Business Accounting - Vyde

How to Prepare Your Small Business for a Tax Audit

When it comes to small business finances and tax filings – mistakes can happen. And when they do, tax audits usually happen too. Despite the fact that the best way to prepare for a small business tax audit is to not have to have one at all, there are a few things to keep in mind and prep so you’re ready for your small business tax audit. Lets get started…

Know Which Type of Audit You’re Having

Once you know you’re having an audit, the first thing you’ll want to do is know which type you’re having. The IRS carries out 3 different types of audits and you’ll want to know the differences so you can prepare for your tax audit. The three types of audits are:

Correspondence audit – happen by letter and the IRS is merely asking for you to verify, correct an error or provide additional documentation.
Office audit – this one requires you as the taxpayer to visit the IRS office and bring the documents they specify.
Field audit – this is the most intensive form of audit and requires you as the small business owner to host a IRS official at your workplace and allow them access to any forms, documents or tax return filings within the limits of their investigation.

How to Prepare

Once you’ve been notified of the type of audit you’ll be having, you’ll need to get right to work. Here’s our list:

You’ll want to visit with your tax preparer right away and provide them with the paperwork that you received from the IRS. Yes, expert help with cost you, but you’ll want someone that knows the ins and outs and can help you not only provide a good response to the IRS’s request but that can help you sort out the mess if there is one.
If your records aren’t already in order, nows the time. Start gathering your info and organize it according to year and type. A short list of relevant records would include, income, expenses, pension plans, and so on. You’ll want to also request bank or credit card records and any information you might need from your vendors. Whatever you do, don’t make up any records that aren’t available. However, if you have lost records or they were destroyed somehow (say a flood in your office, etc.) then you’ll want to make an attempt at reconstructing those records and document the efforts so it’s clear what you lost and what you’ve reconstructed.
Make sure that you don’t have personal expenses in your business records. And understand the difference between intentional and unintentional failures. If you’re intentionally minimizing your business taxes illegally that’s tax evasion. If you can show that your mistake was unintentional, the IRS tends to be more lenient.

What the IRS Can Request to See

Just because they’re the IRS doesn’t mean they’re allowed to ask for everything. Knowing your rights is a way to protect you and your business. It’s also a great way to focus in on the problem and get the ship righted quickly so you’re ready for your audit. Here’s what they can request from you:

any personal or business tax return within three years of the filing date
can collect back taxes for up to 10 years

There are exceptions – if you’re being audited due to tax evasion, filing a false return, or filing no return at all, the amount they can request for you can be a lot broader.

Even if you’re not getting ready for a tax audit for your small business, knowing is half the battle. One of pieces of advice we give most often to small business owners and entrepreneurs alike is to keep records and to update them regularly. If you’re tracking your finances you’ll have a better chance at your business succeeding, have less hassle when it comes tax time, and be ready to provide the records you have to the IRS in case you receive notice of an audit.

FAQs:

What are the different types of tax audits for small businesses?

There are three types: Correspondence audit (by letter), Office audit (in-person at IRS office), and Field audit (at your workplace).

How should I prepare once I know the type of audit I’m facing?

Consult a tax preparer promptly, organize your records by year and type, and gather relevant financial documents.

What if I’ve lost some records required for the audit?

If records are lost or destroyed, make efforts to reconstruct them and document your attempts for clarity.

What is the distinction between intentional and unintentional errors in records?

Intentional errors constitute tax evasion, while unintentional mistakes are typically treated more leniently by the IRS.

What documents can the IRS request during a small business tax audit?

Typically, they can request tax returns for up to three years and collect back taxes for up to ten years, with exceptions for cases involving tax evasion or filing false returns.

Tax Forms Explained

As we approach tax season, it is important to understand different types of tax forms, and why we need them. If you’re hiring a new employee, or trying to report your income tax returns, you have come to the right place! Tax forms are essential for all small businesses and must be filled out properly. The Internal Revenue Service (IRS) is constantly on the move and requires every small business to file their taxes. Tax forms can be complicated and cause major headaches. To make sure you are prepared for the future success of your small business, here are some of the important tax forms you will need to know about:

1120 Form:

Form 1120 is used to report business taxes to the IRS. With these forms, you’ll report income, gains, losses, deductions, or credits associated with your business.

1099 Form:

The 1099 form is an IRS tax return document used to report income from self-employment earnings, government payments, dividends and interest and more. Basically, a 1099 form is used to record money that an entity or person, not your employer, paid you.

1040 Form:

Is used by U.S. tax payers and a standard IRS form used for individuals to file their annual income tax returns. It is also used to claim tax deductions and credits. It calculates the amount of tax refund or tax fill for the year.

W2 Form:

Is a document an employer is required to send to each of their employees and the IRS at the end of the year. Also known as the Wage and Tax Statement, the W-2 form reports the employee’s annual wages and the amount of taxes withheld from his or her paychecks.

1040-ES Form:

Is used by independent contractors or freelancers to estimate the federal tax they owe from their income. This is used to figure and pay your estimated tax.

941 Form:

This reports income taxes, social security tax, or Medicare tax withheld from employee’s paychecks. Typically, most small businesses file this form if they have employees. The 941 form is filed quarterly and is the employers federal tax return.

SS-4 Form:

This form is used to apply for an employer identification number or an EIN. This is a 9-digit number assigned to sole proprietors, employers, corporations, partnerships, trusts, and other entities for tax filing purposes.

W-4 Form:

The purpose of the W-4 form is for new employment. When you are hired for a new job, one of the many documents needed is your W-4 form, which determines the amount of tax your employer will withhold from your paycheck.

W-7 Form:

Is used to apply for an IRS individual taxpayer identification number. This ITIN form can be also be used to renew an existing ITIN that is expiring or has already expired.

4506-T Form:

This document is an IRS document that is used to gather past tax transcripts that are in the IRS’s files.

9465 Form:

This document is an installment payment plan, and IRS application form. Taxpayers who owe less than $50,000 in taxes, interest and taxes may be able to complete an online payment agreement (OPA) application.

4506 Form:

This is a form that is filed by tax payers to request copies or transcripts of previously filed tax returns and tax information. You can request a range of different types of previously filed tax returns.

So, no matter your type of business—whether you are a blogger, online retailer, or an attorney—small business owners must file with the correct tax forms. At Vyde, it’s our goal to help you stay compliant with the IRS. Reach out to our team for any of your tax related questions.

Remember How Far You’ve Come

As a small business owner, I am constantly hiring new employees and am immersed in the hiring process. I love the beginning of the process, particularly looking through resumes. Each resume has a story. The single piece of paper has years of hard work, dedication, experience, and discipline. I often ponder at my own experience and wonder “what’s my story, and what’s the next chapter?”

During this unusual time with COVID-19, I have seen many business owners roll up their sleeves. They have been proactive and looking for ways to overcome this challenge. Some entrepreneurs have steeper hills to climb and a rocky road ahead, but we all have one thing in common… We’ll have a story to tell.

I would encourage anyone that is enduring their “small business battle” to take a moment to reflect on how far you’ve come. Think about the early stages of your business and all the times you weren’t sure you were going to make it. Talk to a friend or partner about just how scrappy things used to be and how it can sometimes feel like “success” is just barely out of reach…yet you always seem to muster the energy for the next leg of the race.

Taking a look back will add perspective to your situation now and give you the energy you need to press on!

Sincerely,

Ben Sutton
Co-Founder, Mazuma USA
CPA

Bookkeeping Importance: Why is it Essential?

Did you know that poor bookkeeping, or lack thereof, is one of the top reasons small businesses fail? It may not sound like the most exciting thing, especially if you don’t consider yourself a “math person”, but let’s face the facts, bookkeeping is essential for the success of any small business. Here at Vyde, we believe that each small business has the potential to succeed with the right tools, mindset, and organization. Let’s talk about how bookkeeping makes that possible.

Why is Bookkeeping Important?

If you’ve ever been on a road trip, you understand the importance of a map. It identifies landmarks, turning points, and other important information to help you smoothly navigate your journey. Bookkeeping functions in the same way for a small business. It helps you see where your business is going and identify any bumps or turns ahead.

One of the best ways to prepare for the future is to look to the past. Doctors examine past medical records or family health history in order to better diagnose a patient just as small business owners should examine their past and current financial records in order to pinpoint a problem within their business. Identifying the problem becomes much easier with accurate, clear, up-to-date statements. By looking in the rear-view mirror and seeing your profit and loss and balance sheets, you better understand what to budget and prepare or as your small business grows. You can start identifying patterns and trends in your cash flow.

Do you dread tax season? With good bookkeeping, you won’t be scrambling when the time comes to file. By keeping your records straight through the year you enable a smooth and simple process to not only file but make sure you get the best return possible.

Who Can Help?

In addition to that, there are a handful of people who are interested in your financial statements. They want to know exactly how financially organized your business is. The IRS, customers, lenders may request a copy of financial records and if those records aren’t organized or up to date, it negatively reflects on the business and risks a decrease in cash flow. When a business is organized, it shows the world can trust you. Bookkeeping gives you an overview or a snapshot of your business and helps you keep tabs on growth and profitability.

Now you may be thinking “Ok, I see that it’s necessary and very helpful, but where do I start?” That’s why we’re here! All you have to do is connect your business account to our software, and we’ll do the rest. Your assigned bookkeeper will handle your business’ books and compile all that information into an easily understandable report. With how essential bookkeeping is to the success of your small business, it makes sense to prioritize it and put a lot of effort into making it happen. Let us put in that effort for you. We’re here to help you and your business succeed. Click here to visit our website. Check our our Bookkeeping Guide for more details.

Frequently Asked Questions

Why is bookkeeping crucial for small businesses?

Like a roadmap, bookkeeping guides your business, helping identify financial trends, prepare for the future, and navigate challenges.

How does bookkeeping aid in preparing for the future?

Examining past financial records enables accurate budgeting, trend identification, and better preparation for small business growth.

How does bookkeeping simplify tax season?

Maintaining organized records throughout the year ensures a smooth and stress-free tax filing process, maximizing returns.

Who is interested in a business’s financial statements?

The IRS, customers, and lenders seek well-organized financial records. Bookkeeping reflects your business’s financial credibility and enhances cash flow.

How can Vyde assist with bookkeeping?

Vyde offers seamless bookkeeping solutions. Connect your business account to our software, and our dedicated bookkeepers will handle the rest, providing you with clear, organized reports for business success.

What is a balance sheet?

Here at Vyde, we know financial statements are important for running a small business. There are three basic financial statements; the balance sheet, income statement, and the statement of cash flow. A balance sheet is a description of a company’s assets, liabilities and equity at a specific point in time. This is a snap shot of the business of what it owns, owes, and the amount of investments it has.

Balance sheet equation: Assets = Liabilities + Equity

The balance equation must be perfectly equal, which is why it is called the “balanced” sheet. Similarly, your company’s liabilities and equity must equal the same amount as your assets.

Assets: In this section, assets are listed in order of their liquidity (assets that can be converted into cash the easiest).

Current assets: These are assets that are expected to be converted into cash within one year such as accounts receivable and inventory.
Long-term assets: These are assets that are not intended to be converted into cash within one year such as long term investments, property, plant and equipment.

Liabilities: This is what the company owes. Liabilities range from salaries owed to essential bills. The Liability section has two categories:

Current liabilities: These are short term obligations due within one year.
Long-term liabilities: These are financial obligations due one year in the future.

Equity: Also known as shareholders equity. This is what remains after subtracting assets and liabilities.

Retained Earnings: This is the amount of net income left over after dividends have been paid to its shareholders.

Still have questions about your business’ balance sheets? Vyde takes care of your accounting, bookkeeping and tax information. In addition, we also take care of your financial statements on a monthly, quarterly or annual basis. We are here to answer any of your questions after we have completed your financial statements. Above all, we can go over each section of your balance sheet so you can be at ease and focus on your business!

How To Stay Compliant With The IRS

Imagine your business progressing in the near future. Your plans are executed, strategies carried out, and clients knocking on your door. In other words; business is good. However, during this time of accomplishment and accelerated performance, the IRS contacts you. Your heart sinks as they explain the fees and payments your business owes because you failed to stay compliant. Maybe you failed to file your taxes or missed your quarterly payments. These repercussions can cause enormous fees and ridiculous headaches. Here are some tips to stay compliant with the IRS and prevent these calls from coming.

EIN Number

Let’s start from the beginning. An EIN (Employer identification Number) also known as federal tax identification, is used to identify a business entity. Your entity must be a sole proprietorship, Limited Liability Company (LLC) Multi-member LLC, S-Corporation, C-Corporation. Creating an entity protects your personal assets from any business liability.

Separate Your Personal & Business Bank Accounts

Your business has different transactions which means your financial world has to shift. You have transactions coming in from your personal life and your business. All small business owners should open a new business bank account to separate these transactions. This should be the first step in your small business plan. There is two main purposes for doing so:

Maintain the legal liability separation between you and your business. Just as your entity protects your personal assets, separating your personal and business bank accounts will not be subject to any personal lawsuit. The idea is that the business is separate from you.
The second purpose is for organization. It is easier for your accountant when all your business activity is located in one account.

Understanding Small Business Taxes

Now that you own a business, you no longer can just file the 1040ez where you just have a W2 and get to use the simple forms. Obviously you now have this business activity to report. Depending on your entity type, you will be reporting your activity on your taxes differently.

SMLLC: Schedule C on your 1040
MMLLC/S-Corp: Separate tax return – 1065/1120s
C-Corp: Dividends and W2 wages

These taxes are due March 15 or April 15th depending on the entity type. Click here for an in-depth video on entity types and taxes.

Estimated Tax Payments

Another way to stay compliant is making quarterly payments. If your business is earning significant income, the IRS requires business owners to make quarter estimated payments. Now at the end of the year, your business will not have to pay a large sum. If you fail to make quarterly payments, there will be a small fee. A good rule to follow is to set aside 20% of your net profit for quarterly taxes. The best way to pay is through the IRS Direct Pay Website. Click here for an in-depth video regarding quarterly taxes.

Hire An Accountant

An accountant will keep your business compliant with the IRS. They know the rules and regulations regarding tax law and compliance. Here at Mazuma, our service provides small businesses to stay organized, stay compliant and stay organized. Our accountants will keep your business organized and up to date. Our bookkeepers will keep track of your expenses and deductions so you can save on taxes. So focus on your business so we can focus on your accounting. Click here to try Mazuma for free for 30 days.

Staying complaint with the IRS means to follow simple rules. Don’t allow the IRS to contact and charge you fees. Apply for an EIN, separate your personal and business bank accounts, understand tax filings, estimate your quarterly payments and hire an accountant. Click here to see how Mazuma can help your business stay compliant, stay organized, and save on taxes.

How to Grow Your Business: Customer Feedback

Your customers can help you to know how, when, and where to grow your business. Gathering customer feedback and listening to how your customers feel about your products, services, and brand can help you quickly identify what you are doing right and where you can improve.

When gathering customer feedback, you’ll want to make sure you get raw, unfiltered opinions.

Here are some ways you can encourage your customers to give you feedback:

Surveys

Whether a survey be given via email or phone, this can be a great way to get guided feedback from your customers. When determining survey questions, be aware of how you frame them. Make sure they aren’t loaded to sway feedback one way or the other. Questions should be open ended: vague enough so that the customer can freely give their honest thoughts, but specific enough that a customer can give feedback about a specific product/service/topic.

Social Platform Reviews

If you have a business page on Facebook or your business is listed on Google, your customers will be able to leave you reviews. Encourage your followers to review your business online. Try to address each review—good or bad—by responding professionally. When you engage with reviews online, it shows your current and potential customers that you are responsive and care about what they have to say. If a customer leaves a review that is vague or unclear, don’t be afraid to respectfully ask for more feedback or clarification.

Other Review Platforms (Yelp, Angie’s List, etc.)

There are many other platforms that allow customers to leave reviews about your business. Be aware of all the places customers are reviewing your business. Be as responsive as possible with these reviews to show your customers you really care.

Host an Event

If you have a new product or location making a debut, host an event where customers can get an exclusive sneak preview. You’ll be able to gauge initial thoughts on a small scale and course correct from there if needed.

Incentivized Feedback

With any feedback channel, you can incentivize customers to give reviews or take surveys by offering free products, gift cards, discounts, or services. This creates a goodwill gesture in the eyes of the customer and you’ll be able to get a larger quantity of feedback.

What to Do When You Receive Feedback

Now that you have customer feedback, what do you do next? Firstly, take a look at the overall sentiment towards your brand. Is it positive or negative? Remember to take negative reviews with a grain of salt. People are more likely to complain if they had a bad experience. Next, look for any trends. Do people really like a certain product? Do people rave about the quick response time when they have questions? Do people dislike that they have to wait 3 weeks for an item to be shipped? Take a piece of paper and make two columns—positive and negative. Categorize these trends. For the positive trends, keep it up and consider how you can expand on what you are doing well. For the negative trends, think of ways you can combat bad experiences in the future. You can also look for trends in things like age, gender, demographics, etc to better define your audience.

Customer feedback can dramatically improve your business. So, gather as much of it as you can!

Frequently Asked Questions

1. How can I ensure that the feedback I get from surveys is honest and useful?

To get honest and useful feedback, make your survey questions open-ended and avoid leading questions. Frame questions in a neutral manner to allow customers to express their true opinions without bias.

2. What should I do if a customer leaves a vague or unclear review on social media?

Respond professionally and ask for more details or clarification in a respectful manner. This shows you care about their feedback and are committed to understanding their experience better.

3. How can I encourage customers to leave reviews on various platforms?

Encourage customers to leave reviews by reminding them through email, social media, or in-person interactions. Offering incentives like discounts or gift cards can also motivate customers to provide feedback.

4. What steps should I take after receiving customer feedback?

Analyze the overall sentiment and look for trends in the feedback. Categorize feedback into positive and negative trends, and use this information to enhance your strengths and address areas for improvement.

5. How can hosting an event help me gather valuable customer feedback?

Hosting an event allows you to present new products or services and get immediate reactions from attendees. This provides direct, actionable feedback on a smaller scale, which can guide improvements before a wider release.

How To Know If Your Small Business Needs an Accountant

When you’re starting out as a business owner, you’ve got to be scrappy. There’s no shame in trying to save a few dollars by managing multiple aspects of your business yourself. However, as your business grows, you’ll find that an endless list of “to-dos” makes it hard to do it all. You may find yourself dropping balls that shouldn’t be dropped.

The accounting side of your business is easy to fumble—especially if your mind is on a million other things. If you don’t have the time to devote or you don’t know what to look for, you could be making mistakes that drastically impact your business.

Risks of Being Your Own Accountant

Incorrect Data Entry:

When you’re busy, rushed, or distracted, it’s easy to enter incorrect data into your books.

Missed Deductions:

Because you’re a business owner and probably not an accountant, you may not know all the things you can deduct. Missing deductions costs your business money.

Missing Revenue:

Incorrect books can cause you to have revenue that is unaccounted for and you may never know.

Unpaid Invoices:

When your books are not in order, you may not notice an unpaid invoice—by you or someone who owes you.

Underestimate Tax Bill:

When it comes to paying taxes, no one likes to be surprised by a larger number than what they were expecting. Incorrect books can cause a miscalculation and underestimation of your tax bill.

Reporting is Unreliable:

How can you make business decisions with incorrect data? When your books are wrong, your reports will be too.

There are potential risks of DIY-ing your accounting, so how can you determine when the risk of being your own accountant becomes too much? When do you know it’s time to hire an accountant?

When you have no time.

When your schedule becomes too full to handle, you may find the need to delegate tasks to others to lighten your load. By investing in accounting services, you’ll be able to hand off the detailed job of bookkeeping to someone who can focus on it and get it done quickly and correctly. This way, you can spend your time worrying about other important things—like growing your business.

When you don’t know what to do.

You may have tried being your own accountant, but question after question kept coming up. When you feel as though you don’t have as much knowledge on bookkeeping or business taxes to confidently manage your business’ books, you have two options: learn it or delegate it. By hiring an accountant, you’ll be able to benefit from their in depth knowledge and know that your books are being taken care of.

When your books are messy.

If your books are unorganized, you could be making costly mistakes for your business. Things like missing revenue, unpaid invoices, and tax deductions all directly impact your business’ revenue. Having well kept books also ensures that you can pull correct reports—which help you to make data driven decisions about your business.

The decision to hire an accountant depends on where you are in your business, but remember—accountants exist to help you keep track of (and save) your business’ money. If you feel like you’re in over your head, it may be time to hire someone to tackle your bookkeeping for you.

FAQs:

1. What risks come with being your own accountant?

Common risks include incorrect data entry, missed deductions, overlooked revenue, unpaid invoices, and underestimating tax bills.

2. How does having incorrect books impact a business?

Incorrect books can lead to unreliable reporting, hindering your ability to make informed business decisions based on accurate data.

3. When is it time to hire an accountant?

Consider hiring an accountant when you lack time to manage your books, feel uncertain about bookkeeping tasks, or find your business’s financial records are messy and disorganized.

4. Why should I delegate bookkeeping tasks to an accountant?

Delegating to an accountant ensures that detailed bookkeeping is handled quickly and correctly, freeing up your time to focus on essential aspects of growing your business.

5. How can an accountant help if I don’t have much knowledge about bookkeeping or taxes?

An accountant brings in-depth knowledge to manage your books effectively, providing expertise in navigating complex aspects of business taxes and bookkeeping.

Choosing the Best Location for Your Business

A good location can make or break your business, and that can be a lot of pressure on you as a business owner. There are many factors to think about as you are choosing a location. From monthly lease price to volume of walk-by traffic to the ambiance of the building, each detail of your location can help your business to grow. How do you know if a location will help your business to thrive?

Here are a few tips for choosing a location for your business:

Ask Around

If there are other businesses in the area, pay them a visit. Notice the number of customers, the quality of the buildings, and talk to the workers about their experiences. If you can, talk with the business owner to try to get a candid view about how the location works for them. If a business owner is unhappy with the location, ask them for specifics. The more details you can get the better.

Accessibility

How easily can your customers get to you? Is the commute to your location difficult or confusing? Is there enough parking? These are all questions you should ask yourself when scouting out a location.

Competitors and Complements

Look for direct competitors in your area. These competitors may split the market around that location. You should also look for businesses that complement your products or services. For example, if you were opening an ice cream shop, a complementary business may be a bowling alley, roller rink, or any popular place where people might work up an ice cream craving and are already out doing something enjoyable.

Gather Data

Find out information about the demographics, crime rate, and economic statistics of the area. Reach out to local councils to find out more about future development and plans for the area.

Read the Fine Print

When looking into different locations, try to review the lease agreement sooner rather than later. Check for things like hidden fees, deposits, and any other financial information. This will help you to stay within budget and be aware of any charges you may be responsible for.

Frequently Asked Questions

1. How can I determine if a business location is right for my needs?

Visit nearby businesses and observe customer traffic. Speak with workers and business owners to get a candid view of their experiences. This helps gauge the potential success of the location.

2. What should I consider regarding accessibility when choosing a business location?

Ensure your location is easy to reach, with a simple commute and adequate parking. Accessibility is crucial for attracting and retaining customers.

3. How do competitors and complementary businesses impact location choice?

Look for competitors that might split the market and complementary businesses that can drive more traffic to your location. This synergy can boost your business.

4. Why is gathering demographic and economic data important when selecting a location?

Understanding the area’s demographics, crime rate, and economic statistics helps you assess the potential customer base and future growth prospects. Local councils can provide valuable information.

5. What should I look for in a lease agreement for a business location?

Review the lease agreement carefully for hidden fees, deposits, and other financial obligations. This ensures you stay within budget and are aware of all costs involved.

Resources

Category: Business Accounting

Know Which Type of Audit You’re Having

How to Prepare

What the IRS Can Request to See

1120 Form:

1099 Form:

1040 Form:

W2 Form:

1040-ES Form:

941 Form:

SS-4 Form:

W-4 Form:

W-7 Form:

4506-T Form:

9465 Form:

4506 Form:

Why is Bookkeeping Important?

Who Can Help?

Frequently Asked Questions

Balance sheet equation: Assets = Liabilities + Equity

EIN Number

Separate Your Personal & Business Bank Accounts

Understanding Small Business Taxes

Estimated Tax Payments

Hire An Accountant

Frequently Asked Questions

Risks of Being Your Own Accountant

When you have no time.

When you don’t know what to do.

When your books are messy.

FAQs:

Ask Around

Accessibility

Competitors and Complements

Gather Data

Read the Fine Print

Frequently Asked Questions