LMA CPA P.C. | Accounting Blog

Back to Business Basics

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It’s reassuring to remember that downturns are a normal part of the business cycle. And, just as there are strategies that help businesses thrive during profitable times, there are basic survival tactics that businesses can employ when the outlook is less than rosy.

Control Spending

Finances should be your fundamental concern when economic conditions are unsettled. When sales are slow, it’s time to preserve your cash. Look closely at how you can reduce overhead. Make certain that all your operating expenses are necessary. Even if you’ve recently made cuts, see if there are other measures you can take. Unless absolutely necessary, consider putting plans that call for capital investment on the back burner until conditions improve.

Maintain Customers

While containing costs is essential, maintaining your customer base is also crucial. So, when you’re deciding how to trim spending, make sure you don’t make cuts in areas that deliver real value to your customers. At the same time, watch your receivables. Make sure your customers’ accounts stay current.

Think Short Term

Plan purchases for the short term, keeping a minimum of cash tied up in inventory. At the same time, however, make sure you’ll be able to restock quickly. Your suppliers may be able to suggest ways you can cut costs (perhaps by using different materials or an alternative manufacturing process). See if you can negotiate better credit terms.

Plan for Contingencies

There’s a big difference between imagining that you might have to seriously scale back your business and having an action plan in place that you can quickly execute. To develop a realistic contingency plan, prepare a budget based on the impact you imagine an extended downturn would have on your business. Then outline the steps you would need to take to survive those conditions. For an added level of preparedness, draw up a second, “worst case scenario” budget and chart the cost-cutting steps you’d need to take to outlive those more dire circumstances.

Many businesses will survive challenging economic times by being informed about their financial condition and by planning ahead to succeed.

How to Handle Rental Income Taxes

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A unique set of tax responsibilities are associated with rental properties. If you own rental property, read on to learn more about your tax obligations related to rental income.

What is Rental Income?

Rental income is any payment you receive for the use or occupation of your property. While rental income is taxable, that does not mean that every penny you collect in rent is taxable. You can reduce the amount of your rental income by deducting certain expenses associated with your rental property, such as maintenance expenses. Let’s look at some specific deductions related to rental income.

Am I Eligible for Deductions Related to Rental Income that I Earn?

Per the IRS, expenses of renting property can be deducted from your gross rental income. For example, costs related to servicing, managing, and maintaining the rental property are generally deductible. Those expenses include cleaning service, homeowner association dues, condo fees, management fees, pest control, lawn maintenance, insurance premiums, property taxes, and even advertising the property.

If your rental property is vacant, the expenses you incur for maintaining it are still deductible. As long as the expenditures you deduct are not excessive and remain in routine upkeep, they are acceptable.

You can even deduct travel expenses you incur when going to and from your rental property. Just be sure your travels are expressly related to checking on the property and/or conducting business or tasks related to the property’s maintenance and upkeep. Any personal costs associated with such a trip are not deductible and must be separated from the rental property-related travel expenses.

Rental expenses are usually deducted in the year you pay them.

How is Rental Income Reported to the IRS?

Rental income is reported on your tax return for the year you receive it, in other words, when the funds are credited to your bank account. This is referred to as “constructively receiving income” by the IRS and is detailed in IRS Publication 538.

There are several unique situations that you may encounter as a landlord. For example, advance rent, security deposits, tenant-paid expenses, services in place of rent, and personal use of a rental property. Let’s look briefly at these now.

Advance Rent

Advance rent is money received before it is due or before the rental period is covered. This income must be included in your rental income in the year you receive it, regardless of when it is due, or the period it covers.

Security Deposits

Security deposits are not included in rental income if that money will be returned to the tenant when their rental period ends. However, suppose you retain part or all of the security deposit. In that case, if the tenant does not meet the lease agreement terms, that amount must be included in your rental income for that year.

Expenses Paid by Tenant

Suppose a tenant pays for rental property-associated expenses. In that case, that is considered rental income, and you must claim it as such in the year it is received. Those can be deducted if that amount includes any deductible rental property expenses. The IRS provides more detailed information on this topic in IRS Publication 527.

Services instead of Rent

Suppose you receive services instead of money for rent. In that case, the fair market value of those services must be included in your rental income. Suppose the services are provided at a mutually agreed upon exchange rate. In that case, that amount is the fair market value of the services.

Personal Use of Rental Property

Suppose you use your rental property (i.e., a vacation home, condo, etc.). In that case, your expenses must be divided between personal and rental use. The IRS provides information on how to do this in IRS Publication 527.

What Else Do I Need to Know about Rental Income?

There are a few other tips you need to know about how to handle rental income taxes. For example, if you make general repairs to your rental property, those are deducted in the year you make them. However, suppose you make improvements to your rental property, such as adding on or making other significant changes to improve your property. In that case, those improvements are capitalized and depreciated over time per the IRS depreciation tables.

The best way to determine precisely what to do regarding rental income taxes is to rely on the services of a qualified accountant or CPA to guide you through the ever-changing tax laws. That way, you’re sure to take advantage of every deduction due to you within the confines of the law.

Tax Tips for Property Co-Owners

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If you’re the co-owner of a property, whether it is joint tenancy as in marriage or tenancy in common between real estate partners, some tips can make life easier for you come tax time. Read on to learn more about how to handle co-ownership of property.

Types of Co-Ownership

There are several types of co-ownership of property. Below, three types are explained.

Joint Tenancy

Joint tenancy is a term that describes and defines ownership interests and rights between two or more property co-owners. In joint tenancy, the two (or more) property owners have equal rights and responsibilities of the real estate. If the joint tenancy is between two people, each individual has 50 percent ownership.

Joint tenancy can apply to:

  • Personal property
  • Bank and brokerage accounts
  • Business ownership
  • Real estate investment property

In joint tenancy, the right of survivorship exists. This means that if one of the co-owners dies, even if they have heirs, those heirs will not inherit their shares of the property. Instead, the other joint tenant receives that share of the property. This is the typical type of co-ownership between a married couple; however, joint tenancy can be established between unmarried individuals, family members, friends, or investment partners.

Tax liability and deductions are generally split 50-50 (or some other equal division if there are more than two co-owners).

Tenancy in Common

The main difference between joint tenancy and tenancy in common is that where joint tenancy provides equal ownership between all co-owners, tenancy in common allows co-owners to own different percentages of the property. Furthermore, ownership can be acquired after the original owner purchased the property. The owners have rights only to their percentage of the property; therefore, if one owner dies, their share passes to their heirs, not to the other owner(s) as it would in joint tenancy.

When real estate taxes are assessed on the property, all owners listed on the deed are legally responsible for the total amount of the tax. How those taxes are collected from each owner and paid is up to them. For example, if there are three owners in a tenancy in common agreement, they may decide to split the unequally. In situations where there is a joint mortgage, the mortgage interest deduction can be divided between owners by including a mortgage interest statement when filing taxes.

Tenants in common should always seek an ownership agreement in writing to protect each owner’s interests in the property and to delineate how taxes will be paid and deductions will be claimed.

Tenancy by Entirety

Tenancy by entirety is only for married couples and is only an option in 25 states and Washington, D.C. It comes with survivorship, like joint tenancy, but there are differences.

Recall that in a joint tenancy situation, each owner has an equal share of the property with equal rights and responsibilities. For a married couple, each individual owns 50 percent of the property.

However, in tenancy by entirety, the individuals are viewed as one person. Each person owns 100 percent of the property. Any action regarding the property, i.e., selling the property, requires mutual consent.

The primary benefit of tenancy by entirety is that the property cannot be used to satisfy the debts of one party.

The primary disadvantage of tenancy by entirety is that it guarantees the property goes into probate once the second spouse dies. This could be impactful for any heirs.

When sharing property ownership or estate planning, always rely on a qualified accountant or CPA to guide you on the best option for your unique situation.

To Own or Not To Own: The Benefits of Being A Property Owner

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Are you debating on whether or not to buy a home? There are some substantial benefits of being a property owner that goes beyond not having a landlord. Here, seven of those benefits are revealed.

There are some standard deductions involved in home ownership that apply to all homeowners. Let’s look at the top four:

1. You can deduct the interest you pay on your mortgage.

According to the IRS, mortgage interest on the first $750,000 ($375,000 if married filing separately) of debt can be deducted. Higher limits ($1 million ($500,000 if married filing separately)) apply if you deduct mortgage interest from debt incurred before December 16, 2017. In most cases, all home mortgage interest can be deducted. How much you can deduct depends on the date of the mortgage, the amount of the mortgage, and how you use the mortgage proceeds. IRS Publication 936 details home mortgage interest deductions.

2. You can deduct mortgage insurance.

Homeowners who pay mortgage insurance as part of their monthly mortgage payment may qualify to deduct that expense from their taxable income, depending on their income.

Typically, when less than 20 percent of the loan amount is paid down on a home purchase, borrowers must get private mortgage insurance (PMI). Mortgage insurance protects the lender if the homeowner cannot make their mortgage payments and defaults on their loan.

Homeowners with an adjusted gross income of up to $100,000 (or up to $50,000 if married and filing separately) can deduct their mortgage insurance premiums. Above those amounts, the deduction phases out. Those with an adjusted gross income over $109,000 (or $54,000 if married and filing separately) are ineligible for the deduction.

3. You can deduct state and local taxes.

If homeowners itemize them on their federal income tax return, they can take the SALT (State and Local Tax) deduction. If a homeowner pays taxes through escrow, that amount is on form 1098. Homeowners can deduct up to $10,000 of their state and local property taxes and state income or sales taxes. Income and sales taxes cannot be deducted, so you can combine property and sales taxes OR property and income taxes. A qualified tax accountant can help you determine which is best for you.

4. You can get a residential energy credit.

There are benefits for homeowners who make their home energy efficient. According to the IRS, qualified energy efficiency improvements include the following qualifying products:

  • Energy-efficient exterior windows, doors, and skylights
  • Roofs (metal and asphalt) and roof products
  • Insulation

Residential energy property expenditures include the following qualifying products:

  • Energy-efficient heating and air conditioning systems
  • Water heaters (natural gas, propane, or oil)
  • Biomass stoves (qualified biomass fuel property expenditures paid or incurred in taxable years beginning after December 31, 2020, are now part of the residential energy efficient property credit for alternative energy equipment.)

Next, there are a few other deductions that apply to some homeowners:

5. You can deduct your home office.

If you work from home like many do these days, or if you have a home-based business, you may be eligible for this deduction. A dedicated part of your home must be used exclusively and regularly for your job or business to qualify for this deduction. The home must be the primary location of your work or business.

Homeowners can determine the percentage of their home used for business or take a $5 deduction per square foot (up to 300 square feet) used for your work.

6. You can deduct improvements to your home if they are medically necessary.

The medical expenses tax deduction allows homeowners who must make medically necessary home improvements to deduct a portion of those expenses. You must itemize the expenses, and you can only deduct expenses over 7.5 percent of your adjusted gross income.

Medically necessary expenses include:

  • Widening doorways or hallways
  • Installing ramps or lifts
  • Adding railings
  • Lowering cabinets and vanities

7. When you sell your home, you can get some profits tax-free.

If homeowners decide to sell their home and have lived in it for two of the last five years, they can save big via the capital gains tax exclusion. That exclusion means a homeowner does not have to pay taxes on the first $250,000 (single) or $500,00 (married) profit from the sale of their home. This exemption is more beneficial than the capital gains deduction. Keep accurate records and track improvements and maintenance expenses, as these can impact capital gains when you sell your home.

Another thing to know about taking certain deductions, like the mortgage interest and insurance deductions, as well as the SALT deduction, is that deductions must be itemized on your federal tax return. These deductions are not applicable if you take the standard deduction.

To keep track of all these possible deductions and more that homeowners may benefit from, get in touch with your local accountant or CPA so that you can stay up to date on changing deductions, benefits, and more for homeowners.

Bookkeeping & Accounting Tips for Small Business Owners

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Running a small business is a demanding task, requiring you to wear many hats, from managing operations to marketing and customer service. Among these responsibilities, bookkeeping and accounting are crucial for the financial health and sustainability of your business. While it may seem daunting, effective financial management doesn’t have to be overly complicated. Here are some essential bookkeeping and accounting tips to help small business owners stay organized, compliant, and financially sound.

1. Separate Personal and Business Finances

One of the first steps for any small business owner is to separate personal and business finances. Open a dedicated business bank account and use it exclusively for business transactions. This separation simplifies bookkeeping, aids in tax preparation, and ensures legal protection of personal assets.

2. Use Accounting Software

Investing in accounting software can save you time and reduce the risk of errors. Tools like QuickBooks, Xero, or FreshBooks offer user-friendly interfaces and automate many bookkeeping tasks, such as invoicing, expense tracking, and financial reporting. Many of these platforms also integrate with your bank account, further streamlining the process.

3. Track All Expenses

Maintain meticulous records of all business expenses. Use your accounting software or apps to capture and categorize receipts immediately. Keeping a detailed record of expenses not only helps in managing cash flow but also ensures you can claim all possible tax deductions.

4. Regularly Reconcile Bank Statements

Reconcile your bank statements at least once a month. This process involves comparing your accounting records with your bank statements to ensure they match. Reconciling accounts helps identify discrepancies, catch errors, and detect potential fraud early.

5. Implement a Consistent Invoicing System

A consistent invoicing system ensures you get paid on time. Send out invoices promptly, set clear payment terms, and follow up on overdue payments. Using accounting software for invoicing can automate reminders and track outstanding invoices.

6. Monitor Cash Flow

Cash flow is the lifeblood of any small business. Regularly monitor your cash flow to ensure you have enough funds to cover operating expenses and invest in growth opportunities. Create cash flow projections to anticipate future needs and adjust your operations accordingly.

7. Set Aside Money for Taxes

Avoid the year-end scramble by setting aside money for taxes throughout the year. Estimate your tax liability and regularly deposit a portion of your revenue into a separate tax account. Consider consulting with a tax professional to understand your tax obligations and maximize deductions.

8. Maintain Accurate Financial Records

Accurate financial records are essential for making informed business decisions. Regularly update your books and keep records of all financial transactions, including sales, purchases, payroll, and other expenses. Accurate records are also crucial for compliance with tax laws and regulations.

9. Prepare for Financial Reporting

Prepare financial statements, such as the balance sheet, income statement, and cash flow statement, on a regular basis. These reports provide insights into your business’s financial health and performance. Use these reports to identify trends, assess profitability, and make strategic decisions.

10. Seek Professional Advice

Consider hiring a professional accountant or bookkeeper, especially if your business finances become complex. A professional can provide valuable insights, ensure compliance with tax laws, and help you optimize your financial strategy. Many small business owners find that the cost of professional advice is outweighed by the benefits of improved financial management and peace of mind.

Effective bookkeeping and accounting are fundamental to the success of any small business. By implementing these tips, small business owners can maintain financial order, make informed decisions, and ensure their business thrives. While it may require an initial investment of time and resources, the long-term benefits of sound financial practices are well worth the effort.

Starting Your Own Business: The Essentials for New Entrepreneurs

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Once you have an idea, starting a business can be very exciting, but also daunting. It is important to map everything out before you start to avoid potential pitfalls down the road. Here is a guide to set up your new business for financial success.

Know Your Market

It is crucial to conduct research on the demographic you are targeting with your business. You should survey these people to determine if your product or service is something that can be of use. Make sure to question your actual target market. Many times, asking family and friends can lead to a falsely optimistic view of the targeted market. 

Before you invest funds in your idea, you should consider doing a SWOT analysis. This stands for Strengths, Weaknesses, Opportunities, and Threats. Analyzing each of these aspects as if your business were to launch today can help you improve in the long run. Below are some examples to ask yourself in each category:

Strengths

  • What makes our business unique from the competition?
  • What traits/knowledge does our team bring to the table?

Weaknesses

  • What is slowing us down? (labor, technology, etc.)
  • What skills do we lack?

Opportunities

  • Can we market our product/service differently based on a current market need?
  • Can we expand our current services/products to include more?

Threats

  • Are we too similar to our competitors?
  • Are we dependent on a supplier?

Know Your Competitor

Researching your competitors can help in more than one way. You can research your competition to determine how to price your products. Many times, new business owners either under price or over price their products. Knowing what rate your competitors use can allow you to integrate your product to the market at a successful price point.

It is also possible to think of new ideas for your business model once you have seen how much overlap you share with your competitors. If you want your business to stand out, show the gap between your product/service and your competition’s. This can be difficult as you may have to go in a slightly different route for your business plan than you wanted, but it is necessary for the most success. 

Create a Sturdy Business Plan

Whether you need investors or are financing your business by yourself, having a business plan to use as a roadmap for establishing your new business can make the process smoother. A business plan gives anyone analyzing your business, the understanding of your foundation and how you intend to develop your business. Forbes has a great guide for entrepreneurs to create a business plan.

Determine How You Want to Structure Your Business for Taxes

Unfortunately, taxes determine the structure of every business. You should consider the different types of structures and how they each affect your operations.

  • Sole Proprietorship – This type of business structure is available to solo business owners. It means that the company and the owner are considered the same. You would be responsible for all legal and tax issues.
  • LLC – This structure can be owned by one or more people. This limits your personal liability for legal and tax issues, unlike the sole proprietorship.
  • LLP – This structure is similar to an LLC but requires a partnership. It is usually used for services from licensed professionals such as accountants.
  • Corporation – Like an LLC, a Corporation is able to limit your liability as a business owner. There are two types of tax corporations: C-Corps and S-Corps. C-Corps are usually for larger companies while S-Corps are for smaller companies.

Register Your Business

Now it is time to officially register your business. Try to think of a name for your business that you feel confident that you will like long-term. You will have a business name, but oftentimes, businesses use a DBA (Doing Business As). This means that the name that the public recognizes may not be the same as what the business legally filed. Some states may require you to file your DBA.

Unless you are a Sole Proprietorship, you will need to collect a sizable amount of tax documents at the time of registering your business. You will need to select a registered agent to accept legal documents for your business. You will also need to apply for an Employer Identification Number (EIN). This is an easy process you can submit to the IRS.

Figure out Your Finances

The first thing you need to do is open up a business checking account. You should never mix personal and business expenses. Having a separate checking account helps with this distinction. You should pay business expenses and receive income through this account. 

If you have a complicated business model, it is recommended that you hire a bookkeeper. This especially helps if you sell a product. You will need help with balancing your ledger with your inventory. Accounting software can also help with this. QuickBooks is a great resource for small businesses to stay on top of all of their tax requirements.

Funding Your Business

Once you figure out how much it costs your business to run, you need to figure out how to startup your business. Many people fund their own businesses from their savings accounts, personal credit cards, or from friends and family. This is a risky way to fund your business as it might leave you in trouble in your personal life if your business were to go south. There are other external options you can explore to fund your business such as small business loans or grants.

Getting Your Business Online

Now that you have figured out most of your business, it is time to create a website to properly showcase your products/services. Having a website is very important as it will get your business leads if marketed correctly. If you have no experience with website strategy, we suggest outsourcing to a web designer rather than making your own weak website. You will want to optimize your website so it will show up in search engines (SEO). A professional-made website will be able to put you in a good spot for this.

Registering your website on local listings can make a huge difference. Prioritize setting up listings for Google and Yelp. Make sure to add proper information in all of the fields. A good bio and pictures of your business and team can go a long way. 

Social Media is also a great way to market your business. You should think about your audience and the platforms they mainly use to determine your marketing strategy. For example, if you have a younger target audience like Gen Z or Millennials, Instagram will be the best platform you can use. You do not need to have every social media platform to market your business. Being consistent and patient is the best mindset to have at the end of the day.

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Creating a new business takes a good amount of tedious work but can lead to rewarding results. Using this guide can help you start in the right direction for your business. For more questions, contact us today!