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Aug 26 2015

Best Practice record keeping

gms final logo

  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

Aug 19 2015

WHAT DOES STATED INCOME MEAN AND HOW DO YOU QUALIFY?

Amina

So recently I had a client come to me – he is self-employed and is also incorporated, and works as a self-employed contractor.  He was turned down by the banks, and in addition he was getting divorced and needed to find a home for himself and his child, when she would come to stay on weekends.

We sat down together and I explained that I could proceed one of two ways; because he was incorporated, I could “fully qualify” him IF I could prove his income through his NOA’s and T1 Generals as well as other supporting documentation.

If I could not qualify him as such, I would have to qualify him as a “stated income” applicant, which is more difficult to prove, as different lenders have different requirements.

When it comes to the self-employed, lenders have made it difficult to qualify for various reasons; as an entrepreneur and business owner they benefit from income tax credits and great reductions and write-offs on their personal tax returns.  This is a great advantage when it comes to the actual amount of taxable income they have to pay tax on at the end of the year, but the disadvantage is that their net income is incredible low.  This unfortunately impacts a self-employed client’s ability to FULLY qualify.

A stated income mortgage is where the lender fully understands the self-employed income dilemma and will accept a client simply “stating” an income on their application without having to show net taxable income on your tax return to prove it.

What’s important to note is that the interest rates and/or fees/default insurance premiums are based on the credit rating and available down payment and are sometimes a little higher than a more traditional mortgage and depending on the client can be worth it if home ownership is a more affordable solution than renting.

There are basically three ways to qualify under “stated income”

Type 1: Fully Insured

In this instance, I can look at “A” lenders based on beacon score and debt ratios – rates will be lower than 3% -this is stating income that makes sense compared to the T1 Gross income for the last two years; if an applicant has provable income either on their T2125 (part of the T1 General) or corporate financials and the gross can reflect adequate income to qualify, we can go fully insured with the following documents to prove this:

  1. Proof of self employment such as a business license, Article of Incorporation, invoices etc
  2. Last two years full Income Tax Return including your T1 General and all the attachments
  3. Last two years Notice of Assessments to confirm no income tax arrears
  4. A letter from the employer stating job title, income and start date for XXXXX
  5. Recent pay stub
  6. Proof of down payment, through bank statements, RRSP statements, etc
  7. … and any other documents the lender might deem necessary at the time ( this is lender specific as some will accept stated-income individuals and some will not)

Type 2: Stated income – best rates, 80% LTV 

When we cannot provide an avg. gross income of the two years to make sense for qualifying, we must go stated income under insurer guidelines.  Here are the documents that are needed:

  1. Avg. 6 months of deposits plus invoices through last 12 months bank
  2. Last two years Notice of Assessments to confirm no income tax arrears
  3.   Last 2 years corporate financials and/or last 12 months bank statements as long as they show business activity (keeping in mind that the lender may ask for 2 yrs) – i.e., deposits
  4.   Proof of self employment such as a business license, Article of Incorporation

Type 3: Stated income – posted rates, 80% LTV 

This is stated income when there are no documents to show your income – however the rates will be upwards of 5.99%.  The only documents needed in this case are:

  1. Last two years Notice of Assessments to confirm no income tax arrears
  2.  Stated income letter “stating” to what you make –to qualify you at an amount you need.  Ie. if you need $400K to purchase a home, we state you make at least $65,000/year

Keep in mind, that “stated income” needs to make sense for the industry you work in – ie, as this client is a self-employed contractor, he was able to qualify on Type 3 as the “stated income” amount was in line with the industry.

Not all “stated income” deals are funded, but mostly due to lack of paperwork and proof of income.  This client was successful in his goals to own a home because he was willing to work with me and was able to provide the paperwork that was being requested.  If you are a self-employed client and don’t know if you can qualify, a mortgage professional can be your best ally in qualifying for a mortgage.  Speak to me today if you have been denied by the banks – we are here to help!

To your Wealth!

Amina

Please “like” my facebook page here Please follow me on twitter here

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Written by Dwania Peele · Categorized: Amina Mohamed · Tagged: Amina Mohamed, banks, Canadian Small Business Women, contractor, divorce, entrepreneur, fully insured, gross income, home, income tax, incorprated, insurance premiums, interest rate, invoices, lenders, morgage, notice of assessments, qualify, reductions, rrsp, self-employed, self-employed contractor, stated income, t1, tax credits, taxable income, write-offs

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

Apr 16 2015

10 tips to Cut costs, Increase sales, and Save time

Jemi

For every small business, there will always be costs to be paid out. The trick is to receive more business than having to pay bills. Whether you are a small start-up company or a retail store, these tips you can do right now. Marketing and advertising doesn’t have to cost you a lot of money. With a little planning and some time, you can achieve the results you want. Try all of these tips once and track the progress. If it works, great! Do it again. If it doesn’t, note why you think it didn’t and how you would do it over again.

Tip#1 Know your customer! A pet peeve of mine is when an entrepreneur will tell me that EVERYONE is their customer. Although it is true that we can take business from anyone, there will be a group of people that will be your primary customer. This is the “type” of customer that buys from you regularly. They say 80% of your business will come from 20% of your customers. Get to know your customers very well. Learn about their buying habits, their education, and lifestyle.

Tip#2 Following the previous tip, create a customer management system. This means a database where you place all your customers information including birthdays, anniversaries, spouse’s name and number (for gifts), and any other information that you can use to personalize the experience for your customer. These types of small gestures will bring a lot of business over time and a loyal clientele base.

Tip#3 Hire a student. College and University students are looking for experience in their field. You can hire them for an hourly basis or per contract. For example, I had a business mentor that didn’t have time to punch in her receipts into her excel so she hired an accountant student to simply punch in her numbers. The student gets extra money and the business owner has more time to do what they love to do.

Tip#4 Do not go with a very elaborate website. Start with something small and simple then work your way up when your business grows.

Tip#5 Try a joint venture. During your travels as an entrepreneur you’ll find some great people in the same industry but are not your competition.(For example; a makeup artist and hairdresser) These two professions are not in competition but they do cater to same market. You can join together on marketing (IE one business gets one side of a postcard, and the other has the opposite. Together you can split the cost of printing and get your business out there twice as fast)

Tip#6 Know your competition. Do a SWOT analysis of your greatest competition. “S” stands for strengths. What does your competition do better than you? “W” stands for weakness. What does your competition lack? “O” stands for opportunity. How can you improve your business from your strengths and weaknesses? “T” stands for threats. Where can your competition really hurt your business?

Tip#7 Barter goods. When you make great connections with other businesses, you can sometimes barter for goods. This means providing a service for a service instead of using money. You may give a service of printing business cards to get your car detailed for instance. This is a win-win relationship.

Tip#8 Track your invoices, receipts, and bill payments. When you have a handle of your finances, you are able to see where you are making the most money and how. Keep a journal and calendar on when bills need to get paid and when invoices are being charged.

Tip #9 Conduct surveys regularly. The best way to improve your business is to find out directly from your customers. Give coupons or discounts to your customers for participating in the survey.

Tip #10 Give out useful information for free. Your brain is full of so much expertise. Create opportunities to showcase your talents. You can hold free webinars. Volunteer to speak at different engagements. Write articles for different newspapers.

These ten tips will increase your bottom line immediately and save you money. Not every business owner has thousands of dollars to hire an advertising agency. Become an expert in your own marketing.

For more information contact Jemi Echevarria, marketing campaign manager at

(647)785-5851 or jemiechevarria@gmail.com

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Written by Dwania Peele · Categorized: Jemi Echevarria · Tagged: advertising, barter, bill payments, Canadian Small Business Women, college, competition, connections, cut costs, entrepreneur, free, hire, increase sales, information, invoices, Jemi Echevarria, joint venture, marketing, pay bills, planning, receipts, retail store, save time, small business, start-up, student, surveys, SWOT analysis, university, volunteer, webinars, website

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