{"id":23754,"date":"2022-04-18T06:00:41","date_gmt":"2022-04-18T05:00:41","guid":{"rendered":"https:\/\/bigredcloud.com\/?p=23754"},"modified":"2022-11-24T16:45:10","modified_gmt":"2022-11-24T16:45:10","slug":"everything-you-need-to-know-about-bookkeeping-for-a-small-business","status":"publish","type":"post","link":"https:\/\/bigredcloud.com\/en\/everything-you-need-to-know-about-bookkeeping-for-a-small-business\/","title":{"rendered":"Everything You Need to Know About Bookkeeping for a Small Business"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">At its most basic, bookkeeping is simply recording all of a business&#8217;s financial transactions. Sounds simple, right? Well, despite that seeming simplicity, most small business owners have little to no understanding of what bookkeeping is, how to do it or why it\u2019s so important.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The fact is that if you ignore your bookkeeping, you will have an extremely limited view of your company\u2019s finances. You won\u2019t have a good idea of how much you&#8217;re earning, nor how much you\u2019re spending. And without those insights, trying to grow your small business is going to be much more difficult.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With that in mind, here\u2019s everything you need to know about bookkeeping for a small business and why it\u2019s one of the most important basics of accounting.<\/span><\/p>\n<h2>Is bookkeeping just another word for accounting?<\/h2>\n<p><span style=\"font-weight: 400;\">It\u2019s typical for bookkeeping to be confused with accounting. That\u2019s because bookkeeping is a part of the general accounting function. So while accounting will be looking more at finance analysis and developing financial strategies, bookkeeping is recording and then reporting on information regarding your finances.<\/span><\/p>\n<h2>What does bookkeeping involve?<\/h2>\n<p><span style=\"font-weight: 400;\">Bookkeeping is all about the day-to-day finances of your small business. It will cover everything that happens in a workday, including:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Any payments that you make<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Any sales that you make<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Chasing any outstanding payments from your customers<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ensuring that you&#8217;re paying the right amount of tax (or claiming the right amount back)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Wage bills.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Bookkeeping for a small business means tracking all of the payments that go in and out of your business. It uses three different kinds of financial records:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Cashbook<\/b><span style=\"font-weight: 400;\">: This will be the details of your cash flow <\/span><span style=\"font-weight: 400;\">\u2014<\/span><span style=\"font-weight: 400;\"> a record of every payment that goes in and out of your business\u2019s bank account.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Sales invoice<\/b><span style=\"font-weight: 400;\">: This is the record of everything you have sold and includes payments made to you and any unpaid invoices.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Purchase invoice<\/b><span style=\"font-weight: 400;\">: This final record will cover everything you\u2019ve spent money on and include details of how those payments were made.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">These are the bare minimum when it comes to the basics of accounting and should form the basis of all bookkeeping for a small business. While small business bookkeeping can seem daunting, there are ways to make it easier for yourself. We\u2019ll cover those options in more detail, but one thing to remember is that it&#8217;s always a good idea to have a meeting with a certified accountant before you launch your business (or as soon as possible if you&#8217;re already trading).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">All businesses are different and will have to approach their bookkeeping in slightly different ways. But without it, your small business will struggle to succeed. The more you know about bookkeeping for a small business and some basics of accounting, the better you&#8217;ll manage your finances and start growing your business.<\/span><\/p>\n<h2>The basics of bookkeeping for a small business<\/h2>\n<p><span style=\"font-weight: 400;\">The first thing you need to know about bookkeeping for a small business is that technology has changed the game entirely. It used to be that accounts were recorded using physical books and pens, which meant laborious data entry by hand, with human error being common. Now, accounting software has made it much easier to collate, read and then report on your accounting.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are plenty of software options available too. From Big Red Cloud\u2019s renowned accounting software for small businesses to the range of <a href=\"https:\/\/bigredcloud.com\/quickbooks-desktop-discontinues\/\">QuickBooks<\/a> alternatives that are springing up in light of recent changes, you have plenty of options to choose from.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, it\u2019s always worth knowing some of the terms used in bookkeeping for a small business. This can help you get everything set up on day one and ensure you have more control over your present and future finances. Here\u2019s what you need to know.<\/span><\/p>\n<h2>Open a new business bank account<\/h2>\n<p><span style=\"font-weight: 400;\">One of the things that better bookkeeping achieves is to make life easier and more organised. If you have to search through multiple bank statements to find a sale or an expense, you&#8217;re going to be wasting time that could be spent more productively. That\u2019s why one of the first things you need to do is open a business bank account.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By doing so, you can easily keep track of your private finances and your business finances. This will cut down on any confusion while making it much easier to find any financial information you need.<\/span><\/p>\n<h2>Budget for taxes<\/h2>\n<p><span style=\"font-weight: 400;\">The last thing any small business wants is to get a surprise from the taxman. That&#8217;s why you need to approach your finances with one eye on your tax obligations. So budgeting for taxes should be something you do all year round, not just at the end of the financial year. Work out how much tax you&#8217;re likely to be liable for, and put that money aside every week or month.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When your tax bill arrives, the fact that you&#8217;ve been preparing in advance will give you peace of mind and a safe business.\u00a0<\/span><\/p>\n<h2>Stay organised<\/h2>\n<p><span style=\"font-weight: 400;\">Bookkeeping, even with time and money-saving accounting software, might be a necessary job, but it\u2019s also easy to procrastinate over. Disorganised bookkeeping for a small business will only slow down your business growth because you\u2019ll end up spending more time trying to sort through the numbers than you will on business scaling.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s why you need to keep your financial records up to date and easy to read at all times. You need to know where every piece of financial information is stored so that you can find it quickly and easily whenever you need it.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As tax season gets closer, you\u2019ll be glad you took a little time every week to keep your books and accounting software updated, clean and organised.<\/span><\/p>\n<h2>Tracking your expenses<\/h2>\n<p><span style=\"font-weight: 400;\">Tracking expenses can be tricky, but there are ways to make it easier. A business credit card, for example, will make it much easier to track and record all of your business expenses.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Understanding <\/span><a href=\"https:\/\/bigredcloud.com\/the-difference-between-purchases-for-resale-expenses\/\"><span style=\"font-weight: 400;\">the difference between purchases for resale and expenses<\/span><\/a><span style=\"font-weight: 400;\"> will be vital, so do some research to avoid bookkeeping mistakes. It can be easy to overlook the importance of tracking your expenses, but it\u2019s one of those business costs that soon adds up.\u00a0<\/span><\/p>\n<h2>Track non-payments<\/h2>\n<p><span style=\"font-weight: 400;\">If you have customers that pay you late, then your cash flow will be harder to manage. So you need to make sure you always know who owes what and when they\u2019re likely to pay. Overdue invoices are the bane of any small business, which is why resources like <\/span><a href=\"https:\/\/bigredcloud.com\/what-are-debtors-statements-and-why-are-they-important\/\"><span style=\"font-weight: 400;\">debtor\u2019s statements<\/span><\/a><span style=\"font-weight: 400;\"> are so useful.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If a customer gets into a debt that they can\u2019t repay, you need to respond in the right way. Stop all credit options for that customer and arrange a repayment plan. This is something you need to stay on top of because an interrupted cash flow could be the beginning of the end of your business.<\/span><\/p>\n<h2>Use your nominal ledger<\/h2>\n<p><span style=\"font-weight: 400;\">Those early days of bookkeeping for a small business that involved pen and paper used a book called a nominal ledger (also known as the general ledger). These days<\/span><span style=\"font-weight: 400;\">, accounting software for small businesses includes a virtual nominal ledger<\/span><span style=\"font-weight: 400;\">. So <\/span><a href=\"https:\/\/bigredcloud.com\/what-is-a-nominal-ledger\/\"><span style=\"font-weight: 400;\">the nominal ledger<\/span><\/a><span style=\"font-weight: 400;\">, where you record all of your financial transactions for the day, is still a vital element of modern-day accounting for small businesses.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Get used to entering financial information in your nominal ledger every day. If you&#8217;re not using some form of accounting software to manage your accounts, then you\u2019ll need to record those transactions by hand. For those using accounting software, recording data into your nominal ledger is much faster, easier to organise and may even be integrated into third-party software and apps to automate the process entirely.<\/span><\/p>\n<h2>Your entry system<\/h2>\n<p><span style=\"font-weight: 400;\">This aspect can be confusing but don\u2019t panic if it seems a little mystifying at first. Essentially, there are two types of accounting that a small business can do. These are known as single-entry and double-entry accounting.\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Single-entry accounting<\/b><span style=\"font-weight: 400;\">: This is the easiest and most basic type of accounting and is especially useful for small businesses that don\u2019t have a massive inventory or huge startup costs. It simply involves making a record of every financial transaction and marking it as an expense or income. It couldn\u2019t be easier.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Double-entry accounting<\/b><span style=\"font-weight: 400;\">: This is where it gets more complicated. Double-entry accounting means that every transaction is recorded into your accounts twice. Each transaction is recorded as both a credit and a debit. This process is a lot more complicated, but it has its value because it makes it much easier to spot mistakes or inaccuracies.\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Choosing the right entry system is essential and one of the first questions to ask a certified accountant about before you launch your business.<\/span><\/p>\n<h2>Your choice of accounting method<\/h2>\n<p><span style=\"font-weight: 400;\">You then have another decision to make. You need to decide whether you&#8217;re going to <\/span><a href=\"https:\/\/bigredcloud.com\/whats-the-difference-between-invoice-and-cash-basis-of-accounting\/\"><span style=\"font-weight: 400;\">use an invoice or cash basis of accounting<\/span><\/a><span style=\"font-weight: 400;\">. Don\u2019t be mistaken by the names. A cash basis doesn\u2019t mean that your business only accepts cash payments (your customers will still be able to pay using credit cards, cheques, bank transfers, etc.).<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is a little bit of a personal choice for you to make. While invoice basis accounting is a little easier to manage, each system has pros and cons. Ensure that you have some understanding of both before you commit to one.<\/span><\/p>\n<h2>Transaction management<\/h2>\n<p><span style=\"font-weight: 400;\">You&#8217;ll probably have come across the idea that you have to manage your transactions. It\u2019s one of the fundamental basics of accounting, and it\u2019s just a technical way of saying that you have to record all of your financial transactions. We\u2019ve covered that in other sections of this guide, but one aspect that we haven\u2019t touched on yet is the <\/span><a href=\"https:\/\/bigredcloud.com\/whats-the-difference-between-a-cash-and-credit-transaction\/\"><span style=\"font-weight: 400;\">difference between a cash and credit transaction<\/span><\/a><span style=\"font-weight: 400;\">. Make sure you understand what each means so that you can choose the option that\u2019s best for your small business.<\/span><\/p>\n<h2>Your payroll<\/h2>\n<p><span style=\"font-weight: 400;\">Your payroll is one of the most important payments your business makes, so it\u2019s essential to get it right. Software is the easiest way to manage your payroll, and there are plenty of options to choose from. Most good accounting software will include payroll management features, but many dedicated payroll software products are available.\u00a0<\/span><\/p>\n<h2>How long do you keep financial records?<\/h2>\n<p><span style=\"font-weight: 400;\">You must know how long to keep your financial records on file. Those small businesses that do self-assessment on their taxes will be required to keep a record of their accounts for at least five years. For limited companies, financial records have to be kept for six years at the least.\u00a0<\/span><\/p>\n<h2>Expenses and tax claims<\/h2>\n<p><span style=\"font-weight: 400;\">Never forget that if you&#8217;re self-employed, then you\u2019ll be able to subtract some of your expenses from your tax obligations. Far too many business owners overlook this and lose out on thousands of euros as a result. Talk to your accountant or bookkeeper to ensure you can claim back all of the tax you&#8217;re allowed on allowable expenses.<\/span><\/p>\n<h2>Opening and closing your books<\/h2>\n<p><span style=\"font-weight: 400;\">When you&#8217;re working out what your finances look like at the end of any accounting period (that could be daily, weekly, monthly, quarterly or even annually), you want your opening and closing balances to match.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It&#8217;s a good idea to get used to comparing your <\/span><a href=\"https:\/\/bigredcloud.com\/what-are-opening-and-closing-balances-and-how-do-i-use-them\/\"><span style=\"font-weight: 400;\">opening and closing balances<\/span><\/a><span style=\"font-weight: 400;\"> regularly. If any mistakes have happened, spotting them early gives you more time to find where you went wrong. Again, the right accounting software will do this automatically, so it&#8217;s only those still using physical bookkeeping that need to worry more about balancing the books<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2>Bookkeeping for a small business<\/h2>\n<p><span style=\"font-weight: 400;\">The more you understand the basics of accounting, the easier it will be to make smart choices about your bookkeeping. Whether you&#8217;re doing your small business bookkeeping yourself, have hired an in-house bookkeeper or you&#8217;ve outsourced entirely to a dedicated accountant, having that basic level of understanding will only ever work in your favour.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Get your bookkeeping for a small business right, and you\u2019ll find it much easier to take control of your finances. Those finances can give you the insights you need to grow your business or identify where cash is being spent unnecessarily.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">At Big Red Cloud, we\u2019ve been supporting small businesses with financial management for decades. If you need help with your accounting, or you\u2019re mystified by bookkeeping for a small business, get in touch today. Sign up for <\/span><a href=\"https:\/\/bigredcloud.com\/freetrial\/\"><span style=\"font-weight: 400;\">your free trial<\/span><\/a><span style=\"font-weight: 400;\"> of Big Red Cloud\u2019s cloud-based accounting software, and start earning all of the benefits of better money management.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>At its most basic, bookkeeping is simply recording all of a business&#8217;s financial transactions. Sounds simple, right? Well, despite that&#8230;<\/p>\n","protected":false},"author":6,"featured_media":23755,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[69,164,65],"tags":[],"class_list":{"0":"post-23754","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-accounting","8":"category-basics-of-bookkeeping-and-accounting","9":"category-small-business"},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Bookkeeping for a Small Business | Big Red Cloud<\/title>\n<meta name=\"description\" content=\"Your guide to bookkeeping for a small business. 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