{"id":3673,"date":"2024-03-29T14:28:00","date_gmt":"2024-03-29T21:28:00","guid":{"rendered":"https:\/\/www.jreddallcpa.com\/?p=3673"},"modified":"2024-04-02T14:34:38","modified_gmt":"2024-04-02T21:34:38","slug":"the-importance-of-bookkeeping-for-a-small-business","status":"publish","type":"post","link":"https:\/\/www.jreddallcpa.com\/the-importance-of-bookkeeping-for-a-small-business\/","title":{"rendered":"The Importance of Bookkeeping for a Small Business"},"content":{"rendered":"\n
Few things are more important for a small business than bookkeeping. You want your business to be profitable and will likely want to expand eventually. When that time comes, you want to know that your business has a solid financial foundation and sound bookkeeping practices.<\/p>\n\n\n\n\n\n\n\n
A sound bookkeeping system is crucial to the success of any small business. Small businesses can rarely afford the luxury of an accountant, especially when just starting, so bookkeeping often falls to the business owner. <\/p>\n\n\n\n
The question of \u201cWhat is the best way to do the bookkeeping?\u201d is frequently on their mind. A shoebox, a manual set of ledgers, or an accounting software program may all seem like viable options.<\/p>\n\n\n\n
The numbers in the books must accurately reflect the business if the business is going to make sound financial decisions. You must do the bookkeeping on a timely basis<\/a> and in a format that the owner and relevant parties outside the business (investors, the IRS, etc.) can understand.<\/p>\n\n\n\n In this article, we\u2019ll discuss:<\/p>\n\n\n\n Please note bookkeeping<\/a> and accounting are two different things, though they strive to reach the same goal.<\/p>\n\n\n\n Small businesses\u2019 bookkeeping begins with a proper set of books. A proper set of books is only as good as the time spent initially setting them up. You should always consult with a professional, such as a Certified Public Accountant, to accomplish this; it\u2019s not costly and can save a business a significant amount of money in the long run. <\/p>\n\n\n\n A proper set of books includes the following:<\/p>\n\n\n\n A chart of accounts is the starting point for any business\u2019s bookkeeping system. A chart of accounts simply lists the potential types of transactions a business may encounter. It is helpful to categorize transaction types, especially for tax purposes.<\/p>\n\n\n\n The most common types of accounts (depending on the type of business) include:<\/p>\n\n\n\n You should save and organize source documents for each transaction, including receipts, bills, and paid invoices. This is especially important for tax purposes.<\/p>\n\n\n\n Once you identify and properly categorize transactions, you must record them daily or weekly in an orderly, consistent manner. These records are a series of books known as journals. Five main journals are the most common and useful, though there can be more:<\/p>\n\n\n\n Total the amounts in the journals periodically (monthly or quarterly) and transfer them to the general ledger. Then, organize the ledger according to the Chart of Accounts.<\/p>\n\n\n\n Use the totals for each account in the General Ledger to create financial reports showing the financial condition of the company and its profitability. These totals also help when preparing tax returns. Financial reports vary based on the users, but the most common include:<\/p>\n\n\n\n There are three primary reasons it is crucial for a business to keep a set of books:<\/p>\n\n\n\n Every business must comply with federal, state, and local tax laws. The easiest way to legally minimize business tax liability and comply with all tax laws is to maintain a proper set of books.<\/p>\n\n\n\n The easiest way to run afoul of taxing agencies and risk losing your business is not to have a proper set of books. A structured, consistent, and timely method of tracking income and expenses ensures you can plan for taxes in advance and comply with all tax laws.<\/p>\n\n\n\n Outside entities may have an interest in your business\u2019s financial standing. The business may be looking to acquire capital or expand. Sources of this capital may be banks or investors, both of which are diligent in evaluating a business\u2019s finances.<\/p>\n\n\n\n Contractors and the federal government are other examples of entities that may have an interest in your business. Up-to-date books can quickly allow the disclosure of relevant financial information. <\/p>\n\n\n\n Without a proper set of books, gathering important information can be time-consuming and costly, which may result in missed deadlines and lost opportunities.<\/p>\n\n\n\n Many savvy business owners use the financials to manage their business affairs in consultation with a small business financial expert such as a Certified Public Accountant. For a business to fulfill its purpose, the business must constantly be aware of:<\/p>\n\n\n\n But how is all of this accomplished?<\/p>\n\n\n\n To do all of the above in an easy, consistent, and cost-effective manner and properly do their bookkeeping, there are some steps a small business needs to take.<\/p>\n\n\n\n An accountant, ideally a Certified Public Accountant, can help design and oversee your bookkeeping system to ensure you meet objectives and the business can fulfill its purpose.<\/p>\n\n\n\n An accountant should have a template to easily and quickly tailor to a business\u2019s needs.<\/p>\n\n\n\n As you can probably guess, to fulfill all of the requirements above, the \u201cshoebox method\u201d for recording transactions will not cut it. That leaves you with four viable methods, but some are better than others.<\/p>\n\n\n\n Software is the most popular option for today, and most offer different versions specifically for businesses of different sizes and industries. The key is to train the software user properly. <\/p>\n\n\n\n\n
What Is a Proper Set of Books?<\/h2>\n\n\n\n
1. Chart of Accounts<\/h3>\n\n\n\n
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2. Source Documents<\/h3>\n\n\n\n
3. Journals<\/h3>\n\n\n\n
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4. General Ledger<\/h3>\n\n\n\n
5. Financial Reports<\/h3>\n\n\n\n
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Why Keep a Set of Books?<\/h2>\n\n\n\n
1. Comply with tax laws<\/h3>\n\n\n\n
2. Reporting to outside entities<\/h3>\n\n\n\n
3. Understanding the numbers<\/h3>\n\n\n\n
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How to Do Bookkeeping for a Small Business<\/h2>\n\n\n\n
1. Consult an accountant to determine the business\u2019s financial needs<\/h3>\n\n\n\n
2. Design a chart of accounts<\/h3>\n\n\n\n
3. Determine how to record transactions<\/h3>\n\n\n\n
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