What is cash accounting? What are the benefits? What are the disadvantages?
Let's start with a basic understanding of cash accounting. This is a very easy method to keep your books. Items are recorded when cash is exchanged. Quite simply, when the balance in your bank account changes, the items are recorded as income or expense.
Pretty straight forward right? Though I do love numbers, I also love simple. Life is pretty complicated. Unfortunately, while there is good reason to use cash accounting, there are also several reasons why not to use cash accounting.
Benefits for Cash Accounting
Let's start with a basic understanding of cash accounting. This is a very easy method to keep your books. Items are recorded when cash is exchanged. Quite simply, when the balance in your bank account changes, the items are recorded as income or expense.
Pretty straight forward right? Though I do love numbers, I also love simple. Life is pretty complicated. Unfortunately, while there is good reason to use cash accounting, there are also several reasons why not to use cash accounting.
Benefits for Cash Accounting
- Very easy! In today's busy, complex, business environment and at times extraordinary, that's good when there was something easily done.
- It can be advantageous for tax purposes. A business may be able to defer income until next calendar year while this year's pay to keep their corporate tax down.
- You do not pay taxes on earnings until you actually have it on hand. This can have a major impact on businesses that offer extended payment terms or payment depends on a particular outcome.
- You are familiar with the principle, because this is the way most people handle their personal finances.
Disadvantages to Cash Accounting
- May not provide an accurate picture of your company's health. For example you would record all the revenue on contracts of 12 months when it is paid, even if you still have much work left to do. It will exaggerate your income vs. expenses, make your business appear more profitable than that. On the other hand, if you may need to invest much money up front for a new project, which will not pay you for 3 or maybe 6 months. You will have overstated expenses compared to income, so that your business will appear less profitable than it actually is.
- No Accounts Receivable on the balance sheet. Basically there is no formal accounting for the money that is caused by your company for work already done. Lack of structure can lead to seed money, perhaps forgotten.
- No Debt on the balance sheet. If you do not keep track of your service or product that you receive a credit, you may get a nasty surprise or two when bills finally arrive.
It is important to note that there are times when a small business is required by the IRS to use the accrual method of accounting instead of cash. Depending on your legal structure, type of business, or your total income, you may be required to use accrual accounting. As always, you should consult with a professional to determine if this applies to your company.
Small Business Financial expert Nicole Fende offers down to earth tools, tips and advice for entrepreneurs, independent consultants, artisans and small businesses that established that wants to expand their business, reduce costs and increase profits.