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Feb 18 2017

Common Mistakes Made by Small Businesses

You have this fabulous idea to start a business, and you go for it…yea! But then the reality sinks in that running a business is so much more than just selling your product and service. There’s HR and Marketing and IT and ugh worst of them all….accounting!

As an accountant I see small business owners making a few critical mistakes all the time. And the result is they either pay too much in taxes, do not have money to pay themselves, or worst of all go out of business.  Unfortunately accounting is as important to a small business as any other aspect of running a business; and it has a direct financial impact to your business! Here are some the top mistakes made by small business owners:

Not having a budget

You obviously do not start a business thinking it will fail, but in the beginning there WILL be more expenses than income. Until your brand and client list grows your budget is extremely important to sustain you. There will be tough calls to make but without a clear budget, you won’t know how to spread out your expenses.

Not keeping up-to-date records

A budget is fine as a guide but how do you know if you are sticking to it if you only do your bookkeeping once a year for tax time? At a minimum doing your bookkeeping quarterly (monthly is ideal) allows you to track progress and adjust your path accordingly. By doing your bookkeeping ONLY at tax time means it is often too late to make any informed decisions and corrective action.

If they walk, talk and look like an employee…they are an employee

Employee vs contractor is a huge area of audit with the CRA. Many employers will classify workers as contractors to avoid paying into CPP & EI when in reality they are employees and subject to payroll deductions. There are a few factors to consider when making this difference but a big red flag is control – who controls their work and schedule? A legitimate contractor likely will not be reporting to someone else who is controlling and reviewing their work.

Not recording all the personal contributions (properly)

If you ask most entrepreneurs how much money have they put into their business the answer is usually “a lot”…but when you ask them how much they cannot quantify it. This can have significant tax impacts when both taking money out of the business to pay yourself and when you are looking to sell the business.

 

 

 

“Behind Every Great Business is a Great Accountant”

For more information on how to keep your business tax efficient, or to get a consultation on whether you are making all the right tax choices for your business, contact Dharna CPA. www.dharnacpa.ca. Info@dharnacpa.ca

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Written by Dwania Peele · Categorized: Shalini Dharna · Tagged: accountant, accounting, bookkeeping, Budget, contractor, contributions, CRA, Dharna CPA, employee, mistakes, records, Shalini Dharna, small businesses

Aug 26 2015

Best Practice record keeping

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  1. What documents and information should a business provide to its accountant in order to file its business taxes, specifically payroll, HST and income tax?

 

  1. If you do your bookkeeping yourself, provide a softcopy of your records (eg., Quickbooks or Simply Accounting file)
  2. A copy of all your Bank statements for the year. Note: if you do your own bookkeeping, then ensure you provide a copy of your year-end bank reconciliation
  3. A copy of all your business credit card statements for the year. Note: if you do your own bookkeeping, then ensure you provide a copy of your year-end credit card statement bank reconciliation
  4. Cancelled cheques, cheque stubs and bank deposit book for the year
  5. Copies of all invoices issued
  6. List of Accounts Receivables
  7. List of Bad debts
  8. List of year-end inventory (including the cost)
  9. Invoices for capital assets purchased during the year (eg computers, furniture etc)
  10. Details of assets disposed of during the year (even if you got no money when the asset was disposed of)
  11. Copies of all expense receipts
  12. List of Accounts Payable
  13. Details of all bank loans
  14. List of all payroll payments during the year showing gross amount, withholdings and net amount paid. You should also indicate how paid (cheque, cash or direct deposit)
  15. Your accountant should have access to your CRA account data , so it will n ot be necessary to provide CRA correspondence, unless it is of a non-routine nature, and one which your accountant would not have access to
  16. Mileage log detailing business kilometers driven
  17. Record of any expenses you paid for the business (out of your personal funds)
  1. Tips on recordkeeping
  • It is very important to have a record keeping system in place from the first day of business operations. It is best practice to consult with your accountant on what records to maintain. The accountant should have readily available, a checklist of record required. This makes the first year of filing much easier, and you are less likely to make mistakes which have to be fixed in later years due to lack of knowledge
  • After your tax filing deadline, consider filing your income and expense receipts in “tax” folders, as opposed to putting them in categories. If you are audited, then all the data used in the tax return is in one place. You simply pick up the folder, and hand it to the auditor. You can use tabs to separate the docs in the categories on the tax return
  • Manual record keeping – this can be as simple as an accordion folder where you drop all invoices, expenses, bank statements and other required documents, in the separate sections. Then give this folder to the accountant to summarise and use to prepare taxes.
  • To reduce accounting bill, you can summarize the receipts for your accountant. This is most applicable to a Sole Proprietor, where the basis of the tax return is your income and expenses, as a full financial statement is not required. However, for a corporation, expense summarization doesn’t help too much, as the basis of your corporate tax return is your Bank statement.
  • Electronic recordkeeping is strongly suggested for a corporation. Simply because of the details required to be reported, as well, CRA requires a full financial statement – Income Statement and Balance Sheet (which is not required for Sole Proprietors)
  • Stay on top of your recordkeeping

Green Meikle & Smith Chartered Professional Accountants

Authorized to practice public accounting by the Chartered Professional Accountants of Ontario

1020 Matheson Blvd. E. Unit 10

Mississauga, ON L4W 4J9

905-919-3543 Ext 101

647-338-5306 (cell)

greenmeiklesmith.com

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Written by Dwania Peele · Categorized: Green Meikle & Smith · Tagged: accountant, assets, Bank statement, Bank Statements, best practice, bookkeeping, business, business development, business plan, Canadian Small Business Women, cash, cheque, CRA, credit card, debt, direct deposit, documents, expense receipts, Green Meikle and Smith, HST, income tax, inventory, invoices, loans, payroll, Quickbooks, reconciliation, record keeping, Simply Accounting, tax filing, tax return, taxes

Jul 26 2015

Choosing an accountant

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No matter the size of your business, or its cash flow position, a business owner should never be without an accountant.

Accountants ought to provide services beyond the scope of tax preparation. Business owners in our community deserve, and should expect more from their accounting and tax service providers. Your accountant should be

  1. Accessible and open all year round
  2. Someone whom you can trust to offer you sound business advice and guidance (a trusted business advisor)
  3. Someone who can interpret your financial results, and hold a meaningful discussion with you about what the numbers are saying about your business
  4. Someone with whom you have an active relationship with right throughout the year, advising you on how to structure your affairs in a tax efficient way. Not just at tax time, because at that point the relationship is reactive, not pro-active
  5. Someone who can advise you on whether or not the systems and internal controls you have implemented in your business are effective. If not, they should be able to help in the re-design and implementation of suitable controls
  6. Someone who can scrutinize the financial performance of a company that you would like to buy
  7. Able to accurately present your company’s financial performance if you would like to obtain financing or are planning to sell
  8. Able to provide or recommend you to an estate planner (for succession planning)
  9. Transparent in the pricing of their services. That is, you should know exactly (or very close to exactly) what your bill will be for the service being provided. There should be no surprises when you open up the bill from your accountant.
  10. A highly trained professional, preferably one who is licensed to deal with the public. If they are licensed, then they belong to a professional body that regulates them, and ensures that their skills and training are current.
  11. Knowledgeable and up to date on your industry and current accounting/tax issues and trends (up to date on current tax and accounting issues)
  12. Adding value with sound tax planning strategies
  13. Properly represent you with the CRA
  14. Ethical, and a right balance between conservative and aggressive, in respect of tax deductions

Note: When looking for an accountant, you should meet with about 2 or 3 accountants to determine what they have to offer, and if they will be a right fit for your company. While fees are very important, your choice should not be made based on fees, but based on what your accountant will save you I time and money, as well as whether they are a right fit.

If you find the right accountant, he or she should be a priceless resource for your business as it progresses through its various stages (start up to maturity).

Green Meikle & Smith Chartered Professional Accountants

Authorized to practice public accounting by the Chartered Professional Accountants of Ontario

 

1020 Matheson Blvd. E. Unit 10

Mississauga, ON L4W 4J9

905-919-3543 Ext 101

647-338-5306 (cell)

www.greenmeiklesmith.com

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Written by Dwania Peele · Categorized: Green Meikle & Smith · Tagged: accountant, Accountants, advisor, business, business advice, business owner, Canadian Small Business Women, cash flow, Celia Meikle, Chartered Professional Accountants, CRA, finances, Green Meikle and Smith, tax preparation, tax service providers, taxes, trust

Jun 26 2015

Top tax tips for business owners

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  • Sole Proprietors should ensure that funds set aside aside for taxes include an amount for CPP, everyone has to pay CPP . Sole Proprietors pay their CPP at tax time, as opposed to salaried persons who pay theirs each pay period. A good estimate in year 1 is to set aside 25 to 30% of gross revenue to cover income taxes and CPP. After that the payments to be set aside will be determined based on your previous year’s filing
  • File on time, and pay installments on time. This saves on interest and penalties. Penalty is 5% of taxes owing. Ensure you discuss with your accountant your filing deadlines and the implications.
  • Keep business bank account separate from personal bank account.
  • Provide invoices for all work done and keep record of actual receipts for expenses incurred
  • Remember to maintain a mileage log – for shareholders, you can be paid mileage tax free from the corporation, as opposed to sole proprietors where the total mileage travelled is apportioned and then used as a deduction in calculating your taxes. In either case, a mileage log is important
  • HST input tax credit can be claimed on home office expenses and mileage reimbursements
  • Designate one credit card for business expenses (even if it is one you got in your name). That way the interest can be claimed easily
  • Wait until you have are just about to reach $30,000 in sales before you get a HST number. Once you have the HST number , you must start collecting taxes, and if your register too early, this might push forward a lot of administration that you didn’t bargin for
  • When signing up for HST, please ensure that the reporting period lines up with your business fiscal year. This makes record keeping much easier. So if your fiscal year end is Dec 31, then your HST should be Dec 31 st as well, or if quarterly, it should be calendar quarters, so that it will line up with the fiscal year end and recordkeeping
  • Ask your accountant if you qualify for using the Quick method to prepare your HST returns
  • Stay on top of your recordkeeping
  • Ensure you discuss the various compensation structure options (and implications) available to you as the business owner, with your accountant
  • Compensation via dividend is treated as investment income (as opposed to earned income), as such no CPP, EI, or health tax is payable on these. This compensation method can therefore result in good tax savings, however, the taxpayer will have no contributions to the CPP.

CRA Audit triggers (personal and business taxes)

 

  • Small business losses for more than 3 years
  • Specific targeted industries, which change from time to time – CRA is currently focussing on cash based businesses (eg., restaurants and tradespersons) and the underground economy, where money is passed “under the table”.
  • Certain personal tax deductions are often scrutinized – Moving expenses, tuition transfers, large medical expense claims, childcare expenses and donation receipts

Green Meikle & Smith Chartered Professional Accountants

Authorized to practice public accounting by the Chartered Professional Accountants of Ontario

 

1020 Matheson Blvd. E. Unit 10

Mississauga, ON L4W 4J9

905-919-3543 Ext 101

647-338-5306 (cell)

www.greenmeiklesmith.com

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Written by Dwania Peele · Categorized: Green Meikle & Smith · Tagged: bank account, business expenses, business owner, Canadian Small Business Women, compensation, CPP, CRA, credit card, deductions, economy, EI, Green Meikle and Smith, gross revenue, HST, income taxes, Investment, invoices, penalty, personal bank account, salary, Sole Proprietors, tax, tax credit, tax deductions, tax tips

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