How Much to Set Aside for Taxes

When determining how much to set aside for taxes, a common rule of thumb for self-employed individuals and small business owners is to allocate 20% to 30% of their income. However, this can vary based on factors such as your location, income level, business expenses, and tax deductions. It’s best to work with an experienced tax accountant who can help you calculate your quarterly taxes. Setting aside the right amount ensures you’re financially prepared to meet your tax return obligations when they arise, avoiding unexpected financial strain.

Effective tax planning is not just about calculating your tax liability; it’s also about setting aside the funds to cover it. Here are some strategies to consider:

• Separate Tax Savings Account: Establish a separate savings account dedicated solely to taxes. This ensures that you don’t accidentally spend money earmarked for taxes.
• Budgeting: Create a detailed budget that accounts for your tax obligations. Set aside a portion of each payment you receive to cover your tax bill.
• Cash Flow Management: Manage your cash flow effectively, so you have the liquidity needed to pay your quarterly estimated taxes. Monitor your expenses and income diligently to avoid surprises.

Setting aside money for taxes is an important aspect of financial management for self-employed individuals and small business owners. By understanding your tax obligations, budgeting effectively, and exploring deductions and credits, you can navigate the tax landscape with confidence. Source

Happy Memorial Day!

 

 

"In the end, we will remember not the words of our enemies, but the silence of our friends,"

 - Martin Luther King Jr.

Happy Memorial Day from Powers Bookkeeping Service, Inc!

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info@powersbookkeepingservice.com

How To File Taxes If You’ve Lived In Two States

Filing taxes is already a headache for most people and often begs the question, ‘do I have to file taxes in two states?’ If you live and work in different states, or you’ve moved to another state, you’ll likely have to file multiple tax returns. On a good note, you won’t have to worry about your federal tax return, which isn’t affected. 

Do I have to file taxes in two states if I live in one State but work in another?

Yes. If you live and work in different states, there’s a chance you must file taxes in both states. For example, if you live in New Jersey and travel to New York each day for work, you need to file taxes in both states.

Although you must file taxes in both states, you won’t necessarily pay taxes in both states. Usually, taxes will be collected from the state where you work only. Some states have a reciprocal agreement, also known as reciprocity. This agreement between two states means that each state’s residents can request tax exemption in the other, basically saving you the bother of filing multiple tax returns in multiple states.

Do I have to file taxes in two states if my business operates in multiple states?

Yes. If you receive an income in more than one state, it will be more difficult for you to file your taxes.

Do I have to file taxes in two states if I moved to a new state?

Yes. If you moved between states in the same year, you would have to file multiple tax forms. There are exceptions to the rule, so check with a professional for advice.

Do I have to file taxes in two states if I have an income-producing property in another state?

Yes. If you own a vacation home in a state separate from where you live or a few investment properties, you’ll be required to file a separate tax return.

Now that you know why you have to file tax returns in more than one state, it’s essential to understand how to do this. Each state has its own requirement for tax collection, although they follow a somewhat similar process. Check with your state tax agency or state government websites for detailed information. Non-resident tax returns pertain to those who reside in one state and work in another state. Part-year tax returns need to be completed for those who have lived in more than one state within one year. You should divide your income and deductions between each state depending on the time spent in each, i.e., the apportionment rules.

Working in Multiple States

Form W-4 is required to pay federal taxes on a percentage of your paycheck. State taxes are collected using each state’s own version of Form W-4. To pay state taxes, if you’ve worked in two or more states, you’ll need to file a non-residential tax return. If you’ve worked in two or more states, check to see if those states have a reciprocal agreement. If they do, you should pay taxes in your home state and not in the state where you work. Be sure to submit an exemption form with your employer. If there is no reciprocity agreement, continue to file taxes as per each state’s requirements. You won’t be taxed twice; you will receive a tax credit from your home state for the tax money paid in your work state.

Filing taxes in more than one state can be a headache, especially if the process is new, and you’re not used to the forms and paperwork. By consulting a professional tax advisor, they can advise you on how to apportion your taxes and complete, or assist you with, the filing.You might need to complete two part-year tax returns if you’ve lived in more than one state, as a permanent resident. If you work in a different state to your residential state, you may need to file a tax return in the state you work in, the state you live in, or both. If your home state has a reciprocity agreement with another state (i.e., two states allow its residents to only pay tax on where they live), if you meet the criteria, you will only pay taxes in the state you live in. Source

Payroll Tax vs. Income Tax: What’s The Difference?

Managing payroll taxes and income taxes is an important responsibility for every business owner, but the complexity of tax regulations and calculations can be overwhelming. Whether you're a new entrepreneur or an experienced business owner, understanding the distinct roles of payroll and income taxes is essential for maintaining compliance and managing your company's finances effectively.

What is payroll tax?

Payroll taxes include income taxes and taxes assessed for Social Security, Medicare, and unemployment compensation. It’s important to note that both the worker (employee) and the employer generally have to pay these taxes. 

The key components of payroll taxes include: 

• Federal income tax withholding: Businesses must deduct federal income taxes from wages. The amount depends on the worker’s annual income and other information reported on their Form W-4. 
• Social Security taxes: The current rate for Social Security is 6.2% for the employer and 6.2% for the employee—totaling 12.4%. Up to $168,600 for 2024 ($176,100) of taxable wages are subject to Social Security tax.
• Medicare tax: The current rate for medicare tax is 1.45% for the employer and 1.45% for the employee, or 2.9% total. 
• Unemployment taxes: Most employers must pay both federal (FUTA) and state (SUTA) unemployment taxes. Currently, the FUTA tax rate employers pay is 6% on the first $7,000 paid to each employee in gross wages during the year.
• State and local income taxes: Most states require employers may also need to withhold state and sometimes local income taxes from employees' wages.

The Federal Insurance Contributions Act (FICA) taxes fund Medicare and Social Security, while the Federal Unemployment Tax Act (FUTA) and the State Unemployment Tax Act (SUTA) provide temporary income for workers who lose employment.

What is income tax?

Income tax is a type of tax the federal government (and most states) impose on the income or profits of individuals, businesses, and entities based on their income or profits. Taxes on individual income typically include salary, interest, dividends, rents, royalties, lottery and gambling winnings, unemployment benefits, and earnings from businesses they own, like solopreneurships. 

The key components of income taxes include:

• Taxable incomes: The portion of a worker’s or entity’s income subject to taxation, including wages, salaries, and business profits.
• Tax rates: Income tax is typically imposed at progressive rates, so higher income levels are generally taxed at higher rates. Tax rates can vary by state. 
• Deductions and credits: Taxpayers may qualify for tax breaks credits that can reduce their taxable income. Some examples include charitable contributions and certain business expenses. 
• Withholding: Employers must also withhold a portion of employees’ wages for income tax purposes. Self-employed individuals and businesses are often responsible for making quarterly estimated tax payments.

Payroll processing requires businesses to withhold income taxes on employee wages. Then, the taxes are sent to the appropriate taxing authority (the federal, state, or local department of revenue).

Differences between payroll tax and income tax;

Payroll tax and income tax are distinct types of taxes that serve different purposes and have different applications. Here are some key differences between payroll taxes vs. income taxes:

• Application: Payroll tax applies to employees' wages and salaries. Income tax applies to various income sources, including wages, salaries, and business profits. 
• Tax rates: The current federal payroll tax rate is 15.3%, which includes both the employer and employee’s contributions. The federal income tax rate ranges from 10% to 37%.
• Tax levies: The government levies payroll tax on employers and employees, while income tax is levied on individuals’ salaries, wages, and other incomes. 
• Usage: Payroll taxes generally fund three specific programs: Social Security, Medicare, and unemployment benefits. Income taxes fund a wider array of public services and expenditures. 

The employer is responsible for withholding the employer’s share of payroll taxes, reporting employee earnings, and remitting deductions from employees’ wages. The employee is responsible for paying federal and state payroll taxes, as well as their income tax.

Key challenges in managing payroll and income taxes; 

Managing payroll and income taxes comes with complex challenges for small business owners and self-employed individuals. 

Some of the biggest challenges include: 

• Complying with multiple tax laws: One of the biggest challenges businesses face is complying with various federal, state, and local tax requirements. Different tax authorities often have distinct filing schedules and requirements. 
• Managing remote workers: The rise of remote work has introduced new complexities in tax management. When employees work across state lines, businesses must navigate complex tax obligations. 
• Recordkeeping challenges: Accurate recordkeeping is important for tax compliance but can be overwhelming. Businesses must maintain employee tax forms (W-2s, W-4s, 1099s), payroll records and pay stubs, tax payment documentation, and state and federal tax filings. 

Addressing these key challenges means having a system that streamlines paying your salaried and 1099 employees. Source 

What is a Financial Statement?

Understanding your company's financial position is integral to its success. A financial statement can indicate whether your company is bringing in a profit or heading toward trouble. To make informed, data-driven decisions in today's fast-changing economy, small business owners should first grasp what a financial statement is and how it fits into the accounting cycle.

Next, they should familiarize themselves with the three key types: the balance sheet, income statement, and cash flow statement. Learning how to read financial statements will help you make informed decisions and guide your company’s financial health.

Financial statements are reports that explain a company’s financial performance and profitability for a certain period. They're created during the process of financial reporting, which is an objective way to assess your company’s financial health. There are three basic financial statements:

• A balance sheet 
• An income statement (profit and loss statement)
• A cash flow statement

Business owners use another financial report—a statement of retained earnings—less frequently. Larger companies might produce a variety of other financial statements.

Why financial statements are important

Most importantly, financial statements help business owners better understand their bottom lines and make smarter business decisions. Financial statements let stakeholders—shareholders, creditors, and regulators—understand a company’s overall financial performance and health. If you’re ready to seek funding for your business, lenders look at your financial statements to determine your eligibility for a business loan. Public companies must also publish their financial statements in an annual report. 

Financial statements typically provide information for a business about its:

• Economic resources and obligations
• Earning capacity
• Potential cash flows
• Management status
• Accounting policies

How to prepare a financial statement;

1. Gather financial data

To prepare your financial statements, start by collecting all relevant financial data. This includes:

• Income statements
• Balance sheets
• Statements of cash flows

Additionally, using the original or historical cost principle ensures that assets are recorded at their purchase price, preventing inflated values and discrepancies in your financials.

2. Choose an accounting method

Your financial statements are based on personal judgments and estimates to avoid overstating assets and liabilities. You can maintain accurate financial statements by choosing your accounting conventions and sticking to them over time. 

Ultimately, the best way to create an accurate, dependable financial statement is to automate the process wherever possible. Using accounting software, for example, leverages technology to handle all the number crunching and avoid manual accounting errors. 

3. Organize income and statements

Use your best organizational skills when preparing your financial statements. Start by: 

• Categorizing your revenue sources, including product sales, service income, or any other form of revenue your business generates.
• List all your business expenses, separating between fixed and variable costs. Fixed costs might include rent or salaries, while variable costs could be raw materials or sales commissions. 
• Accurate classification will help you assess your company’s cost structure and identify potential areas to reduce expenses.

4. Prepare the income statement

The income statement reveals a company's profitability over a specific period. It calculates net income to provide a clear picture of financial performance by outlining revenues, expenses, gains, and losses.

To determine your net profit or loss, subtract total expenses (both fixed and variable) from total revenue. If revenue exceeds expenses, you have a profit; if expenses surpass revenue, you incur a loss. 

The income statement is essential for evaluating your business's financial health and identifying trends over time.

5. Create the balance sheet

The balance sheet outlines your company's financial position at a specific point in time. To prepare it, you need to list your assets and liabilities and determine your owner’s equity.

• Assets refer to cash, accounts receivable, and inventory, as well as long-term assets like equipment and real estate.
• Liabilities include any debts, including short-term liabilities (accounts payable) and long-term liabilities (loans, mortgages).
• Owner’s equity represents the net value of the business, calculated by subtracting liabilities from assets.
• A well-prepared balance sheet helps you assess financial stability, track changes over time, and make informed business decisions.

6. Compile the cash flow statement

The cash flow statement is essential for tracking inflows and outflows across three main activities. To properly pull this information into your cash flow statement:

• Begin by categorizing each transaction under the appropriate activity
• Record daily operational transactions under operating Activities
• Document purchases or sales of assets under Investing Activities
• Track financing transactions like loan repayments or stock issuance under Financing Activities

This approach provides a comprehensive view of how cash flows through your business, helping you meet financial obligations and plan for growth.

7. Review and finalize

Before finalizing your financial statements, review them for accuracy and completeness. Double-check all calculations and ensure the data reflects your records accurately.

Using accounting conventions makes your financial statements comparable and realistic. For example, the principle of consistency requires accountants to apply standards consistently year after year. 

Carefully reviewing your financial statements ensures they accurately represent your business. Compare your finalized statements with previous periods to identify trends, which can offer valuable insights into your business's performance. Source

Create A Budget

A budget is a plan that outlines expected income and expenses for a specific period, helping you manage your money. It's a way to track where your money is coming from and going, ensuring you have enough to cover your needs and potentially save for your goals.  

Creating a budget allows you to plan for how much money your business plans to make from various sources, as well as how and where your business will spend money. If you haven’t started your business yet, you can create a preliminary budget by creating a business plan.

The most common business expenses include:

• Payroll
• Employee benefits
• Wages paid to contractors
• Utilities
• Rent or mortgage payments
• Insurance
• Bank fees and interest
• Software and technology
• Supplies
• Raw materials
• Taxes
• Maintenance and repairs
• Marketing and advertising costs
• Depreciation and amortization
• Transportation and travel costs
• Training and development costs
• Equipment and machinery
• Legal and professional fees

Startup costs (business registration, market research, product development, permits, licenses, trademarks, patents, professional services, etc.) When you create your budget, it may help to categorize expenditures as “essential,” “important,” and “optional.”  If money is tight, this can help you quickly decide where your business needs to cut back. It’s also helpful to separate your expenses into one-time costs, recurring monthly costs, and annual costs. This will help you better understand when you’ll need cash to pay each expense. It also helps you understand which costs are fixed and which are variable.

Source

Happy Mothers Day

Happy Mothers Day to all the Mamas out there! Today we celebrate you for all that you are and all that you do! You truly make our worlds go round. Thank you for everything from all of us at Powers Bookkeeping Service, Inc!

Common Misconceptions About IRS Audits

The misconceptions surrounding IRS audits can evoke feelings of anxiety. Let’s debunk some of the most common ones to put your mind at ease:

Myth 1: “The IRS is out to get me.”

The IRS selects returns for audit in different ways. Some are random, and some are a result of a related return or incomplete/inaccurate information.

Randomized audits

Some audits result from a computerized review process, instead of by humans with potential personal bias. In some cases, IRS programs randomly select returns for audit.

Return mismatches

However, there are other audit triggers, like return mismatches. Mismatched information on your tax return is one of the easiest ways to invite extra IRS scrutiny. If your tax return reports income information that doesn’t match information the IRS has on file (like Forms W-2 and 1099), you’ll likely receive a CP2000 notice asking you to explain the difference.

If you receive any incorrect forms from a payer (ex. your financial institution), it’s best to ask them to fix the form as quickly as possible. A corrected copy will be sent to the IRS, hopefully solving the mismatch issue. Another potential trigger is a related return audit. For example, if you received a Schedule K-1 from a partnership, the IRS could audit the partnership return. This type of audit is mainly designed to ensure complete and accurate reporting of information across returns that affect one another.

Myth 2: “I’d better pay up – or else.”

An IRS letter is not necessarily a bill, so wait to break out your checkbook if you can show that your tax return was correct.

An audit becomes a tax bill only if you:

• Agree with the proposed changes the IRS is making during the audit
• Fail to respond to the notice by the IRS deadline
• Don’t provide the IRS with records supporting your original return

To make sure your IRS letter doesn’t result in a tax bill, submit a complete and timely response to the IRS showing you were entitled to claim all the income, deductions, and credits you reported. When sending copies of information to the IRS, use certified mail so that you have confirmation that the IRS received the information.

On the other hand, if the IRS is correct and you’ll owe a tax bill, remember that the IRS offers a range of payment options.

Myth 3: “I’m just going to ignore this IRS tax audit notice for a while.”

If you receive an IRS notice or audit letter requesting information, now is the time to deal with this. But don’t panic. There’s a process for dealing with IRS audits, and you can get expert help handling the issue.

But you need to understand that if you miss the IRS deadlines in your letter, you could be giving up your rights to prove what you originally reported was correct and to dispute any additional taxes due. Read your letter carefully to see how long you have to respond and start going through your documentation immediately.

Myth 4: Audits are a never-ending process.

Some taxpayers fear that they’ll be subjected to more IRS audits in the future once they’re audited. In reality, most audits are specific to a particular tax year or issue. Once the audit is resolved, you can move forward without worry.

Source

The Ostrich Effect: When We Hide From Our Finances

The ostrich effect is a financial bias that is owes its name to the false belief that ostriches hide their heads in the sand to ignore danger or pretend that it does not exist, as a way of protecting themselves. Although these birds do not actually act like that, the idea has been used to describe behavior that is common in our personal finances and could cause us problems and jeopardize our health and financial well-being.

It is a matter of our brain's tendency to ignore negative information at times of risk or danger, trusting that everything will go well without us taking any action. Thus, we tend to underestimate the potential negative effects of the situation because we rely solely on positive information that strengthens or confirms our view that everything will turn out as planned. This behavior is also known as normality bias.

The ostrich effect concept was first coined in economics in a 2006 article by the researchers Dan Galai and Orly Sade, who used that term to describe people who avoid knowing the risk of certain financial decisions or situations, i.e. they hide when their finances are adverse or unfavorable.

A clear example to better understand its meaning is those stock market investors, who, according to Dan and Orly, review financial indicators frequently when the market performs favorably, but when the data are negative, they prefer not to consult them so often. We also see this behavior reflected in our personal finances, when we have debts that we are unable repay and we prefer not to receive information on the situation of our accounts, or when we need to save and reduce our spending but we prefer not to pay sufficient attention to our income.

Consequences of the ostrich effect;

The attitude of ignoring the financial risks that we run in certain situations does not mean that they disappear, rather the contrary: it could negatively affect our financial health. Some of the main consequences are:

Making bad decisions. Without the correct information or avoiding learning about it, the decision may not be the right one. An example of this would be managing our income: allowing ourselves to be tempted by offers or to spend more money on a whim without being aware of the real state of our accounts could undermine our ability to pay our financial obligations (loans, mortgages, rent, bills, etc.), thereby falling into debt and ruining our personal finances.

Allowing things to snowball. Bad decisions caused by ignoring useful information could create a snowball effect: something grows bigger and bigger and starts to spin out of control. This is the case with debts. Using credit cards, for example, without taking into account when the repayments fall due, the associated costs of servicing the debt (mainly interest) and our ability to pay, could generate debts that are difficult to cope with in the future. Moreover, these debts could increase if we continue to ignore the information on our finances and do not take the right steps to deal with the situation.

Failing to meet financial objectives. Ignoring risks is an attitude that makes it more difficult to achieve our goals. Let’s imagine that a person’s goal is to save, but they do not keep track of the money they are spending on leisure or the prices of the products they buy at the supermarket. As a result, they cannot take measures to reduce these costs and they end up spending more money on their bills and allocating less to savings, thus harming their finances. 

How to fight the ostrich effect?

As is often the case with cognitive biases, the first step in trying to counter them is to be aware that they exist. This will make it easier to avoid falling prey to those errors of judgement that our brain commits automatically in certain situations. The next step is to identify and select in advance what information we need to check when it comes to deciding whether it is something negative or positive. Finally, it is important to act in time when the situation so requires and not to leave financial decisions to chance or in the hands of third parties. In this regard, financial education is key, providing knowledge and understanding of economic ideas, financial products and the tools available to make informed decisions, manage our resources better and avoid hiding from our finances. Source

If you find yourself affected by The Ostrich Effect, contact us today! We would love to create some solutions for you to better your financial future!  Email us: info@powersbookkeepingservice.com

What is an Outstanding Invoice?

An outstanding invoice is a bill that has been sent to a customer but has not yet been paid. Essentially, it represents money owed to your business for products or services already delivered. These invoices are a common part of running a business, but they can quickly become a challenge if not managed properly. Think of an outstanding invoice as a polite nudge to your customers, reminding them of the payment due. However, when these invoices remain unpaid past the agreed deadline, they turn into overdue invoices, which can cause unnecessary stress and disrupt financial stability.

Unpaid invoices can create a ripple effect on your business operations. Here’s why prompt action is essential:

• Maintaining cash flow: Outstanding invoices mean your business hasn’t yet received the money it’s counting on. This can lead to cash flow problems, making it harder to pay employees, purchase supplies, or invest in growth opportunities. By addressing them quickly, you can keep your cash flow healthy and predictable.
• Avoiding financial risks: Allowing overdue invoices to accumulate increases the risk of bad debt—money you may never recover. Prompt follow-ups help reduce this risk and keep your accounts receivable in good shape.
• Building strong customer relationships: Timely communication about payments shows professionalism and fosters trust with your clients. Using tools like automated payment reminders ensures that follow-ups are consistent and respectful, maintaining positive relationships while ensuring payments are made on time.

Managing outstanding invoices manually may seem feasible for small businesses initially, but as the number of invoices grows, the process becomes more complex and error-prone. Here are the key challenges businesses face when relying on manual methods:

• Delays in Payment Follow-Ups

When payment follow-ups depend on manual tracking, delays are almost inevitable. Without automated reminders, businesses often struggle to send timely follow-ups to customers. These delays not only increase the likelihood of overdue invoices but also strain customer relationships, as inconsistent communication can come across as unprofessional.

• Difficulty Maintaining Accurate Records

Manual tracking of invoices makes it harder to keep records accurate and up to date. Errors such as duplicate entries, missed payments, or incorrect data can lead to bigger problems during invoice reconciliation—the process of matching payments to invoices. Additionally, a lack of credit control tools can result in overlooked overdue invoices, further complicating financial management.

• Negative Impact on Cash Flow and Business Growth

Unpaid or overdue invoices can disrupt your business’s cash flow. A lack of funds makes it harder to cover operational expenses, pay employees, or invest in growth opportunities. When outstanding invoices are managed manually, businesses may also miss early signs of financial trouble, such as accumulating overdue payments or declining payment trends. This creates a cycle of financial instability that hinders long-term growth. Source