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When It’s Time to Go Plastic
A clean, accessible accounting system that accounts for every transaction is a requirement for every small business, especially when the company begins to realize increased daily sales.
Trying to keep track of every transaction manually with a paper system can be a nightmare, often leading to missed items and a backlog in processing the postings. Since you also need to know current cash flow and prepare for critical tax reporting and payments, how do you handle all of this efficiently and comprehensively? One way to simplify and make things easier could be going plastic as soon as your doors open.
With electronic payment so widespread, accepting “plastic” payment allows a company to process both credit and debit cards on most of the major networks. Doing so creates easy-to-manage records and paperwork for accounting purposes. Accepting credit/debit card payment also allows a business to be paid immediately rather than waiting for a large personal check to clear.
For small businesses, cash flow is critical. Receiving sales funds as quickly as possible helps a business owner manage his or her company finances on a more predictable basis, paying off vendors in a timely manner. With credit card payments, bounced checks and cash flow hiccups are eliminated. The business knows exactly when and what payment has arrived and can use those funds immediately.
Going plastic also allows a small business to integrate better with e-commerce. Most customers buying goods or services online use a credit card. Small businesses that accept such payments access wider markets, regardless of distance or even country, because the credit card processing companies manage the risk and movement of payments electronically. The customer enjoys risk-free purchasing and the small business enjoys a wider portfolio of customers not possible with cash or check payments.
For tax reporting purposes, most card processing services provide easy-to-download activity records that break out incoming and outgoing funds, the payer and payee, amounts, dates, and what the transaction covered. These activity logs are actual transaction records that are very useful as supporting documentation for tax reporting. So instead of chasing various receipts all over the place, a small business has all it needs on one clean report that can’t be easily disputed in an audit. This reporting format works well for both reporting sales tax as well as business income taxes. Further, the reporting is easily imported into major financial off-the-shelf software programs, producing even easier financial management benefits.
Finally, customers tend to spend more via a credit/debit card payment versus cash. Because the money isn’t due right away, customers find it easier to purchase higher cost items. That in turn means larger sales per transaction for small businesses, which is a good thing when every revenue dollar counts. Up-selling becomes easier too because customers are not concerned about cash in hand.
Using credit cards for your business is a valuable transaction tool and produces greater revenue as well as easier on-the-go financing and important tax records. Smart businesses take advantage of all opportunities, including available payment tools. Go plastic today!
About the author
Kristen Gramigna is Chief Marketing Officer for BluePay, a merchant services provider and also serves on its Board of Directors. She has more than 15 years experience in the bankcard industry in direct sales, sales management and marketing.
Read Similar: business banking, business financing, business loan, economy, franchise financing, small business
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Cost-Saving Tips for Small Business Travel
According to a survey conducted by American Airlines in 2011, nearly half of the small and medium-sized businesses (SMBs) that responded indicated that 10 to 24 percent of their annual budget is allocated for travel expenses — and nearly all indicated that they are actively controlling airline costs. If your small business falls into those categories, we have some cost-saving travel tips for you (courtesy of the U.S. Small Business Administration)!
Use technology wisely to save on airfare. This includes online tools like Skype, Webex and Face Time that can connect you with partners, customers and satellite offices at little to no cost. Consider equipping your field reps or employees working remotely with tablets, smartphones or laptops to make it easy to interact with them. As an added plus, you can use a camera-equipped device to inspect property, equipment or products at a supplier’s or customer’s location. For more on how tech tools can make virtual meetings a part of your business, read this.
Reap the benefits of the sharing economy. If you’re looking to save $$$ on expenses like car rentals and hotel rooms — and don’t mind trying some non-traditional options — check out group sharing websites like ZipCar and ZimRide for the former and Airbnb and CouchSharing for the latter.
Use loyalty programs and business credit cards to save money. According to the same American Airlines survey cited earlier, SMBs say that enrolling their company in a B2B loyalty program is one of the top three methods of maximizing the value of their travel. If business travel often takes you to the same locations and hotels, consider establishing a corporate account that offers discounted rates with a hotel chain. Additionally, the SBA offers some tips for finding the right business credit cards that offer rewards and points programs here.
Shop bargain travel sites (with care). It’s possible to find deals on travel discount sites, especially if you’re combining a hotel, car and air ticket. Shop around, then cross check prices against the hotel or airline’s website or by phone to ensure that you’re getting the best deal available. Providers may match any online specials offered by discount sites, and their cancellation policies may be friendlier.
Manage your costs on the road. There’s an app for that! One to try is Wi-Fi Finder, a free app that lets you search over 500,000 Wi-Fi hot spots (free or paid) around the world to save you hotel Wi-Fi charges and keep you connected. For tracking and organizing your travel budget, the Travel Pocket app (available for a small fee) gives you parameters for time, location and category and lets you convert your reports into a spreadsheet.
Be smart about business expense tax deductions. You probably already know that you can deduct the cost of mileage, airfares and lodging on your tax return, but did you know you can also deduct 50 percent of meal costs, tips, and even dry cleaning or laundry you need doing on the road? The SBA offers more information on deducting your small business travel expenses on its http://www.sba.gov/community/blogs/community-blogs/small-business-cents/going-road-how-deduct-your-small-business-trave.
Bon voyage and happy savings!
About the Author:
Beth Longware Duff is a professional editor and award-winning writer whose work on a wide variety of topics has been published in print and electronic media. She currently writes on a wide range of topics dealing with electronic payment processing and small business merchant services for Merchant Express.
Avoid risks using your credit cards for your business
In the US many people use personal credit cards to finance their business transactions. Business people are eager to use credit card accounts because their higher credit limits enable the business to access more cash toward business objectives.
An owner can avoid investing their own money while setting up a business by opting to use a credit card to tap into extra funds. But they should be cautious and exercise discipline to pay back the full monthly charge amounts otherwise face an insurmountable level of debt for the young enterprise.
Here are a few other risks involved with using credit cards that you should be aware of:
Accumulated debt: When using credit cards for business transaction, the owner risks spending money they may otherwise avoid if relying solely on cash. Therefore it’s advisable to track all your expenses and be aware of which ones were spent from credit accounts. Limit them to what you believe you will be able to repay in the next 30 days. If you will dedicate subsequent income receipts to be applied toward paying off your credit charges, then you avoid accumulating long term debt.
Fraud and Theft: Identity theft and credit card fraud are two serious risks associated with credit card usage, so be careful as to who you provide your account information to. Also be aware of the charges you make and confirm that your monthly statements do not contain others Charles that you did not make. Don’t pay for charges you did not make, which you are not legally responsible, but rather report them immediately to the lender.
Never disclose your credit card PIN number to anyone – it’s designed only to be used either at an ATM, through the telephone keypad or online.
Avoid prepaid credit cards (if you qualify): Apply for a regular credit card to avoid the risk of loss from misplacing or theft of a prepaid card. You can cancel a regular account card with a maximum $50 loss, but the prepaid account balance will be irretrievably lost.
Credit History: Avoid the adverse consequences to your credit history by paying all bills, especially credit card accounts on time or even ahead of schedule. Be aware that some low-interest accounts have a zero tolerance for your payments being received even being one day past the due date. Schedule it and all bills to arrive safely ahead of time to build and protect a good credit rating.
High interest rate: Late payments, poor credit histories and using the accounts for “cash advances” rather than purchases raise the interest rate charged by lenders. Payoff these sums as quickly as possible to lower borrowing cost and work toward performing better on your credit accounts to improve your score.
Christina Jones is a contributing writer to many financial publications and has written several articles on debt relief programs and Chapter 7 and 13c bankruptcy. Her expertise is in debt finance.
Charles H. Green is Executive Director of Small Business Finance Institute that educates business owners about finance. He is the author of The SBA Loan Book, 3rd Edition (Adams Media).
Avoid risks using your credit cards for your business
In the US many people use personal credit cards to finance their business transactions. Business people are eager to use credit card accounts because their higher credit limits enable the business to access more cash toward business objectives.
An owner can avoid investing their own money while setting up a business by opting to use a credit card to tap into extra funds. But they should be cautious and exercise discipline to pay back the full monthly charge amounts otherwise face an insurmountable level of debt for the young enterprise.
Here are a few other risks involved with using credit cards that you should be aware of:
Accumulated debt: When using credit cards for business transaction, the owner risks spending money they may otherwise avoid if relying solely on cash. Therefore it’s advisable to track all your expenses and be aware of which ones were spent from credit accounts. Limit them to what you believe you will be able to repay in the next 30 days. If you will dedicate subsequent income receipts to be applied toward paying off your credit charges, then you avoid accumulating long term debt.
Fraud and Theft: Identity theft and credit card fraud are two serious risks associated with credit card usage, so be careful as to who you provide your account information to. Also be aware of the charges you make and confirm that your monthly statements do not contain others Charles that you did not make. Don’t pay for charges you did not make, which you are not legally responsible, but rather report them immediately to the lender.
Never disclose your credit card PIN number to anyone – it’s designed only to be used either at an ATM, through the telephone keypad or online.
Avoid prepaid credit cards (if you qualify): Apply for a regular credit card to avoid the risk of loss from misplacing or theft of a prepaid card. You can cancel a regular account card with a maximum $50 loss, but the prepaid account balance will be irretrievably lost.
Credit History: Avoid the adverse consequences to your credit history by paying all bills, especially credit card accounts on time or even ahead of schedule. Be aware that some low-interest accounts have a zero tolerance for your payments being received even being one day past the due date. Schedule it and all bills to arrive safely ahead of time to build and protect a good credit rating.
High interest rate: Late payments, poor credit histories and using the accounts for “cash advances” rather than purchases raise the interest rate charged by lenders. Payoff these sums as quickly as possible to lower borrowing cost and work toward performing better on your credit accounts to improve your score.
Christina Jones is a contributing writer to many financial publications and has written several articles on debt relief programs and Chapter 7 and 13c bankruptcy. Her expertise is in debt finance.
Charles H. Green is Executive Director of Small Business Finance Institute that educates business owners about finance. He is the author of The SBA Loan Book, 3rd Edition (Adams Media).
Did You Know Your Lender Is Also a Borrower?
Charles H. Green is a financing expert in small business especially SBA 7(a) and 504 loans. He wrote bestseller The SBA Loan Book and is former president of Sunrise Bank of Atlanta. In Atlanta, Green chairs the Fulton County Arts Council, Georgia’s largest arts funder.
Read more at Charles H. Green
Did You Know Your Lender Is Also a Borrower?
Businesses seeking borrowed funds need to be cognizant of the cost of leveraged money. Understanding how lenders determine and assess borrowing costs, or interest, gives the owner a tool with which to further evaluate the feasibility of borrowing money. Read More 
Be Interested in the Interest Cost
Charles H. Green is a financing expert in small business especially SBA 7(a) and 504 loans. He wrote bestseller The SBA Loan Book and is former president of Sunrise Bank of Atlanta. In Atlanta, Green chairs the Fulton County Arts Council, Georgia’s largest arts funder.
Read more at Charles H. Green
Be Interested in the Interest Cost
Businesses seeking debt financing need to be cognizant of the cost of leveraging money. Understanding how lenders determine and assess borrowing costs, or interest, gives the owner a tool with which to further evaluate the feasibility of borrowing money.
Knowing how interest rates are determined is also useful for developing strategies to lower interest costs where possible and for knowing when the best rate has been negotiated for your situation. Read More
Let’s Face It, It’s A Different World
In the today’s globalized world, ease of movement has never been greater, and it is sometimes difficult for persons of different origins to communicate effectively. America has always had a multicultural social fabric, with the historic swelling ranks of immigrants growing our population since the very founding of the 13 colonies.
Today our cultural mix continues to be a blur of a faces with many different features. Distinguishing Burmese from Vietnamese, Austrian from German, or Nigerian from Ghanaian can be challenging for the average American without practiced interaction.
But in business we share the common goal to succeed with a profit.
Our economy is open for business across all ethnicities, cultural, and religious, if not be common sense than by law. From remote, rural hamlets to high-density urban cities, these cross-culture experiences are becoming business as usual.
Still, sometimes doing business with persons from other cultures can result in misinterpretations of words and actions, making it hard for one ethnic group to become comfortable doing business with another. These differences certainly permeate the lending environment. Both borrower and lender must be sensitive to such differences; they must invest extra time developing a business relationship to establish confidence in each other.
Overcoming the barriers of doing business with someone of a different background is a two-way street. Sometimes each side will have to talk out questions and guard against quick judgments based on native assumptions.
Certain social or ethnic differences may result in a miscommunication of intentions or response. Careful, deliberate and frank conversations can sometimes be very useful to avoid our tendency to presume a natural sense of protocol, which may be absent from the social practices of other cultures.
Let’s Face It, It’s A Different World
In the today’s globalized world, ease of movement has never been greater, and it is sometimes difficult for persons of different origins to communicate effectively. America has always had a multicultural social fabric, with the historic swelling ranks of immigrants growing our population since the very founding of the 13 colonies.
Today our cultural mix continues to be a blur of a faces with many different features. Distinguishing Burmese from Vietnamese, Austrian from German, or Nigerian from Ghanaian can be challenging for the average American without practiced interaction. Read More
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