How to Better Keep Track of Small Business Expenses in the New Year

Keeping track of small business expenses is no easy task. In fact, it’s one of the least liked chores or responsibilities that come with running a business of any size. And, it’s little wonder why. After all, these various costs range greatly in amount and frequency, making them very difficult to keep straight. Plus, when more than one person is spending money on such expenses, it complicates the matter even more. Fortunately, there are ways to keep better track of your small business expenses.

Business Expenses vs Personal Expenses

According to the IRS, a business expense is something “ordinary and necessary” – expenses that are commonplace in your trade or profession and which are helpful for your business. While that’s a very broad definition, most people understand in order to qualify, expenses have to directly relate to the operation of a business. (Of course, there are instances where it’s necessary to rely on the advice of an experienced accountant and/or tax professional to determine which expenses are and which aren’t “ordinary and necessary.”)
Handling business finances is often one of the least favorite parts of running a small business. Having a firm grasp on your cash flow, knowing what’s tax deductible and what’s not, understanding what you spent each quarter; it all translates into a more positive and less stressful experience at tax time. You might be dreading that expense tracking is going to be a thorn in your side. But with knowledge comes power. Understanding how to properly track expenses will help ease the pain. —Inc.com
Obviously, personal use disqualifies purchases from being classified as business expenses. Unfortunately, some businesses take the risk of trying to write off expenses that don’t truly qualify. And, it’s a big risk because it could very well cost a lot more in the end than it’s worth in the short-term. So, it’s critical to keep track of those genuine business expenses.

How to Better Keep Track of Small Business Expenses

In order to better keep track of small business expenses, you’ve got to get into certain habits and use the right tools. Here are three ways to keep track of your business expenses in the new year:
  • Use only corporate accounts. This is one of the easiest ways to keep track of your business’ expenses. Use only business credit cards or debit cards and you’ll have all those transactions in one place for quick reference. What’s more, it makes accounting for all your purchases a lot less complicated and simpler to find when needed.
  • Run cloud accounting software. Approximately 9 out of 10 small businesses already use some form of cloud accounting software. While that’s a great way to help keep track of expenses, if it isn’t used properly, it won’t be an effective tool. Get in the habit of going over the program on a regular basis so you’re familiar with how it works. This way, when you need to pinpoint something, it won’t be a big deal.
  • Store all your business receipts. Here’s where too many businesses go wrong — they don’t store all their expense receipts in an orderly manner. Remember, not all your transactions will have a digital trail, so it’s very important to keep paper receipts.
  • Recently, I asked my accountant for some app solutions he would recommend for one of our clients, and is his recommendation; If you want basic functionality you can use Scan Manager build right into QuickBooks Desktop versions. In QuickBooks online there is a new “receipts” application located from the “banking” menu choice. You can scan/upload anything and link it to a job/invoice/bill, etc. The online version supports smart phone uploads. For something more sophisticated, Expensify is popular. It has good functionality to support field staff and ties into QuickBooks well. It is relatively inexpensive at $5.00 per remote user per month, plus $ 9.00 per month for admin users. You can get more details from the app menus.
  • What other suggestions do you have to help keep track of business expenses? Please share your thoughts and experiences; your comments could help others better run their businesses! Interested in learning more about business? Then just visit Waters Business Consulting Group.

    Like this article?

    Share on Facebook
    Share on Twitter
    Share on Linkdin
    Share on Pinterest

    Related Posts

    How to Push Forward Starting a New Business when Few People Believe You can Make It

    Entrepreneurship is a journey that is full of challenges, and it is not uncommon for entrepreneurs to experience moments of self-doubt and a lack of motivation. However, it becomes even more challenging when the people around them are negative and tell them that they cannot succeed. How Entrepreneurs can Stay Motivated and Focused Even when People Around them Say they Can’t Succeed Negativity can weigh heavily on an entrepreneur’s mind – leading to a lack of focus and plenty of unnecessary second-guessing. So, let’s go ahead and discuss some strategies that entrepreneurs can use to stay motivated and focused even when the people around them are saying they can’t succeed. Believe in Yourself The first and most important thing is to believe in yourself. You must have confidence in your abilities and trust that you are capable of achieving your goals. If you don’t believe in yourself, it will be difficult for you to stay motivated and focused when others doubt you. Surround Yourself with Positive People Surrounding yourself with positive people who believe in you and your vision is essential. Negative people can bring you down and sap your energy. Seek out individuals who are supportive and can offer encouragement and constructive feedback. Focus on Your Vision Stay focused on your vision and goals, and don’t allow others to deter you from your path. (This isn’t easy because we all have self-doubts and are unavoidably influenced by the opinions of others – particularly the people closest to us.) Entrepreneurs have to make a lot of tough choices each day and it can take a toll. Throughout the rest of the day, though, they tend to limit decision-making to keep things simple. It’s a great tool for motivating entrepreneurs because it keeps them sharp when their abilities are needed elsewhere. —Inc.cdom Remember that success often comes after a series of failures and setbacks, so stay the course and remain committed to your vision. If you can put failures in perspective, you’ll have a much better chance of persevering when things don’t go right. Celebrate Small Wins Entrepreneurship is a journey, and it is essential to celebrate small wins along the way. Recognize the progress you’ve made, no matter how small, and use it as motivation to continue working towards your goals. Take Breaks and Practice Self-Care Running a business can be overwhelming, and it’s crucial to take breaks and practice self-care. Take time for yourself and do activities that bring you joy and help you relax. This will help you stay on task and keep your drive to succeed healthy in the long run. Keep Learning and Growing Entrepreneurship is a continuous learning process, and it’s essential to consistently grow and develop your skills. Attend seminars, conferences, and networking events to learn from other entrepreneurs and industry leaders. This will help you stay motivated and focused as you work towards your goals. Embrace Failure Finally, it’s essential to embrace failure as part of the learning process. Every entrepreneur has failed at some point, but what sets successful entrepreneurs apart is their ability to learn from their failures and use them as motivation to keep pushing forward. Summing it all up, staying motivated and focused as an entrepreneur can be challenging, especially when others doubt your ability to succeed. However, by believing in yourself, surrounding yourself with positive people, focusing on your vision, celebrating small wins, taking breaks and practicing self-care, keep learning and growing, and embracing failure, you can stay motivated and focused on your path to success. What other strategies and/or attitudes would you add to this list? Please, take a few minutes to share your own thoughts and experiences so others can benefit from your perspective! Interested in learning more about business? Then just visit Waters Business Consulting Group.

    Read More »

    Why a Recession Spells O-p-p-o-r-t-u-n-i-t-y for Successful Entrepreneurs

    As every savvy business owner knows, their company is not only subject to seasonality in at least some industries, but it can also be positively or negatively impacted by the overall national economic landscape and more particularly, the macroeconomy of their local community. So, there are cycles, or ups and downs, which more or less can be predicted. However, these factors don’t necessarily dictate every aspect of how they operate their businesses during good or bad times. Entrepreneurs still have quite a bit of say and it’s essential to understand that business owners are not totally helpless in uncertain times. The smartest and boldest entrepreneurs know and understand this, which is why they use recessionary periods to their advantage. One of the biggest debates in the business world really centers around individual personalities. In other words, two business owners in the same industry competing for the same consumer dollars might react in two totally different ways. When inflation spikes, interest rates go up, and consumers pull back their spending, one entrepreneur might also decide to pull back and scale down. This is not the time for inertia and despair or running around like the proverbial scaredy-cat. Instead of dwelling on the negatives as so many others do, realize that their preoccupation gives you a chance to one-up them. In fact, to be really contrarian about it, think of this catastrophe as a gift. The gift of challenges and opportunities. Challenges are what make business so exciting. Now’s the time to look for new, sustainable opportunities to grow your business and make it stronger. —Inc.com Meanwhile, the other business owner looks at this as an opportunity. Although consumers may be pulling back a bit, it doesn’t mean they can totally go without the goods and services they need. And, seeing that one of his chief competitors has decided to play it safe means there is a serious opportunity to be had for the bold entrepreneur. How Successful Entrepreneurs Turn a Recession into Opportunity Unfortunately, as stated above, this really depends on personality or more particularly mindset. Entrepreneurs who play it safe and try to ride out economic downturns will probably survive and even grow when things turn around. But, those people who played it safe might see a competitor grab up more market share because that rival decided to do the opposite. Here are some of the ways savvy business owners can take advantage of a recession: Increase advertising. The companies who continue to market their businesses aggressively will practically always reap the rewards and gain a return on investment. While others cut back on their advertising, entrepreneurs who are bolder and continue or increase their advertising put themselves in a stronger position in the marketplace. Buy out competition. This is something that happens regularly in certain professions, for instance, financial advisors. When one individual retires or a firm is winding down its operations, buying a book of business is quite common. Think about doing the same in your industry and how that could benefit your company in the long term. Streamline operations strategically. It’s not all just about going bigger, it’s also about being smart about how you’re running your business. Take some time to review your logistics and budget to see where you can streamline things to cut expenses while maximizing revenue. What other suggestions do you have? Please take a moment to share your thoughts and experiences so others can learn from you! Interested in learning more about business? Then just visit Waters Business Consulting Group.

    Read More »

    These Two Words Reveal Bad Leadership Skills

    Harry Truman once said, “It is amazing what you can accomplish if you do not care who gets the credit.” Ronald Reagan echoed that sentiment. JFK famously said, “…ask not what your country can do for you — ask what you can do for your country.” Taking credit, even when legitimately earned, doesn’t sit well with others. People often take it as pompous, even narcissistic. That’s because it simply comes across that way, even if you don’t mean it at all. That’s why two simple words can give you a glimpse into someone else’s leadership style. Language Reveals a Lot about Personality The two words that serve as warning signs of bad leadership are merely pronouns — “me” and “I.” Someone who repeatedly uses “me” and “I” are subtly (perhaps overtly) expressing their worldview. That’s right, he or she is the center around which everything revolves. Leadership is one of the most important factors determining the success of a company. Poor leadership can seriously affect employee morale and even cause the company’s bottom line to plunge. Bad leadership leads to poor employee retention and demotivates the remaining employees, causing them to be much less productive than they would otherwise be. —Houston Chronicle Small Business Okay, that’s cliche, but it exposes a hard truth. We don’t like to think of ourselves as selfish, so we also don’t like to apply that label to others. Though, when the behavior is egregious, it not only seems appropriate to think of as an undesirable quality, but almost a necessity to call out. 3 Devastatingly Poor Leadership Traits While there are certainly numerous bad leadership attributes, three are among the absolute worst. They undermine the very role of a leader. So, doing any one of them (or more) will only be counterproductive. Here three hurtful leadership characteristics to avoid all the time: Micromanaging. Unsurprisingly, this makes the top of the list. Micromanagers are among the most despised people because their behavior is completely counterproductive. Insisting on control of everything means there’s really no need for anyone else. It’s so hated, this trait ranks among the highest in dissatisfaction among people in survey after survey. It shows you have no confidence in anyone else. Plus, it proclaims you’re the only competent person in the workplace. Not recognizing others. This isn’t much different from micromanaging because it stirs up just about as much resentment. It shows a lack of care and regard for others. It also says that you have little respect for the work others work so hard to produce. If you aren’t encouraging others through recognition, you’re insulting them in more than one way. Failing to share information. When you aren’t transparent and open about what’s going on or what’s expected, you’re effectively sabotaging anyone without that information. “To be unclear is to be unkind” the saying goes. It speaks volumes because keeping too much too close to the vest shows a real lack of trust. Without trust, there’s no way to have a working relationship. What other signs tip you off to a bad leader? Please share your thoughts and experiences by commenting! Others can greatly benefit from what you have to contribute. Interested in learning more about business? Then just visit Waters Business Consulting Group.

    Read More »

    Imagine Selling Your Business…

    How Would Your Life Change?

    You didn’t start your business just to stay busy—you built it to create freedom, security, and options for yourself and your family. Selling your business can be life-changing, but the real question is whether you’re intentionally building toward that outcome or simply leaving it to chance.

    Sign up below for a free consultative session to learn what your business could be worth today and in the future! 

    Thank you for your interest in learning what your business is worth. We will be in touch shortly.