together to set up an IRS payment plan.
IRS Payment Plan for Business Owners who owe less than $25,000 in federal taxes: Business owners can request a “In-Business Trust Fund Express” installment agreement (IBTF-Express IA). To be eligible, the business must have employees. This plan provides a 24-month period to pay the outstanding tax debt. If the amount owed is greater than $10,000 (and below $25,000), the business must set up a Direct Debit installment agreement.

Additional Information from the IRS website: It costs $120 to set up a standard agreement or payroll deduction agreement with the IRS, and $52 to set up a Direct Debit agreement. If your income is below a certain level, the fee for setting up an installment agreement is $42. To request this reduced fee, submit Form 13844 (Application for Reduced User Fee for Installment Agreements). The charge for reinstating or restructuring an existing installment agreement is $50.

Ready to make your federal tax payment to the IRS? Visit this post to learn where and how to send your payment.

How to Pay the IRS if You Owe Money on Your Federal Taxes

If you’re not receiving a refund on your federal taxes this year and just found out that you’ll actually owe money to the IRS, you’ll need to get that payment in as soon as possible. This is a common scenario for small business owners, self-employed taxpayers, and those who have held too little money withheld from their regular paychecks for the past year.

If you owe money on your federal taxes and need to pay the IRS, there are a few ways to go about this:

IRS Direct Pay: The simplest and quickest way is to visit the IRS website and choose the Direct Pay option. This will pull money directly from your bank account at no additional cost to you. The Direct Pay option also allows you to pay your federal taxes with a credit or debit card.
EFTPS: You can also use The Electronic Federal Tax Payment System (EFTPS) to pay your federal tax bill. This secure government website allows taxpayers to submit their payments electronically. To enroll, or for more information on enrollment, visit EFTPS or call EFTPS Customer Service to request an enrollment form: 1-800-555-4477

Pay by Check or Money Order: If you choose to mail your federal tax payment, make your check or money order out to the US Treasury. Do not use staples or paperclips to attach the check to your return. You’ll also need to include your name, address, daytime phone number, Social Security number or EIN, tax period and related tax form or notice number on your form of payment. Mail your payment to the address listed on the notice or instructions.
Same Day Wire Payment: Same-Day Taxpayer Worksheet to complete your transaction. If you are paying for more than one tax form or tax period, complete a separate worksheet for each payment.
Auto-Pay through your tax preparation software: Many tax preparation software programs give you the option of making the federal tax payment to the IRS for you. Turbotax and TaxAct both offer this option when you reach the end of your tax forms.

If you are unable to make your payment in full, visit this post for information on setting up a payment plan with IRS.

Still confused? We can help you make your Federal Tax Payment to the IRS if you are unable to use any of the methods listed above. If you owe money to the state, this post will direct you to the proper place to submit your payment.

Vyde is a licensed accounting firm (CPA) based in Provo, Utah, and members of the AICPA. We provide professional accounting services to businesses and individuals, with a focus on small business bookkeeping and taxes.

Resources

Author: Jake Snelson

Improve Your Online Presence Part 2: Perform a Quarterly Social Media Audit

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FAQs for Tracking Receipts in Small Business Bookkeeping

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How Do I File Last Year’s Taxes Online?

Here are a few quick steps to file last year’s taxes online:

The Pros and Cons of Forming a Small Business Partnerships

The Pros and Cons of Forming a Small Business Partnerships

Pros of Forming a Partnership

Cons of Forming a Partnership

FAQs on Small Business Partnerships:

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How to Structure a Small Business Partnership in 3 Steps

How to Structure a Small Business Partnership in 3 Steps

FAQs for Structuring a Small Business Partnership:

Interested in Learning More?

How do I Create One A Succession Plan for My Small Business?

What is a Succession Plan?

How Do I Create a Succession Plan for My Small Business?

FAQs for Small Business Succession Planning:

How to Set Up an IRS Payment Plan

How to Pay the IRS if You Owe Money on Your Federal Taxes

If you owe money on your federal taxes and need to pay the IRS, there are a few ways to go about this:

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