You can not afford to mess up bookkeeping if you operate a business in the U.S, not even a small one. Among the primary reasons small companies are flagged by the IRS is mostly because of bad record keeping. IRS data show, nearly 40% of small business audits start with simple record keeping errors. These audits may lead to fines, penalties and unnecessary stress.
That is why it pays to understand the most common bookkeeping mistakes and ways to prevent them. So, whether you are doing your books yourself, utilize accounting software or hire an accountant, understanding these mistakes can keep your business secure.
The Top 7 Bookkeeping Errors That May End Up With an IRS Notice And How to Avoid Them
Below are the 7 bookkeeping errors and ways to avoid them:
1. Mixing Personal & Business Expenses
This is among the largest red flags. If you make use of your business account to cover meals, vacations or your Netflix subscription and you don't distinguish business expenses from personal expenses be ready for the IRS notices.
How you can avoid it:
Open a separate corporate bank account along with a business credit card. Keep personal and business spending separate. If you mix them up unintentionally, label them correctly in your records. If you've no clue how to do this right, you may want an accountant to clean it up.
2. Failing to Reporting All Income
Say you get paid with PayPal, Venmo, cash and checks. In case you report just the cash which goes into your business bank account and overlook the rest, the IRS might consider that underreporting income.
How you can avoid it:
Track all income, regardless of how you obtain it. The IRS now demands that platforms like PayPal along with Venmo report all transactions over $600. In case your records don't match theirs, you could get an IRS notice. This is where hiring an accountant or using excellent bookkeeping software is an intelligent move.
3. Not Keeping Receipts or Backup Documentation
In the event you happen to be audited, the IRS wants evidence of your expenses. In case you can not produce receipts, cancelled checks or bank statements, the IRS may refuse your deductions even if they had been genuine.
How you can avoid it:
Scan or take photos of receipts and place them on an electronic Drive in QuickBooks, Xero or perhaps Google Drive. Be sure you label them clearly. In case this seems overwhelming, a personal accountant can set up a solid system.
4. Misclassifying Workers (Employee vs Contractor)
The IRS guidelines regarding who's an employee or an independent contractor are extremely stringent. In case you label somebody a contractor but deal with them like a worker, you might owe back penalties and taxes.
How you can avoid it:
See the difference. Contractors carry out the job and work with their very own tools. Employees are closely managed. If you've no clue how you can classify somebody, now is the time to call an accountant or a lawyer in. Being safe is better than being audited.
5. Incorrectly Categorizing Expenses
Placing expenses in the wrong categories including travel or personal expenses for business deductions can ruin your documents and raise red flags with the IRS.
How you can avoid it:
Learn the fundamentals of expense categories: office supplies, rent, meals, travel, marketing, etc. Use consistent labels and be cautious entering data. In case you use bookkeeping software, review it monthly. If your books are extremely messy, you may want an accountant to come clean up and get everything organized.
6. Not Reconciling Bank Accounts Regularly
Reconciling entails comparing your bookkeeping records to your true credit or bank card statements. By skipping this step, you might miss errors, double entries or missing income and make incorrect tax filings.
How you can avoid it:
Every month, reconcile your accounts. The majority of accounting software makes this simple, but in case you are behind or unsure how to do it, find an individual accountant. They can keep your records clean and current.
7. Filing Late or Not Filing At All
Late filing or even worse, not filing may lead to IRS notices, interest charges along with penalties. Even in case you did not generate a profit or even owe taxes, the IRS expects your paperwork on time.
How you can avoid it:
Calendar your tax deadlines, March 15 for partnerships & S Corps, April 15 for sole proprietors. File an extension in case needed, also pay estimated taxes promptly to avoid penalties. If you feel overwhelmed, you probably require an accountant to meet due dates and file correctly.
When Do You Need An Accountant?
If your business is expanding, you are juggling several cash flow streams, or maybe you just got an IRS notice, you might need an accountant. A personal accountant can help in:
- Get your records cleaned up.
- File back taxes.
- Establish automated systems.
- Getting ready for an audit.
- Avoid future mistakes.
Even if you keep your very own books, get an accountant to examine them every year.
You do not require an accountant full time. Many provide starter and small business packages. Think about it as an investment for your peace of mind.
Tips to Stay IRS Compliant
Below are some tips you can follow to stay as per the IRS rules and regulations:
- Make use of cloud accounting software like QuickBooks Online, Xero or Wave.
- Backup your records more than once a month.
- Doublecheck expense entries for accuracy.
- Keep a mileage log if you drive your vehicle for business.
- Do not ignore IRS notices. Respond promptly even when you have asked for more time.
Also Read | Virtual Bookkeeping Support for CPA Firms: Enhancing Client Service
Conclusion
The IRS does not require your books to be flawless, though they do count on them to be honest and accurate. A few minor bookkeeping errors can cause huge problems if unchecked.
Based on a 2024 Small Business Report, over 20% of Small enterprises in the U.S. have received an IRS notice for bookkeeping mistakes. That is a risk you do not want to take.
So whether you use software, maintain your own records or employ an individual accountant, the secret is to be organized, consistent and ask for help whenever you need it.
Nobody is a financial specialist in keeping clean books, but you should be active. If you ever get stuck, contact The Fino Partners to hire an accountant.
