modern-bill-paying-dashboard

How many paper checks do you write per month?  15, 50, 100?  If so, then you’re not along.  Most US based businesses still rely on paper checks to pay bills, employees, and contractors, and it’s costing you hundreds of dollars!  Keep reading to find out how.

Moving Paper Costs Money

Processing checks isn’t that simple.  Think about all the work that goes into writing a check.  From getting an invoice, to entering it into your accounting system, to printing the check, and then finally mailing it.  That process takes time and multiple people touching it, which costs money!  And don’t even think about errors and mistakes that are made due to having so many people involved.

Beyong staff costs to make that workflow happen, how about paper and postage?  Now, you may say that a stamp doesn’t cost that much, but how about the other costs?

  • Stamps
  • Paper supplies
  • Staff time to process
  • Approvals

The cost for each busienss will be different based on how many checks you write and your process.  But, those costs up and I’m sure they’re substantial.

 

Use a Modern Solution to Save You Money

Like we said, “moving paper costs money”, so stop and integreat a modern service like Bill.com to help save you headaches and money!  Using a cloud-based system like Bill.com will help you do just this.  Recording, paying bills, approvals, documents storage, and syncing with your accounting system all from within one login is what makes Bill.com such a powerful and time saving tool.

This is how it works:

  • Scan, email or fax your bill into Bill.com
  • Process the bill and assign the vendor and expense account online using their easy to use dashboard
  • Gain necessary approvals
  • Schedule the payments to go out ACH or by check (yep Bill.com will handle printing and mailing the check for you)
  • Sync bills and payments happens automatically in the backround

That’s it–only 5 steps all from within one system!

 

Stop Bleeding Money and Make the Switch

 

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Switching to a new Accounts Payable system/workflow can be scary and daunting.  We can help!  We can help you find out if it makes sense for your organization, develop an implemenation plan, and even provide ongoing support.

Contact us for a free consulation and learn more about how much you can save by switching to a modern solution and by ditching the paper!

 

 

 

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How to Choose payroll service blog post

Whenever I mention payroll to business owners I see the telltale signs of them “checking out” mentally, and it’s not surprising!  With terms like FICA, Workers Comp, Unemployment and ObamaCare, it’s no wonder small businesses are confused and sometimes just downright disgusted by it.  In fact, we often tell clients that if they get one thing right in running their business, make sure you hire a competent payroll service!

We want to help you understand how to make the right choice in choosing a payroll service.  So let’s get into it!

Taxes

Penalties on payroll tax errors are some of the most stringent that the IRS will shell out.  So you need to get this right!  Payroll companies will work payroll taxes in one of two ways: impounding and you paying the taxes yourself.

Impounding means that the payroll company takes the taxes from your account, holds on to them, and then pays them on time to the IRS and state agencies.  Sure, they make money on holding onto your funds, but they also take full responsibility for making the payments on time.

Some providers make it pretty easy to pay the taxes yourself via ACH and electronic payments.  However, it’s up to you to press “Submit” and make them on time.

The Verdict:

Use payroll services that impound.  It’s easier to manage cash flow because the taxes are taken out right when you run payroll and the payroll company assumes the responsibility to make the payments on time.

Direct Deposit and Checks

This may seem like a pretty basic thing but did you know that you can save yourself some time and costs by ONLY offering direct deposit?  Direct Deposit is a great way to pay your employees because they get paid right into the accounts.  Checks can be used, but they also create a headache when it comes time to reconcile your bank account.  Payroll companies also charge to push that paper around.  Have employees that don’t have a bank account?  Give them a “Pay Card’ that has it’s own routing and account number and you can “load” it with their pay each pay period.

The Verdict:

Use a payroll service that focuses on direct deposit and you will most likely save money on monthly service fees, postage and mailing, and time when reconciling your bank account.

Integration with Other Apps

Do you use accounting or online scheduling software like Xero or Deputy?  Use a service that ingrates with them to eliminate data entry and make running payroll, easy.  If using online scheduling, within a few clicks you can approve timesheets and send them straight to payroll.  This alone can save you hours each pay period.

The Verdict:

Search out payroll services that are open that integrate with other apps that you use.  Who knows, you may even discover an app you can use for your business this way!

Advanced HR Features

Some businesses have 1-5 employees, some have 50.  And depending on how many you have, will determine how much help you’ll need managing them.

If you have a large staff to manage, payroll companies like ADP have robust services beyond just running payroll that offers on-site HR reps that can come out “do your dirty work” for you, a.k.a.hire and fire.  They can also help you navigate the tricky waters of the ACA (ObamaCare) and provide employee handbooks, amongst other things.

If only a few employees, then a company like Gusto is often a good choice.  While they don’t provide robust HR services, they can offer very competitive rates on Workers Comp insurance, and make managing your employees pretty easy.

The Verdict:

Make a choice based on your payroll needs and employee size.

Pricing and Cost

This is what it boils down to right?  There are two methods that payroll services use to charge their fees: a flat fee per month, or fee per pay period.

Flat fee per month gives you a predictable cost each month.  Generally, there is a base cost and then a per-employee-per-month cost.  So as long as you know how many employees you’re paying, your fee is pretty predictable.  And, these companies don’t charge for anything extra like W-2’s and quarterly reports, as long as you are a subscriber.

Per-pay-period providers charge each time your run a payroll.  For most businesses, this is twice per month.  They will also charge additional fees for W-2’s and quarterly reports.  There are also other charges for mailing checks, etc., so make sure you have the payroll service spell our EVERY thing that is going to cost before you sign up.

The Verdict:

Use a service provider that charges a flat fee per month.  There is less confusion on fees and it’s generally cheaper each month.

Make it Happen!

As you can see, there’re lots to consider when choosing the right payroll service provider for you.  We can help you make that choice and get you in touch with the people to make things happen.   Have questions, leave a comment or reach out to us on our Get In Touch page and we’ll be happy to help you make the best decision for you and your business.

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App PowerPack Post

Unless you’ve been under a rock the past 5 years, I’m sure you’ve noticed the era of cloud-based apps has far outpaced its desktop counterparts.  We like cloud-based apps a lot—for good reasons that are too many to go into here.  You can check out this BLOG POST  to see a previous post about cloud-based apps. We like them so much that we’ve completely transitioned our business to using cloud apps for us and our clients.  We spend lots of time vetting out the ever growing list of cloud-based apps, and have come to rely on 3 core apps.  These apps are our top pick to make our “PowerPack” of apps that we set up with each client.

  xeroXero – Accounting

Xero touts itself as “beautiful accounting software”, and we agree.  From the first time you log in, you can tell right away that Xero has taken design pretty serious.  But that doesn’t mean that it lacks in power and functionality.  Features include: invoicing, quotes, purchase orders, A/P (bills), document management, real-time cash flow tools, contact management, powerful reporting, and much more.  Perhaps one of it’s best features is the eco-system of software add-on’s that integrate with Xero.

hubdoc_logo_full  Hubdoc – Receipt and Statement Management

Trust us, we know how daunting it is to manage all the paper for running a business!  Hubdoc solves this issue with automation and storage.  The idea behind the system is:

  1. To be a repository for your bank and utility statements by connecting to your online accounts and pulling the statements automatically
  2. To serve as an easy way to get the information from receipts, into your accounting system.  Simply snap a pic of any receipt using the mobile app on your device, and Hubdoc will read the date, amount, and vendor.

 

By integrating with Xero, Bill.com, and Google Drive, you can have a completely paperless system that allows you to automatically keep bank, utility statements, and store digital copies of your receipts.

 

 

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Expensify – Expense Reports and Mileage Tracking

Expensify has revolutionized the way you track and submit expenses for reimbursement.  From single to a team of several employees, expense reports for mileage, personal expenses, and travel can easily be imported into Xero and even reimbursed via ACH straight from within the app.  For most of our single-owner businesses, it works perfectly for keeping track of money you spend on personal accounts.  Enabling GPS on their mobile app makes it a breeze to track your auto mileage as well.

 

 

Want to know more about these “Power Hitter” apps?  Leave a comment or reach out to see how they can benefit your business and even get them for free as part of one of our monthly service plans.

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“My bank says I have $5000, but my Profit and Loss says I made $10,000… huh?!”

Ever asked this question?

With this post, let’s dive into one of the most mis-understood and under-used reports that you have in your accounting software arsenal: Statement of Cash Flows (aka Cash Flow Statement).  This statement will answer the very question may have plagued you for some time now.

In short, this report follows one of the most important things in your business: CASH.  It tracks where the cash came from, and where it went.  The report breaks up your income and spending into three different categories: Operating, Investing, and Financing activities.

Here’s a brief explanation of each:

  1. Operating Activities: this is income and expenses from regular revenue and expenses in your business.  For example, sale of services/products that you provide, and money spent on supplies.
  2. Investing Activities: this is money spent on selling and purchasing assets.  For example, you buy a new computer and sell an old vehicle that the business owns.
  3. Financing Activities: this is money that you or an investor infuses into the business, or money taken out by owners.  For example, you contribute money into the business to cover expenses, or you take money out of the business to pay your self as an owner/shareholder.

Now, let’s show you what a statement looks like.  For this post, we’re using a statement from Xero.  QuickBooks will give you one that looks a little bit different, the differences are minor, and it tells you the same thing.

Xero Cash Summary Demo Company US

Or, here’s a downloadable version of the same report:

Demo Company (US) – Cash Summary

This report answers the question “where did my cash go?”, and will show you where the cash went.  At the very least, this report should help you understand your business activities so that you can make better decisions.  If you need further help making sense of this, or maybe your business has a unique situation, please don’t hesitate to reach out and contact us.

So now that you know more about your cash, what are you going to do with it?
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Having the ability to process your accounting, payroll, CRM, etc., on any computer (PC or Mac) is all within reach now for any business starting out.  And since we’ve helped many businesses setup cloud-based processes, naturally we’ve done a lot of trial and error on what applications work.  These are many out there, but we’ve narrowed it down to our top 5 favorites for most small businesses.

1.  Google Mail (Gmail):  Since email is the center of most business, we figured that it should be #1!  Google mail, aka “Gmail”, has been the go-to mail app for a lot people.  And rightfully so.  It’s spam filters are superb, and you can customize it how you like to read/process emails.  Google even offers a business class version called Google Apps.  And while this version is not free, it offers no advertising and increased storage amounts.  The learning curve is very short.  Some of our favorite features:

  • Gmail is FREE (Google Apps is $60 per user per year)
  • Excellent spam filters
  • Good mobile app
  • Free access to Calendar
  • Free access to Google Drive (cloud file storage)
  • Free access to Docs, Sheets, and Slides (Google’s equivalent to Microsoft’s Word, Excel, and PowerPoint)

 

2.  Google Calendar:  A sister app to Gmail (above), let’s you keep track of your schedule using a number of tools.  Integration between Gmail and Calendar is tight, and has a host of solutions to run many types of businesses.  Some of our favorite features:

  • Meetings are easy to setup and invite attendees
  • Visibility into who has accepted/not accepted meetings
  • Can schedule recurring calendar events (i.e. once per month, week, every 2 weeks, etc.)
  • Can create calendar events directly from an email in Gmail
  • Can create and share different calendars for different purposes (i.e. calendar for each team member, company wide vacation calendar, personal calendars, etc.)

 

3. Xero Accounting Software: Designed to give the small business what they need within a few clicks, is our top choice.  With solid functions like invoicing, bills, quotes, and real-time bank feeds, you can manage your business from your computer, iPad, or any iOS or Android device.  One of the things we love about Xero is it’s add on ecosystem.  Want to see if your client paid you, from your CRM?  You can do it with their add on’s.  You can build out really smooth business processes this way.  We really like:

  • Online invoicing
  • Connect to payment services like PayPal and Stripe
  • Customer/Vendor Management
  • Bank transactions directly imported from bank
  • ascetically pleasing and just looks good
  • Reports exportable to PDF, Excel, and Google Sheets
  • Easy to collaborate with your accountant or other people

 

4.  Gusto (formerly ZenPayroll):  Designed for just one person, or scales up to several employees, this payroll has direct integration to Xero and QuickBooks Online.  With it’s great feature list, and straightforward pricing, it’s hard to beat.  Here’s a few of it’s valuable features:

  • Direct Deposit
  • Employee self on-boarding
  • Simple and easy to use interface
  • Full service payroll – they process all the payments and file all the returns for you
  • Can pay contractors along side employees
  • Integration with Worker’s Comp Insurance and soon, Health Benefits
  • Integration with Xero

 

5. Evernote: We’ve come to use Evernote every day here at the firm.  Mainly because we can access it from any device we’re on.  No matter where we are, we can get to our notes!  Evernote is great for just jotting down a simple note, or connecting to other services like Uber Conference to keep track of phone calls, meetings, you name it.  You can build out folder and tag structure, or just starting taking notes that are searchable.  Some of the best features are:

  • On any device (windows, mac, android, iOS)
  • Can create any type of note (meeting, to-do list, etc.)
  • Can set due dates for notes (great for to-do lists)
  • Can add attachments like PDF’s
  • Can email a note directly into Evernote
  • Can share and chat about notes, directly from within Evernote

 

Believe me, we could go on and on about other apps and the great things they can do.  But for any one looking to start, or run their existing business more efficiently, these apps are more than adequate to get you started.  We love talking to folks to help them make their business run smoother and get you back to doing what you love.  So feel free to leave us a comment, or give us a ring if you if we can help.

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Here at iAccounting Solutions, Xero is our first choice in helping small businesses keep better track of of their finances.  That’s why when Xero announced the Business Performance Dashboard, we were pretty excited.

What Is It?

In short, the Performance Dashboard is a simple way to check the health of your business.  By using simple formulas, you can measure Key Performance Indicators, aka KPI’s, to know how your business is fairing.  However, instead of running complex spreadsheets or doing it by hand, in true Xero fashion, they have built them in so you can find and use them easily.

Xero   performance db

 

 

 

 

 

 

What Do They Mean?

That’s really the important question isn’t it?  In the world of Financial Analysis, there are thousands of ratios.  But here are the top 4 that we think are most useful to small businesses.

1. Current Ratio

This ratio (also sometimes called the “Quick Ratio) measures your ability to pay your liabilities.  A healthy range is 1.5 to 3.  Any score below 1.5 means that you may have a problem paying your debts.  And anything above a 3, means that you may not be using your assets wisely.

Xero   Business Performance   Demo Company  US

 

 

 

 

 

 

 

 

 

2. Gross Profit % (or Gross Profit Margin)

This is where the numbers get fun!  This percentage tells you the amount left over, after you’ve paid for all your costs that are associated in making that revenue, or Cost of Sales.  Healthy Gross Profit % generally changes from industry to industry.  If you don’t know what your standard should look like, reach out to us, we can help you with that.  Comparing it to industry standards can help you determine if you’re paying too much in costs, charging enough for services/products, and a whole range of indicators that show how the health of your business.

Xero   BD Gross

 

 

 

 

 

 

 

 

 

3. Net Profit % (or Net Profit Margin)

Perhaps one of the most popular metrics–this tells you how efficient your business is when comparing your expenses, to your net sales.  Although, this number varies from industry to industry, 10% or better is considered to be good.  You can gauge your overall business success with this %.

Xero BD Net

 

 

 

 

 

 

 

 

 

4. Accounts Receivable Days

This measures how fast you collect on your invoices.  Knowing this allows you to plan around your cash flow very effectively.  Knowing this can even prevent cash flow disasters from happening to your business.

 

Xero BD AR

 

 

 

 

 

 

 

 

 

In the end, these ratios and percentages are only as good as the information you put into your accounting system.  Good reporting is the backbone of any business that wants to grow and succeed.

 

What Does This Mean For My Business?

Want to have a more in depth conversation about these topics and what they mean?  Just fill out our “Contact Us” page and we’ll get in touch.  Or, give us a ring.  We can explain of these topics common language so you can understand them.

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If you’re in the personal service business, then you know that keeping your clients happy is how you’re going to pay your bills.  Whether you’re an accountant, personal trainer, therapist, or any other like-business, you depend on them.

We’ve put together the top 3 ways (that we’ve found) that keep your clients coming back, and refer their friends to you.

1. Keep the communication lines open

The fastest way to keep lose your clients is to not communicate with them.  There’s really nothing magical about this.  Just talk, email, or meet with them.  How many of us have lost a client and to find out if communication was better, we could have saved the relationship?  If you’re already doing this, maybe it’s the opposite and your client is a bad communicator–not much you can do there.  But, if you give them multiple chances to voice their opinions, then if they decide to leave, it’s probably due to something outside of your relationship.  Plus, as we communicate and develop relationships, they’ll refer their friends to us.  And that is the best compliment!

2. Prove your worth–over and over again

When you start services, it’s easy for the client to see the value of your services.  But a funny thing happens with time–they forget!  So in order to keep your clients happy, you have to re-sell your self every chance you get.  There’s lots of ways to do this including: newsletters, value-added services, cards, etc.  Do what’s best for you and your business.  But the goal is to remind your clients of your worth.  For instance, when we meet with a client to do proactive tax planning, we often do tax projections.  In those projections we always point out that if they didn’t have us helping them, the would be paying $X amount of dollars more in taxes.  Our value is proven and quantified.

3. Focus on educating, not selling

Think about the last time you purchased a car.  Was the sales man “pushy”, or did he just try to educate and answer your questions?  Which was a more pleasant experience?  Chances are that it was the guy who educated and answered your questions.  What you’re doing is empowering your client to make the best decision for themselves.  If that decision to hire you, then it will be a great client relationship since they’re the ones coming to your table.  Over time, educators always develop the best relationships, which translates in more dollars for you.

What are your best practices to keep clients engaged?  Leave a comment below and let’s discuss!

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Whether you you have 1 or 30 employees, payroll is often synonymous with big costs and lots of headaches.  And rightfully so.  For a small business, payroll is often the #1 expense, and if you’ve ever tried to run and file payroll returns your self, you know how complex it can be.

In the last few years a new breed of cloud-based payroll companies have emerged into the small business services market.  Not only do they cater to the small business, but they make it easy for a small business owner to run their own payroll.  Here are some features that we like, and that can benefit your small business:

Cloud (Internet) based software

Since these services are cloud based, they’re accessible from any computer with an internet connection.  They also follow the “Software as a Service”, or “SaaS’ model.  Which means you pay a monthly fee for access to the software, with no IT or other software costs to you.

Direct Integration With Your Accounting Software

A good majority of them integrate with some of our favorite cloud-based accounting systems like Xero & QuickBooks Online.  This means that every time you run payroll, the entries are automatically entered into your books with no complicated manual entries required.

Time and Attendance that Integrates Directly with Your Payroll

Along side cloud payroll, are time and attendance solutions that integrate directly to your payroll AND your accounting software.  Again, this saves you tons of time with calculating hours, and inputting onto a time sheet.  Approving hours and paying your employees is often just a few mouse clicks.

One Cost for Everything

Cloud-based payroll systems have cut and dry pricing.  One fee per month, for unlimited pay runs and no extra hidden charges.  Some of the big players, charge you per each pay run, charge you for quarterly returns, and even W-2’s at the end of the year.

Direct Deposit and Online Pay Stubs

Direct deposit means that you don’t have to spend hours cutting checks for your employees.  And often, cloud payroll services give each employee their own access to view and print their own pay stubs.

Collaboration With Your Accountant

Not only is cloud payroll easily accessible, but it’s also easily shared with your accountant.  This allows for quick, and easy help when you need it.

 

Cloud payroll services may not be the best fit for everyone, but for most small businesses, they offer what you need at a fraction of the cost of some of the big players.  Here at iAccounting Solutions, we’re experts in cloud payroll services.  Feel free to reach out to us if you have questions, or need some advice on which service to choose.

 

 

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Quin Shakra

 

It’s been incredible. After three mediocre tax years, I decided to take control of

our accounting, and then Stephan reached out to me when I went looking for

a professional to take care of the things I couldn’t. I’m very hands on – I like to

understand why and how things are done – because it feels important to have an

understanding of how things work during the fledgling stages of our businesses’

growth. In the time I’ve worked with iAccounting Solutions, I’ve learned more than I expected, have

a new respect of the power of numbers, and actually like accounting. I feel like iAccounting Solutions

has been critical to setting the foundations of our business correctly to enable future

growth. These folks are in touch with the tenor of the times – it’s only a matter of

time before cloud accounting becomes the standard way of doing this work, but

they’re already there.  Xero + iAccounting Solutions; can’t recommend them highly enough.

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22495836-tax-documents-with-accessories

 

 

 

 

If you run a small business, then chances are you maybe required to file 1099’s.  These are probably one of the most misunderstood forms business owners file.

Here’s the scoop:

What are they for?

Form 1099 is used to report money paid to individuals who are not your employees.  The IRS uses your 1099 to make sure the people you pay are reporting the income on their tax returns.

Who should I file a 1099 for?

File a 1099 for everyone that is not an employee (individuals you’re not withholding taxes for) that you pay more than $600 to in a calendar year.  You are not required to file 1099’s for money paid to company’s (LLC, Corps).

 How do I file a 1099?

There are many service providers that will do this for you.  Whether it’s your accountant, or a web service, we recommend using one to assure that they are accurate, and filed timely.  All 1099’s should be filed and in the mail by Jan 31st.  But if you’re a DIY (do it yourself) type of person, there are plenty of services on the web that do this for you at a very reasonable cost.  Our favorite is Track1099

How do I keep track of how much and who to file 1099’s for?

This is easily done in accounting software like Xero and QuickBooks.  You can designate contacts/vendors as 1099 recipients, and as long as you record all your transactions, you can run a report at the end of the year that will tell you how much to file them for.  We recommend using Xero for this.  It’s easy, and will be a breeze to setup and do.

What happens if I don’t file 1099’s?

You may get away with it…for awhile.  But if the IRS decides to audit you, and you didn’t file, then watch for penalties coming your way!

What do I do if I have no clue what to do?

Easy, reach out to us and we can take care of from start to finish!  We can help no matter what state you live in.

 

Have questions, feel free to leave comments and we’ll answer them ASAP.  Want to reach out directly, fill out our “Contact” page and we’ll get back to you within 1 business day.

Thanks for reading!

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