Keeping your tax and expenses in check

Keeping your tax and expenses in check when you are self-employed

Running your own business means juggling multiple roles—building relationships, managing time, marketing your services, and, of course, delivering the work.

However, one critical aspect that shouldn't be overlooked is how you keep your tax and expenses in check when you are self-employed.

Establishing good financial habits from the start will set the foundation for your business’s long-term success. Below, we'll explore key steps to keep your tax and expenses in check, ensuring that you’re on solid ground, especially when the tax season rolls around.

Understand Your Deductions

Knowing what you can and can’t claim as business expenses is crucial.

Every industry has different rules, and what might be deductible for one business may not apply to another.

For instance, if you work from home, you might be able to claim a portion of your home office expenses, such as utilities and internet, but there are specific criteria that must be met. On the other hand, if your business requires travel, those expenses may also be deductible, but only if they are directly related to your work.

It’s easy to miss out on legitimate deductions if you’re not fully aware of what’s available to you. This is where professional advice comes into play. By consulting with us early, you’ll be better prepared to track the right expenses and keep the necessary documentation.

Additionally, understanding deductions isn’t just about saving on your tax bill; it’s about planning. Knowing what you can claim allows you to budget more effectively and reinvest savings back into your business, helping it grow.

Regularly reviewing your expenses with a professional ensures that you are not missing out on opportunities to save and that your financial records are in order when tax time arrives.

Get a System Sorted

One of the smartest moves you can make as a business owner is to set up a robust system for tracking your finances. This includes recording expenses, managing invoices, and keeping tabs on your income. A well-organised financial system saves time, reduces stress, and gives you a clear picture of your business’s financial health.

There are several software options available today that cater to small business needs, many of which are cloud-based, allowing you to access your financial data from anywhere.

These tools not only track expenses but can also integrate with your bank accounts, helping you automate tasks like invoice generation and expense categorisation. Some platforms even offer time-tracking features, which is particularly useful if you bill clients by the hour.

By staying on top of your finances daily or weekly, you avoid the year-end rush to get everything in order. It also reduces the chances of errors and missed deductions, which can be costly. More importantly, having a reliable system in place gives you peace of mind, knowing that your finances are well-managed, and allows you to focus on growing your business rather than getting bogged down in administrative tasks.

Another benefit of using a comprehensive system is the ability to generate reports that can offer insights into your business’s performance. These reports can help you identify trends, such as seasonal fluctuations in income or areas where you might be overspending. Armed with this information, you can make strategic decisions to optimise your business operations.

Stash That Cash

One of the most common pitfalls for self-employed people is not setting aside enough money for tax obligations. Unlike traditional employees, you don’t have an employer withholding tax from your paycheck, so it’s up to you to ensure that you’re saving enough to cover your tax liabilities.

A practical approach is to set up a separate savings account dedicated solely to your tax payments. Regularly transfer a percentage of your revenue into this account, treating it as non-negotiable. This way, when your tax bill is due, you won’t be scrambling to find the funds.

In addition to tax, don’t forget about superannuation contributions. As a self-employed person, you need to manage your superannuation savings, ensuring you’re putting enough away for retirement. Superannuation contributions can also be tax-deductible, so it’s worth discussing with your accountant how best to incorporate this into your financial plan.

Budgeting for quieter periods is another important aspect. Unlike salaried employees, your income might fluctuate throughout the year, so having a financial buffer can help you navigate through slower months without compromising your financial stability. This buffer can also cover unexpected expenses, such as equipment repairs or last-minute business opportunities that require upfront investment.

Lastly, consider the advantages of paying yourself a regular wage. This not only simplifies your budgeting process but also helps keep your business and personal finances separate, preventing you from dipping into business funds for personal expenses.

Keeping your accounts distinct allows for clearer financial planning and makes it easier to identify areas where you might need to cut back or where you can afford to invest more.

Taking the Headache Out of Your Finances

Managing your finances doesn’t have to be a daunting task. By setting up a reliable system, understanding your deductions, and planning for your tax obligations, you can stay on top of your business’s financial health and avoid the last-minute scramble when tax time arrives.

If you’re feeling overwhelmed or unsure where to start, reach out to us. We can help you establish good financial habits from the beginning.

Proper financial management is not just about keeping your tax and expenses in check when you are self-employed and staying compliant; it’s about positioning your business for sustainable growth and success. Let us help you take control of your finances so you can focus on what you do best—growing your business.

Talk to us about setting up a system that takes the headache out of your finances. We can help make the process easier.

Getting in control of your spending

Keeping your business in a positive cashflow position is vital. But you can only do this if your cash inflows (sales revenues and other income) outweigh your cash outflows (overheads, supplier costs and other liabilities like tax costs or loan repayments).

One way to re-balance your cashflow scales is to get in better control of your spending.

This process of ‘spend management’ is all about reviewing your expenses, negotiating better deals with suppliers and getting a razor-sharp focus on reducing your cash outflows.

Review your current suppliers

Once you have a reliable supply chain set up, it’s very easy to fall back on using the same suppliers time and time again. But the reality is that there’s real value in reviewing the suppliers you’re using, so you don’t miss out on any better deals.

Prices will go up and down in the marketplace and new suppliers will appear in the market. So it’s worth regularly checking for alternative providers that can offer cheaper rates, better value prices or longer payment terms etc.

Negotiate better prices with your trusted suppliers

You may be happy with the supplier relationships you have, but still want to cut down on your spending.

In this scenario, it’s well worth negotiating. Very few suppliers will want to lose a valued customer, especially if you’re a long-term client who’s bringing in reliable revenues. If the relationship is strong enough they’ll be open to negotiating a deal that works for both of you.

See if you can push the prices down, or get discounts for buying in bulk etc. And, if possible, see if you can get them to agree to a trade credit agreement, where you can pay for the goods and services over a longer period of time, to boost your cashflow.

Rein in your expenses

It may sound obvious, but one of the easiest ways to cut your overall expenditure is to be a bit more frugal with your overall spending.

Don’t overspend on stock, raw materials or services. Just buy what you need to stay operational, and keep a close eye on when new orders will be needed, rather than overspending and using up your available cash.

Where day-to-day spending has got out of hand, you can make a big difference to your expenditure by making small changes to your outgoings.

If you look at your spending with a fine-tooth comb, you’ll soon find costs and expenses that can be cut back or stopped entirely.

Other cash-saving options could include putting a limit on staff expense cards or cancelling unnecessary software and magazine subscriptions etc.

Use a purchase order number system

A purchase order number system makes it easier to keep track of your spending.

In essence, any purchase made by the business needs a purchase order (PO) number assigned to it, prior to a member of staff buying anything. This allows you to allocate a budget and track the spending against this particular purchase or project.

Having a PO number also makes it easier to track incoming invoices. Suppliers can quote the PO number on their invoice, so you can match the bill to the allocated job and budget.

Use tech to get in control of the numbers

In an ideal world, you want as much oversight over your spending as possible. And with today’s cloud accounting software, expenses apps and inventory tools, it’s easier than ever to manage your expenses and stay in control of the main numbers.

You can use an expense management system, like DiviPay, to get better oversight of spending and put yourself back in the expenses driving seat.

If you want to streamline your spending, come and talk to us. We’ll help you spot the areas where costs can be cut and help you integrate the latest apps to manage your numbers.

Do you have a home office?

If you have a home office for your business, you should be able to claim some of the costs involved in maintaining, owning and using your home.

It’s important to be aware of what you can and can’t claim, and the record-keeping involved in making a claim.

How does it work?

In order to claim, the space you use must be used primarily for your business.

This doesn’t mean setting up at the kitchen table from time to time, it means having a dedicated space that you work from.

If you are selling online and storing stock, you may also be using other spaces in your house for storage or stock maintenance. Or, if you are making or creating products, you may be using other areas like your kitchen or workshop.

Costs that you might be able to claim include:

home office equipment
repairs to the home office or work-related furniture and equipment
cleaning expenses
any other day-to-day running expenses for your home office.

You may also be able to claim the costs of some trips in your car if these are from your home office to other locations where you are carrying out business.

The ATO has developed a calculator tool, to help you better understand what you might be able to claim. View the tool here.

Keeping track of your costs

Make sure you keep a record of all your expenses. It’s important to keep your personal and business expenses separate. Consider using online accounting software so the paperwork is kept in good order.

We can help you review your home office expenses to make sure these are included when you claim.

Talk to us, we can help.

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