In preparation for the launch of your new company, you will need to get a handle on the various accounting responsibilities of running a retail establishment.
It's essential to get off to a good start, and while accounting might not be the most exciting aspect of growing your business, it's still essential to do so.
In this guide, we will cover everything you need to know about accounting for small businesses, as well as some of the best accounting software options to think about.
This will allow you to proceed to the next step on your to-do list regarding the finances of your small business.
Accounting for small businesses entails what exactly?
Accounting for small businesses refers to a set of financial activities that are performed for the purpose of processing, measuring, and communicating a company's financial data.
Taxes, management, payroll, acquisitions, and inventory all fall under this category.
Put some order into your financial records.
- 12 foundational concepts in accounting for small businesses
- The best accounting software for small businesses
- Get familiar with your company's financials if you want it to expand.
- Frequently Asked Questions Concerning Accounting for Small Businesses
12 foundational concepts in accounting for small businesses
- Create a bank account for your small business.
- Keep tabs on the costs of running your small business.
- Develop a bookkeeping system.
- Establish a payroll system for your small business.
- Examine the customs duty on imports
- Determine how you will be paid.
- Establish sales tax procedures.
- Find out what your tax obligations are.
- Calculate gross margin
- Apply for funding for small businesses.
- Find partners in accounting who are of a high quality.
- Your strategies should be reexamined regularly.
1. Create a bank account for your small business.
Having a separate bank account for your company helps to safeguard your personal assets if your company goes bankrupt, is sued, or is subject to an audit.
Maintaining detailed and accurate financial records for your company can improve its chances of being approved for funding in the future, whether from creditors or investors.
You should get started by opening a checking account, then move on to opening any savings accounts that will assist you in organising cash flow funds and planning for taxes.
For instance, you could open a savings account and direct a specific portion of each payment there to serve as your self-employed tax withholding. A good rule of thumb is to set aside 25 per cent of your income; however, estimates for high earners might be closer to one-third of their income.
It is essential to take note that limited liability companies (LLCs) (check out our state-specific guides for California LLCs, Texas LLCs, and Florida LLCs), partnerships, and corporations are legally required to maintain a separate bank account for their respective businesses.
A separate bank account is not required by law for sole proprietorships, but maintaining one is highly recommended.
Next, as a new owner of a small business, you should think about getting a business credit card so that you can start establishing your credit history.
Credit is necessary for securing funding and the possibility of future financing of large purchase orders. To prevent the mixing of personal and business assets, businesses such as corporations and limited liability companies are required to use different credit cards.
Different types of business credit cards come with various perks, each of which is determined by the transactions that will be made using the card.
Consider getting a business credit card that awards miles if, for example, you anticipate incurring significant costs related to travel.
You will need a business name in addition to possibly registering your company with the relevant authorities in your state or province before you can open a bank account for your company. Check with each financial institution to determine which kinds of documentation are needed.
2. Keep tabs on the costs of running your small business
The efficient and precise recording of business expenses is the bedrock of good business bookkeeping practices.
It is an essential step that enables you to monitor the expansion of your company, construct financial statements, maintain a record of deductible expenses, prepare tax returns, and authenticate your filings.
Establishing an accounting system early on is essential for the orderly storage of receipts and other essential records. You have the option of carrying out this process straightforwardly and traditionally (bring out the Filofax), or you can make use of a service such as Shoeboxed.
Five distinct kinds of receipts demand particular focus and care:
- It includes both meals and entertainment. It's a great idea to hold business meetings in public places like cafes and restaurants; just make sure the proceedings are appropriately documented. You should note who attended the meal or outing and the reason for it on the back of the receipt.
- Travel to locations outside of one's hometown. The ATO are suspicious of individuals who claim personal activities as legitimate business expenses. The good news is that your receipts create a paper trail that documents the business activities you carried out while you were away.
- Costs associated with operating a vehicle. Keep track of when, where, and why you used a vehicle for work, and then assign the appropriate percentage of that use to the costs associated with the vehicle.
- Gift receipts are included here. When giving presents such as tickets to an event, it is essential to consider whether or not the giver will attend the event with the recipient. If they do, then the expenditure won't be considered a gift but rather one that falls under the entertainment category. Make sure these specifics are noted on the receipt.
- Receipts from a home office. In the same way that you need to calculate what percentage of your vehicle is used for business, you need to calculate what percentage of your home is used for business, and then apply that percentage to the expenses related to your home.
Keeping your overhead to a minimum is made much easier when you launch your company from your own home. Plus, you'll qualify for special tax breaks.
You are allowed to take a tax deduction for the portion of your home that is used for business, as well as your home internet service, your cellphone, and your mode of transportation to and from work and for business errands.
Any expenditure that is partially incurred for personal use and partially incurred for business use is required to reflect that mixed-use. For instance, if you only have one cellphone, you can deduct the proportion of time that you spend using it for work-related purposes.
WiFi is another technology that frequently fits into this category. You can deduct the total cost of your gas mileage as a business expense as long as you keep all of your records and maintain a log of your business miles (including where you are going and the reason for the trip).
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3. Develop a bookkeeping system
Bookkeeping refers to the process of recording business transactions, organising those transactions into categories, and reconciling bank statements as part of day-to-day accounting.
Accounting is a high-level process that analyses the progress of a business and makes sense of the data that a bookkeeper compiles in financial statements. Accounting looks at both the numbers and the story behind the numbers. You, as a brand-new business owner, will need to decide how you want to handle the management of your books.
- Take on the project yourself with the help of software like QuickBooks or Wave. You also have the option of utilising a straightforward spreadsheet created in Excel.
- Employ a bookkeeper who works either part-time or full-time and is based either locally or in the cloud.
- If your company is sufficiently large, you should consider employing an in-house bookkeeper and accountant.
Because there are so many paid and free accounting software options available, you should have no trouble finding a bookkeeping solution that is tailored to the specific requirements of your company.
The owners of small businesses need to choose between two distinct approaches to accounting: cash accounting and accrual accounting. Let's take a look at what sets these two things apart from one another.
- Cash method. The time that revenues and expenses are actually received or paid is when the transaction is recorded in the books.
- Accrual method. Revenues and expenses are recognised when the transaction occurs, regardless of whether the cash has been deposited or taken out of the bank at that time. This requires keeping track of both payables and receivables.
The accrual method is the one that officially needs to be used by all Canadians. You can use the cash method throughout the year to keep things simple, and then at the end of the year, you can make a single adjusting entry to account for outstanding receivables and payables for tax purposes. This will allow you to avoid double-entry bookkeeping.
If the owner of a ATO company has annual revenues of less than $5 million, they are permitted to use the cash method of accounting; otherwise, they are required to use the accrual method.
4. Establish a payroll system for your small business.
A significant number of online shops got their start as one-person operations. However, as the owner of a small business, there will come a time when it will be beneficial to hire outside assistance.
To accomplish this, you will first need to determine whether or not the person in question is an employee or an independent contractor.
You will be required to establish a payroll schedule for your employees and check that the appropriate taxes are being withheld from their pay.
There are a plethora of services available that can assist with this, and the payroll functions are included in the majority of accounting software packages.
Be sure to keep accurate records of the amounts that you pay each individual who works as a free agent.
At the end of each year, AU small business owners may be required to file 1099 forms for each contractor they have worked with (for this purpose, you will also need to keep the contractor's name and address on file).
5. Examine the customs duty on imports
You might be planning to purchase and import goods from other countries so that you can sell them in your store, but this will depend on the model of your business.
If you run a dropshipping business, it is essential to be aware that, in most cases, you will be required to pay taxes and duties on the products that you import.
When you import goods, using a duty calculator can assist you in estimating the fees that your company will be responsible for and planning for the associated costs.
Visit either the International Trade Administration (for businesses located in the United States) or the Canadian Border Services Agency to learn more about import taxes.
6. Determine how you will be paid
You will need a merchant account to use Shopify Payments; alternatively, you can use a third-party payment processor, such as PayPal, Stripe, or Square. Your company needs to have a special kind of bank account known as a merchant account to be able to take credit card payments from clients.
Fee structures can change depending on the payment processor that you use. Some processors add on an interchange plus rate to the transaction fee, which is typically somewhere around 2.9% plus 30 cents. Others offer monthly membership plans that allow for an unlimited number of financial transactions in exchange for a flat fee that is applied to each transaction.
You can use this list to assist you in finding a payment gateway that is compatible with your location if you consult it.
7. Establish sales tax procedures
Because of the rise of e-commerce, selling products to customers in other states and even other countries is now more straightforward than it has ever been.
Although this presents an excellent opportunity for brands that have expansion plans, it also introduces murky regulations regarding the sales tax that have the potential to create problems in the future.
Customers are required to pay the applicable sales tax of the state or province in which they make a purchase when they enter a traditional brick-and-mortar retail store.
This is the case regardless of whether the customer is a local resident or a tourist from another part of the world. When you sell things online, however, your customers might be in entirely different cities, states, provinces, or even countries than you are.
The threshold at which Canadian store owners are required to begin collecting goods and services tax and harmonised sales tax is set at annual revenues of at least $30,000. You have the option of making your GST/HST submission in instalments.
You can collect GST/HST even if your annual revenue is significantly lower than this amount, and then apply that money towards input tax credits if you so choose.
When it comes to sales tax, small businesses in AU face some additional challenges. You will need to decide whether the state in which you operate your business bases its economy on the origin or one that bases its economy on the destination.
In the first scenario, you are required to collect sales tax following the laws of the state in which your company is based. The latter stipulates that the applicable sales tax be determined by the consumer's location.
Businesses based in AU are exempt from paying taxes on purchases made in other countries. Because of the potential for this situation to become quite convoluted, you should speak with your accountant to obtain specific information regarding the international sales tax regulations that apply to your state.
8. Find out what your tax obligations are
Depending on the structure of your company, you may have different tax obligations. If you are self-employed (whether through a sole proprietorship, an LLC, or a partnership), you will need to report the income from your business on your individual tax return.
On the other hand, corporations are treated as separate tax entities and are subject to taxation in a manner that is independent of that of their owners. As an employee, your income from the corporation will be subject to taxation.
It is in your best interest to consult with a tax professional whenever you have any uncertainty regarding potential tax obligations. Despite the expense, it may end up saving you a significant amount of time and money in the long run.
9. Calculate gross margin
The first step towards increasing your overall income is to work on increasing the gross margin at your retail establishment. You need to be aware of all of the costs that went into the production of your item before you can calculate the gross margin. To get a better grasp on this topic, let's take a moment to briefly discuss the concepts of cost of goods sold (COGS) and gross margin.
- The cost of the goods sold (COGS). These are the costs that are incurred directly by a company in the process of producing the goods that are then sold. This takes into account the costs of both materials and direct labour.
- Gross profit margin This figure represents the total sales revenue that is retained by the company after it has deducted all of the direct costs associated with the production of the product or service.
The following is a guide for calculating the gross margin of an item:
The formula for calculating gross margin in percentage is as follows: revenue minus the cost of goods sold divided by revenue.
You can also use our free calculator to quickly determine the profit margin by plugging in your numbers and calculating the result.
The difference between the price at which a product is sold and the amount of money that the company actually brings in at the end of the day is the factor that will ultimately determine whether or not your company will be able to keep its doors open.
10. Apply for funding for small businesses.
You might experience an unexpected drop in sales because of factors that are beyond your control in the outside world. Alternatively, you might find that your seasonal business requires a financial boost during periods of slower activity.
It is common for companies that have ambitious expansion plans to require additional funding to make investments in new product development, inventory, retail stores, hiring, and other areas.
Keep in mind that to obtain a loan for your small business, you will almost certainly be required to provide financial statements, including a balance sheet, an income statement, and possibly a cash flow statement as well. Shopify Merchants can obtain funding quickly and conveniently, thanks to Shopify Capital.
The amount of money owed on loans and advances is determined by looking at a store's historical sales data, and repayments are deducted from the store's profits on subsequent sales.
It is essential to calculate the return on investment of the loan before you agree to pay off the debt. Calculate the sum of all the costs that need to be covered by the loan, the anticipated increase in revenue resulting from the loan, and the total cost of the interest. You can determine the total cost by using our calculator for business loans.
11. Find partners in accounting who are of a high quality
As the owner of a small business, it is essential for you to to have a working knowledge of generally accepted accounting principles (GAAP). You are not required to follow it, but doing so assists you in evaluating and comprehending the financial state of your company.
Numerous small business accountants and financial professionals can assist clients in regaining control of their monetary situation by providing additional assistance or direction with financial planning. There are a few people that you might want to think about recruiting, including the following:
- They are publicly Certified Accounting Professionals (CPA). In the event of an audit, the only person who is permitted by law to prepare an audited financial statement is a certified public accountant.
- Bookkeeper. The bookkeeper is responsible for managing the day-to-day records of the company, including reconciling the accounts regularly, classifying the expenses, and managing the accounts receivable and accounts payable.
- Tax preparer. During tax season, the person who prepares your taxes for you will fill out all of the necessary forms and may even file them on your behalf. Additionally, they will set up your quarterly tax payments for you.
- Tax planner. Before you even file your taxes, these experts will help you optimise them and educate you on ways to reduce the amount of money you owe in taxes.
12. Your strategies should be reexamined regularly
It's possible that when you're first starting, you'll choose to manage your books with a straightforward spreadsheet, but as your company expands, you'll want to look into more sophisticated options like QuickBooks or Bench. As a company expands, its financial statements will inevitably become more complicated.
You must perform regular audits of the amount of time you spend on your books and the amount of money that this time is costing your company.
Even if you don't always plan on doing the accounting yourself, it's still essential to have a fundamental understanding of accounting even if you don't always plan on doing the accounting yourself.
If you find the right solution for your bookkeeping needs, you will not only be able to devote more time to the company now that bookkeeping is off your plate, but you will also have the potential to save the company money. Win-win!
The best accounting software for small businesses
To avoid wasting time with manual data entry, every business owner needs to have access to reliable accounting software. Accounting software designed specifically for use in small businesses allows for rapid and uncomplicated access to various types of financial data. It gives you the ability to check your bank balances, understand your revenue and costs, forecast your profitability, forecast your tax liabilities, and more.
After linking the bank accounts and credit cards associated with your company to a piece of software, your company's financial transactions will be displayed in a queue and sorted into the appropriate categories. On your chart of accounts, you should be able to find all of this information. After you have reviewed and accepted the categories, the transactions will be recorded accurately in your financial statements.
You should look for the following features in the accounting software you use:
- Integrations into platform systems. You want your accounting software to be able to integrate with your e-commerce platform, and you also want it to support integrations with third-party apps, such as tools for managing contracts and other business processes.
- You were reporting in a broad sense. The majority of accounting software packages include fundamental reporting capabilities. You will want one that gives you advanced reports such as inventory and expenses so that you can quickly monitor the health of your company's finances.
- Sales tax configuration. It can be challenging to determine the type of sales tax that must be paid and the amount that must be collected. The most effective accounting software makes it simple to keep track of and report on sales taxes.
- Excellent support. Look at the reviews and ratings for support to get an idea of how good a software company's customer service is. Aim for support that is available around the clock and self-service options.
Small businesses have access to various user-friendly accounting software options, ranging from free versions to paid ones. You can also look through the Shopify App store for a piece of accounting software that is compatible with your online shop and can be easily integrated with it.
Look at the following bookkeeping and accounting software to understand what might work best for you.
Xero
Xerois is a cloud-based accounting system created specifically for small businesses that are looking to expand. You can connect with a reliable advisor and obtain visibility of your financial health. It is accessible from any device imaginable. You also can view your cash flow, transactions, and other financial information from any location thanks to the advanced accounting features offered by Xero.
Benefits:
- Administration of inventories and stocks
- Prices that are not prohibitive
- Connects to the most important banks
- Reports that are both simple to view and modifiable
- Database of contacts and division of users
- Payroll Mobile app
- Reconciliation of the bank
QuickBooks Online
Intuit manages the online accounting software known as QuickBooks Online, which is designed for use by small businesses. You can use it to take pictures of receipts for expenses and store them, as well as use it to keep track of your income and expenses, and more.
QuickBooks displays all of your costs, including those associated with inventory and maintenance, as well as every sale that your company makes throughout a given period of time. Additionally, it provides inventory automation by utilising perpetual inventory tracking; consequently, any time you make a sale, both your sales total and your inventory cost are updated automatically. You can also integrate QuickBooks with Shopify to maintain organisation and ensure that you have the most recent information.
Benefits:
- Cloud-hosted mobile application
- Tracking of mileage travelled
- Contractor management
- Monitoring of stock levels
- Keeping business expenses separate from personal expenses
Wave
Wave is an online accounting solution that was developed specifically for use by smaller businesses. You can view up-to-the-minute financial dealings with the help of its bank reconciliation feature, which enables you to link your bank accounts, PayPal accounts, and other data sources. You can also generate reports such as balance sheets, sales tax reports, accounts payable, and accounts receivable.
Benefits:
- Affordable
- Fees for processing competitive credit cards
- Free bookkeeping and scanning of invoices and receipts
- There are no limits placed on transactions or billing.
- An unlimited amount of users is permitted.
- Mobile app
FreshBooks
FreshBooks is an accounting and invoice management software that operates in the cloud and is designed specifically for use by small businesses. It provides expense management, fundamental accounting, and everything else essential for taking care of fundamental bookkeeping tasks.
Benefits:
- Simple to operate
- Compatibility with the Shopify platform
- Simple pricing
- Customisable invoices
- Support for detailed use of the automated system
Even though there is a plethora of accounting and tax software to choose from, the best tool for you is the one with which you are most familiar and which you intend to continue using for the foreseeable future. You can always switch tools, but doing so can be a time-consuming process that you should try to avoid whenever it's possible to do so.
Get familiar with your company's financials if you want it to expand.
The process of beginning a new business can be highly challenging. If you put in the effort to educate yourself about banking, transaction management, fundraising, and other aspects of accounting, you will be able to get the financial situation of your new store in order right from the start. These tasks will all contribute to the success of your business, both now and as it expands in the future. Some of these tasks include opening the appropriate kind of business credit card and determining how much revenue you will bring in per product.
Frequently Asked Questions Concerning Accounting for Small Businesses
How do I go about keeping the books for my little business?
Spreadsheets can be used to keep essential accounting records for a small business; however, this method is more laborious, more likely to result in errors caused by manual entry, and takes more time than using comprehensive accounting software for small businesses. You should, at the very least, keep track of your earnings and expenditures using a trustworthy cloud-based platform.
What kind of compensation should I expect to receive from an accountant for my small business?
Prices for accountants specialising in working with small businesses can vary widely depending on various factors. According to estimates provided by the Bureau of Labor Statistics, the annual salary for in-house accountants is typically in the range of $70,000. The cost of outsourcing to a contractor or accounting firm can range anywhere from a few hundred dollars per month to several thousand dollars per month, depending on the nature and scope of the work you require.
What exactly does it mean when a small business needs an accountant?
There are many tasks that a small business accountant is responsible for, including the following:
- Establish your company.
- Contribute to the writing of a business plan.
- Check the flow of your cash.
- Explore all of your options for saving money.
- Offer guidance concerning corporate strategy.
- Manage debt
- Look for initial deposits.
- Prepare and send in applications for loans.
- Plan budgets
- Install and configure your accounting software.
- Take care of inventory
- Recommend various business instruments.
- Assist in the opening of new bank accounts
- Oversee payroll
- reporting of financial results at year's end
- Prevent audits
- Financial counselling for individuals
What exactly does it entail for a bookkeeper to keep the books for a small company?
Bookkeepers are responsible for performing ongoing administrative tasks related to accounting for small businesses. These tasks include:
- Make sure everything adds up.
- Make a record of the transactions.
- Take responsibility for managing both accounts receivable and accounts payable.
- Adjust entries
- Prepare financial statements
- Send in your invoices.
- Implement and oversee the management of the technology and tools
- Maintain an up-to-date awareness of laws and regulations.
- Basic payroll
- Consult with your chosen tax preparer, tax accountant, and tax planner.
- Monitor Receivables Accounts. Everyone loves to get paid. ...
- Keep track of receipts for expenses. ...
- Recognizing Cash Expenses. ...
- Separate personal and business. ...
- Make a detailed chart of your accounts. ...
- Maintain good communication with accountants.
- Create a New Business Account.
- Set Budget Aside for Tax Purposes.
- Always Keep Your Records Organised.
- Track Your Expenses.
- Maintain Daily Records.
- Leave an Audit Trail.
- Stay on Top of Your Accounts Receivable.
- Keep Tax Deadlines in Mind.