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05/12/2022

Fiscal Year Explained: How To Choose One For Your Business

The fiscal year—also sometimes referred to as the financial, tax, or accounting year—is the 12-month period of time that you, your accountant and the IRS use for financial reporting when your organization doesn’t use the standard calendar year.

The calendar year starts on January 1st and ends on December 31st. You get to decide when your fiscal year ends, so long as it’s 12 months long.

We’ll explore how to think about picking a fiscal year, how adopting a fiscal year can impact your business, and whether you might be better off sticking with the calendar year.

Why would a small business use a fiscal year?
Small businesses usually first start thinking about the fiscal year for two reasons:

They want to do their accounting and generate their first set of financial statements (e.g. because they’re in the process of applying for a loan).
They’re filing their first business tax return and have the option of becoming a fiscal year taxpayer.
Businesses that experience obvious high and low periods during the year will sometimes adopt a fiscal year instead of sticking to the standard calendar year. This is especially if:

It better captures what’s going on with their business and makes it look better on paper
It makes financial planning easier
The business has a lot of inventory
Adopting a fiscal year is a complicated decision that should almost certainly be left to your accountant. In this guide we’ll stick to what you are and aren’t allowed to do, tax-wise, and give you some general tips about how to approach this decision.

The fiscal year and taxes
Many small businesses first start thinking about the fiscal year when it comes time to file their first business tax return.

If you’re a C corporation, the IRS lets you choose between the standard calendar year or your own fiscal year schedule.

If you’re a sole proprietor, partnership or an S corporation, you need to get permission from the IRS before adopting a fiscal year.

Filing as a calendar year taxpayer
To become a calendar year taxpayer, all you have to do is file your business tax return by April 15th following the year for which you’re filing.

If you’re a C corporation, switching from a fiscal year to the calendar year is also straightforward: all you have to do is file on April 15th following the year for which you’re filing.

Filing as a fiscal year taxpayer
If you’re a C corporation, have never filed a return for your business and have decided to use your own fiscal year, file your return on or before the 15th day of the fourth month after the last day of your fiscal year. For example, if your fiscal year ends June 30th, you must file by October 15th.

How do I pick a fiscal year end?
If you haven’t picked a fiscal year but don’t want to stick to the standard calendar year, accountants will usually tell you to pick the day you finish your natural business year. This is when your company has finished the bulk of its business for the year and activity is at its lowest.

Identifying your natural business year
Businesses that are seasonal usually have really obvious natural business years, while businesses that don’t experience high or low periods don’t.

Industries that have natural business years that are different from the calendar year include:

Schools and universities, which usually pick a fiscal year that corresponds with when classes are in session: from July 1 to June 30th, for example.
Nonprofits, which will often time their fiscal year to coincide with grant and award deadlines.
Retail, which places the end of their business year after Christmas, when holiday sales subside and inventories are at their lowest.
Agriculture, whose natural business year will usually end after the year’s biggest harvest.
Fiscal year vs calendar year: which one is better for my business?
If the end of your natural business year isn’t obvious, a fiscal year might still be better than the standard calendar year.

Remember, this isn’t just a tax consideration: picking an appropriate fiscal year could also make life easier for you, your accountant, your investors, and your creditors.
For management purposes
Picking a fiscal year can be particularly important if your business carries a lot of inventory.

Your fiscal year should end at the time of the year when inventory is lowest—so there’s less to count—and when slow-moving inventory is easiest to spot. Catching up on things like accounts receivable, returns and outstanding balances is also easier when business is at a low point.

Ideally, the end of your fiscal year should coincide with the time of the year when you have the most spare time. This is so you can afford to take a step back from the business and do long-term planning, sign new contracts, create budgets, etc.

December 31st might happen to be that day for your business, but for many businesses it isn’t.

For accounting purposes
Since many businesses use the standard December 31st year end, accounting itself is a seasonal business. Picking a fiscal year end that is different from December 31st could spread the work out and make life easier for your accountant, and also potentially save you money.

Creditors and investors
Picking a fiscal year that aligns with your natural business year can also make your business look better on the financial statements you hand over to investors and creditors.

The end of your natural business year is usually the time when you’re most likely to have converted your inventory to cash, and your current ratio is at its maximum (i.e. when you’re at your most liquid and capable of paying your debts).

Picking a fiscal year might make it easier to measure your performance against businesses in your industry, especially if they also don’t follow the standard calendar year.

So what should I do?
In 2011, the Financial Times found that 65% of publicly traded companies in the United States used the standard calendar year. If you and your accountant can’t identify an obvious, natural year end for your business, you might be better off sticking with it as well.

If your business does experience sales cycles and the natural low period doesn’t fall on December 31st, picking a fiscal year could be well worth your while.

05/11/2022

Does Your Business Need to Pay a Franchise Tax?

When you think of a franchise, famous brands like McDonald’s, Ace Hardware, or Hilton Hotels may come to mind. But you may be surprised to learn that even if your business isn’t franchised, your state can still impose a franchise tax on it.

What is a franchise tax?
You’re probably wondering how your business can be liable for the same tax as a popular fast-food franchise. Despite its misleading name, the state franchise tax is not levied strictly on franchised businesses. In fact, most corporations, partnerships, and limited liability companies (LLCs) are subject to it.

Franchise tax is a business tax charged by many states or cities for the privilege of doing business within their borders. It’s often referred to as a “privilege tax” for this very reason.

Franchise tax requirements vary widely, and not all states levy them. There are also many entities that aren’t even subject to franchise taxes.

Franchise tax vs. income tax
Even though they are generally due around the same time of year, franchise taxes don’t replace federal or state income taxes.

State and federal income tax is based on the business’s profits, while the franchise tax is based on income or levied as a flat fee. Whether you make a profit, break even, or lose money, you are still required to pay the franchise tax in the state in which you do business, while with income tax if your business doesn’t realize a profit, you have no business tax liability.

Franchise taxes can also vary widely as states and cities set their own rates, and apply their own criteria such as the business’s size, type, and assets. With income tax, the same tax bracket ranges apply to every business and individual taxpayer

Who has to pay franchise taxes?
If your business is registered with the state, you may be required to pay an annual franchise tax. However, if you conduct your business under your own legal name and the business isn’t a distinct legal entity, you don’t need to be registered, eliminating the franchise fee liability.

For example, if your business is called “Jim’s Music Store,” the name must be registered with the state. However, if your name is Jim Smith and you open the “Jim Smith Store,” you won’t need to register the name. This would free you from the franchise tax obligation.

How nexus determines franchise tax
Franchise taxes are based on a concept called “nexus,” which describes the level of connection between the state and the business. Nexus with a state is established if the business sells goods or services in the state, has employees in the state, and has a physical location in the state. The collection of the state’s sales tax or online sales are other conditions that may also qualify as a nexus.

You don’t need to have a physical presence in a state to be liable for franchise taxes. Simply shipping merchandise to customers in other states may subject your business to the franchise tax. If you conduct business in multiple states, it’s best to consult a tax professional to clarify your franchise tax liabilities in those locations.

Business entities that are not liable for franchise tax
The following businesses are not formally registered within the states that they conduct business. As a result, they are not required to pay a franchise tax.

Sole proprietorship businesses (except for single-member LLCs)

Non-corporate general partnerships, except for LLCs

Entities with an exemption under Tax Code Chapter 171, Subchapter B under the Texas Tax Code

Certain unincorporated passive entities

Grantor trusts, estates, and escrows

Real estate mortgage investment conduits (REMICs) and qualified real estate development trusts

Nonprofit self-insurance trusts under IRS Code Section 401 (a)

Trusts exempt under IRS code 501©(9)

Unincorporated political committees

What states have a franchise tax?
The collection of franchise taxes is usually overseen by the state comptroller’s office or a franchise tax board in each state. As of 2020, the following states require businesses to pay a franchise tax:

Alabama
Arkansas
California
Delaware
Georgia
Illinois
Louisiana
Mississippi
New York
North Carolina
Oklahoma
Tennessee
Texas
Kansas, Missouri, Pennsylvania, and West Virginia once had corporate franchise tax but have since discontinued it.

How is franchise tax calculated in each state?
While franchise tax is a flat rate in some states, others use a complex formula to calculate the amount due based on the following criteria:

Income
Value of stock, shares of stock, capital stock, or authorized shares
Gross assets
A specific amount of assets
Tangible property or assets
Taxable capital
Paid-in capital
Net worth
Assessed value of real and tangible personal property or net investment in tangible personal property
Gross receipts
Other states may use their own calculators or other computations to arrive at the franchise tax amount. Here are some examples of how states levy this tax in different ways:

Delaware’s franchise tax is calculated by using the Authorized Shares or Assumed Par Value Capital method. The state allows you to use the method that results in the least tax owed.

Calculating franchise tax in New York requires completion of the corporate tax Form CT-3. Though this tax averages around 6.5% of business income earned in the state, three different amounts are required to arrive at this figure. These are your taxes on business income, capital, and your fixed dollar minimum tax.

Texas uses an EZ Computation Report for businesses with annualized total revenue of $20 million or less. Otherwise, the tax is determined by the business’s taxable margin using the total revenue multiplied by 70%, total revenue minus cost of goods sold, total revenue minus compensation paid to all personnel, or total revenue minus $1 million.

California’s franchise tax for S corps is 1.5% of their net income or $800, whichever amount is higher. Franchise taxes for LLCs, however, are based on net income and range from $800 for net income of less than $250,000 to $11.790 for net income of $5 million and higher.

As you can see, each state’s method of computing franchise taxes can greatly differ. For this reason, it’s essential that you check your state’s Department of Revenue website for your franchise tax rate and any other additional requirements.

When are franchise taxes due?
Franchise taxes are levied yearly with varying deadlines. The due date may also depend on the type of business. For example, in Delaware, corporations must pay their franchise taxes by March 1st, while LLCs have until June 1st to pay their taxes.

Some states have due dates on the 15th of the third or fourth tax year month. In other instances, the due date may be the anniversary of the day the business was formed, which makes it the same date each year.

Since each state has its own franchise tax deadlines, check your state’s Department of Revenue website for payment deadlines.

What happens if you don’t pay?
As is the case with nonpayment of any government taxes, your business could face consequences for not paying a state-mandated franchise tax.

A corporation that holds a certificate of good standing with the state to prove legal compliance can have this status removed if they don’t stay current with their franchise taxes. This could jeopardize future business transactions and revoke the right to enforce contracts in the state.

States also impose financial penalties and fees for not filing franchise taxes. In Delaware, for example, those that fail to pay the tax incur a $200 penalty plus 1.5% in monthly interest on the combination of penalties and the unpaid taxes. In Texas, businesses are penalized $50 and a 5% penalty on taxes filed 1-30 days late or a 10% penalty on taxes that are over 30 days late.

05/10/2022

How to Keep Track of Business Expenses

Tired of keeping track of your entire business in your head? Ready to start making business decisions based on facts instead of pure gut feeling? Then the first thing you need to do is begin properly tracking your business expenses.

Business expenses are just things your business spends money on to keep operating. They include things like:

Rent
Computers and other equipment
Phone, internet, and utility bills
Marketing and advertising costs
Bank and merchant fees
Gas, car, and other transportation costs
Postage and shipping
Keeping tabs on them helps you keep track of cash flow, takes the guesswork out of paying estimated taxes and claiming deductions, and can even help you understand what you need to do to increase your profitability.

You’ll also need to keep track of your business expenses if you ever approach a bank for a loan, want an investor to put money into your business, or get sued or audited.

Catching up on a backlog of improperly tracked expenses can take some time. But it’s also a fairly straightforward process, provided you follow these steps:

Separate them from your personal expenses
Decide who’s going to be recording expenses and how
Decide on bookkeeping and accounting systems
Make sure you’re categorizing them properly
Hold onto your receipts
Reconcile expenses with your bank accounts
Make sure you aren’t missing out on potential deductions
Make expense-tracking a habit
How to keep track of business expenses
Step 1: Separate them from your personal expenses
Tracking business expenses can be difficult when your business purchases come out of the same checking account you use to pay for movie tickets and eating out.

This almost guarantees that you’re going to have a bad time when tax season rolls around. It could mean a business expense gets buried and you miss out on an important deduction, or a personal expense ends up on your business tax return and you get fined by the IRS.

It could also mean your accountant spends less time doing their job—i.e., helping you save money on your tax bill—and more time housekeeping and sorting through your bank statements.

Finally, if you run a corporation or an LLC, mixing up your personal and business expenses can create liability problems. If there isn’t sufficient distance between your personal and business finances and your company ever declares bankruptcy or gets sued, you could personally be on the hook for its debts.

The best way to avoid all of these problems is to open a separate, dedicated business bank account—with its own dedicated debit card or business credit card—for your company.

Step 2: Decide who’s going to be recording expenses and how
Bookkeeping is the process you use to track all of your business transactions, which include business income and expenses.

You have three options when it comes to bookkeeping. Which one you choose depends on who’s doing the bookkeeping:

Option #1: The completely DIY route
If you’re just starting out and don’t have many expenses to track, you can go the DIY route and use a spreadsheet or our handy Excel Income Statement template.

Option #2: Let a robot automate some of it for you
For something a bit more automated, you can use an expense tracking app or software like Mint, which will scan your credit card and bank account statements and upload them into an expense tracking system automatically.

If your business has lots of expenses and receipts and you want the ability to automatically generate financial statements and tax returns, you can also use accounting software like QuickBooks.

Keep in mind that you’ll be doing more than just simple expense management if you choose this option. This is full-blown bookkeeping and accounting, and you’ll probably want to consult with an accountant to make sure you’re setting everything up properly.

Option #3: With the help of a professional bookkeeper
Finally, if you don’t have time for any of the above, you can hire a bookkeeper to do all of this for you through a service like Bench. (Skip to the ‘benefits of hiring a bookkeeper’ section below if that sounds like you.)

Step 3: Decide on bookkeeping and accounting systems
If you go the DIY route (option #1 above), two other decisions you might have to make are whether to:

Use single or double-entry bookkeeping

Record expenses on a cash or accrual basis

Single vs. double-entry
In a single-entry system, transactions are recorded once. Under double-entry, each transaction gets recorded twice: as both a debit and a credit.

Double-entry is the more complex system, and if you’re just starting out, you probably won’t need to learn how to do it. Most accounting software today will automatically record your expenses in double-entry form, and if you ever hire a bookkeeper or accountant to help you with your books, that’s the system they’ll use too.

Cash vs. accrual
If you’re manually recording your transactions in a spreadsheet, you’ll also have to decide if you want to record those transactions on a cash or accrual basis.

You record transactions on a cash basis only once money has exchanged hands. Many small businesses opt for this system because it’s easy to maintain, doesn’t require you to track receivables or payables, and tells you exactly how much cash you have on hand at any given point in time.

Under the accrual method, you record expenses when you’re billed, in the form of accounts payable, rather than when money actually leaves your wallet or bank account.

Generally speaking, accrual accounting is better for larger, more established businesses. It gives you a more realistic idea of your business’ income and expenses, and provides a longer-term view of the business that cash accounting can’t provide.

Step 4: Make sure you’re categorizing them properly
If you’re using spreadsheets or expense tracking software to record your expenses, you might need to label, categorize, or otherwise tag those transactions to provide context for whoever has to retrieve them later.

Take a receipt from a business lunch at a restaurant, for example. If you plan on deducting it as a business meal with a client on your taxes, you should label it as such in your bookkeeping system.

Properly categorizing and recording your transactions helps your bookkeeper catch more deductions, make your life easier if you ever get audited, and generally makes looking through your financial records a much less painful experience.

How exactly you categorize will depend on your bookkeeping solution. If you’re doing your own bookkeeping, even if it’s just in a spreadsheet, it’s worth talking to a pro when you get started to make sure the expense categories and descriptions you’re using align with industry standards. (And also so they can read your books later.)

Thankfully, most accounting software today will do at least some of this categorizing work for you. If you’re using an online bookkeeping service like Bench, your bookkeeper will also do this work for you.

Further reading: How to Categorize Business Transactions

Step 5: Hold onto your receipts
Did you know that the IRS requires you to keep records and receipts for any expenses you claim on your taxes at least three years after filing the return?

A great way to avoid breaking this rule while also saving time on your bookkeeping is to digitize your receipts using a receipt-scanning mobile app like Shoeboxed or a cloud-based system like Dropbox, Evernote, or Google Drive. You might even consider investing in a dedicated business document scanner like the Kodak Alaric, which can scan and digitize paper receipts, invoices, letters, legal documents, and anything else you might want to store away for later.

If Bench does your bookkeeping, you have the option of uploading and storing as many digital receipts and documents as you’d like in the Bench platform.

Step 6: Reconcile expenses with your bank accounts
This involves looking at the expenses you’ve recorded in your bookkeeping system and making sure that they match up with the expenses on your bank statement.

Bank reconciliations are your first line of defense against any mistakes you might make when recording your expenses. Ideally, you should be doing them at least once a month. (Check out our user-friendly guide to bank reconciliations for a step-by-step guide.)

Step 7: Make sure you aren’t missing any of these popular small business expenses
The IRS’s golden rule on tax deductions is that they must be both ordinary (a common expense in your field) and necessary to your business.

For example, a $900 pen might not fall into the category of “necessary.” But if you’re a professional writer and you need to buy pens for work, you should probably be recording those expenses and deducting them on your taxes.

To make sure you aren’t forgetting anything, we’ve put together a large list of the most common types of business deductions, broken into 16 different expense types.

Advertising and promotion
Business meals
Business insurance
Business interest and bank fees
Business use of your car
Contract labor
Depreciation
Education
Home office
Interest
Legal and professional fees
Moving expenses
Rent expense
Salaries and benefits
Telephone and internet expenses
Travel expenses
Remember that even if an expense is ordinary and necessary, you may still not be able to deduct all of it on your taxes. The rules around the tax-deductible portion of the rent you pay for your home office, client entertainment, and R&D costs, for example, can get particularly complicated.

If you’re ever unsure about any of those, the IRS has a comprehensive guide to business deductions that you can consult.

Step 8: Make expense-tracking a habit
If you’re a busy small business owner with a million things to do, it’s easy to let bookkeeping fall by the wayside. One way to avoid that is to make it a habit.

Try setting aside and scheduling a ‘bookkeeping day’ once a month to stay on top of your transactions. Use that day to enter any missing transactions, reconcile bank statements, and review your financial statements from the last month.

The benefits of hiring a bookkeeper
If all of the above sounds overwhelming, you might consider hiring a bookkeeper.

Unless your business has dozens of employees or over a million dollars in annual revenue, however, it probably doesn’t make very much sense to hire a full-time, in-house bookkeeper.

That leaves you with three in-between options: hiring a freelance bookkeeper, working with a bookkeeping firm, or using a remote bookkeeping solution.

Hire a freelancer
Freelance bookkeepers tend to be inexpensive, and if you hire someone locally, the connection you build meeting with them in-person can add a layer of trust and confidence to your relationship you might not get elsewhere.

Go to a bookkeeping firm
Firms that specialize in bookkeeping are usually more expensive than independent freelancers, but they also usually have experienced bookkeepers on staff who have dealt with the same problems time and time again.

If you can spare the extra expense and don’t want to experiment with a freelancer, bookkeeping firms are a good bet.

Use a remote bookkeeping solution like Bench
Bench is an online bookkeeping service that caters specifically to business owners who might be struggling to catch up on crucial bookkeeping tasks like business expense tracking.

In addition to compiling all your business transactions for you, we’ll also give you simple software to produce financial statements, track expenses, and help make tax time a breeze.

05/09/2022

What is a Professional Employer Organization?

As their businesses grow, many entrepreneurs start to see the value of outsourcing specific tasks to third-party solutions. When things get busy, it helps to bring in some specialized support. That’s why many small businesses work with a Professional Employer Organization (PEO).

A PEO can help take on many of the tasks related to managing payroll, benefits, HR, and compliance, freeing up your time to focus on business growth and profitability. Here, we’ll dive into the specifics of a PEO, so you can learn what they are and how they can help small business owners (and their companies) thrive.

What is a Professional Employer Organization?
First off, what is a PEO? The acronym stands for Professional Employer Organization, and generally, they provide comprehensive HR solutions for small businesses.

PEOs offer HR expertise and work closely with small businesses to help them manage payroll and payroll-related taxes, like a payroll provider. But unlike a standalone payroll tool, PEOs also provide access to benefits and handle certain human resources and compliance functions and other employer-related administrative tasks.

By taking on these time-consuming HR functions, a PEO can help business owners make better use of their time. PEOs can also provide guidance on the trickier parts of running a company, which means more time to focus on growing the business.

How does a PEO work?
PEOs can manage these tasks for employers because of something called co-employment. The National Association of Professional Employer Organizations (NAPEO) defines co-employment as “a contractual allocation and sharing of certain employer responsibilities between the PEO and the client.”

The contract between your business and a PEO allows for the employer responsibilities to be distributed. It also allows the PEO to provide HR support, access to benefits, payroll administration, and related tax filings. The PEO also shares some of the liability and risk in certain situations.

It’s not all hands-off: your company is still responsible for the day-to-day operations and management of employees, but the PEO can help you take on many tasks. Let’s further break these PEO services down and highlight some of the benefits of each.

Simplify payroll administration
Factoring in different employee types and pay frequencies can get pretty complicated pretty quickly. However, a PEO makes payroll processing easy, reducing errors (and risk of fines) in the process.

PEOs help handle the nitty-gritty of payroll administration — things like automated deposits to full and part-time employees, one-off payments to vendors or contractors, and payroll tax filings.

With a PEO, calculating special payments by hand is a thing of the past, which means less heavy lifting for business owners. Financial data can also be more accessible, making it easier to put time and energy toward financial and business decisions.

Find better employee benefits
It can be challenging for small business owners to offer their employees competitive benefits packages—it takes a lot of time to find the best plans for their needs. It can be even more difficult to afford the healthcare insurance your team deserves, but joining a PEO can make this prospect a lot easier.

Small businesses are often left to shop for health insurance on the small group market, which doesn’t offer the same richness of benefits found in the large group market. With a PEO, your business will have access to big-company employee benefits and large group health insurance plans, even if you’re a small business with just a few employees.

PEOs also support employers and their teams through the process of selecting and enrolling in health insurance coverage. If you want to make things even easier, be sure to select a PEO that has a single platform that facilitates both.

Between tackling benefits onboarding, insurance claims, and other related paperwork, administering benefits can be a job on its own. An all-in-one solution that helps manage admin tasks like these can save time (and headaches) for employers and employees alike.

Offer competitive perks
When it comes to perks, small businesses are sometimes at a disadvantage. It can be harder (and more expensive) to offer the kind of compelling incentives that many larger companies can afford.

Luckily, PEOs also help employers access some seriously attractive perks. These can include Employee Assistance Programs (EAP), life insurance, commuter benefits, family planning, on-demand primary care, access to 401(k) and retirement plans, discounted gym and bike-share memberships — the list goes on.

Working with a PEO means access to perks and benefits that can give you a competitive advantage in attracting top talent and reducing employee turnover. Improved employee retention means you can shift your time and resources from recruitment and hiring to invest in growing your business.

Streamline human resources admin
Human resources tasks can be overwhelming for any business owner. Some PEOs use a tech-forward platform to ease that burden by automating several HR and onboarding-related tasks. PEOs with platforms like these use their robust software to streamline tasks and often help manage new hire onboarding, harassment and discrimination training, and benefits administration.

Some PEOs also offer support from HR professionals. These representatives can provide guidance and best practices on HR topics relevant to small businesses. In the absence of in-house HR services, this offering can be helpful for smaller companies or those who need to fill a gap in a specific area. Instead of hours spent working to find an answer, you can get guidance quickly and allocate that time elsewhere in your day. If this is important to you, look for a PEO that offers access to Certified HR Consultants.

Support with compliance
Employment laws frequently change, which means ensuring your business is in regulatory compliance can be an overwhelming task. PEOs can support employers with this task too.

A PEO helps maintain employer-related compliance needs for new hire reporting; withholding, reporting, and remitting payroll taxes; filing W-2s and 1099s; managing unemployment claims; providing access to Employment Practices Liability Insurance; and more.

Risk management is an essential (but complicated) aspect of running a business. PEOs are experts in things like payroll taxes and workers comp—their expertise can help companies stay compliant with employment regulations as they grow over time. A PEO can help provide employers with some much-needed peace of mind that their business is managing risk appropriately.

Access expert support
When choosing a PEO, it’s important that you (and your employees) feel supported. Between compliance and payroll issues, there’s a lot of ground to cover, and you may not have all the answers on your own. Having experts in your corner can make a big difference.

PEOs often have customer service teams available to provide support when you or your team needs it—some PEOs even have reps available 24 hours a day, seven days a week. When you or your employees have an important question, being able to reach someone for assistance right away can be greatly beneficial.

When comparing PEOs, ask about the support model. Some PEOs may even offer dedicated points of contact who will get to know you and your business and provide personalized guidance.

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