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Cash flow statements – How to avoid errors that damage your business

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A cash flow statement provides data about all cash inflows a company receives from its operations and investments.

It tells you how much cash is entering and leaving your business in any given period.

Along with balance sheets and income statements, it is vital for managing your small business accounting and making sure you have enough cash to keep operating.

These important statements deliver accuracy because they track the cash made by the business in three main ways – through operations, investment, and financing.

It is a key part of understanding your business’s financial health, so much so that it was listed as third in the Financial Reporting Council’s (FRC) list of most frequently raised areas in their 2020–21 Corporate Reporting Review.

Transparency and integrity

The FRC, which regulates auditors, accountants and actuaries, and promotes transparency and integrity in business, found cash flow statements with items incorrectly classified.

It said in its Annual Review of Corporate Reporting for 2020/21: “We continue to be concerned about the number of queries we raise in relation to compliance with the requirements of IAS 7 ‘Statement of Cash Flows’.

“As in prior years, many of the cash flow statement errors described in sections 3.1.3 and 6.3 were identified through critically analysing the line items appearing on the face of the statement. Companies should increase their focus on cash flow statements as part of their pre-issuance reviews.”

To avoid errors, and to emphasise the importance of people taking personal responsibility for the stewardship of cash flow, sufficient time and resources should be allocated to prepare and review them.

Business leaders should take responsibility for cash management if there is a risk of business failure and avoid errors when reporting, certain guidelines should be followed, such as:

  • Regular communication with those in charge of cash movements
  • Strict controls over cash flow reporting
  • Making sure responsibilities, reporting lines and staff cover for all cash-related matters are clearly understood
  • Enhancing forecasting effectiveness to get a clearer idea of cash flow in real-time
  • Preparing easy to understand cash flow reports to support critical business decisions and funding
  • Increasing frequency of reporting
  • Preserving underlying data in as much detail as possible.

The principles outlined should apply to all sizes or types of business. Cash flow is the lifeblood of any business and the monitoring and maintenance of it should not be underestimated.

Link: Cash flow statements – avoid common pitfalls

How to make the most of cloud-based accounting software

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The cloud is king in the world of accounting, with a vast range of software and applications available, designed to be easy to use by businesses and their owners.

The beauty of cloud accounting is that the software can be accessed anywhere that has an internet connection on a range of devices.

Good accounting software can be critical for business leaders. It makes it easier to get a handle on company data and understand how the company is performing at any time.

This empowers you to work with your accountant to make effective decisions quickly and confidently.

Here are some areas where you can do more with accounts software:

Controlling budgets

Planning and controlling spending are key areas for business success, especially at this moment in time. Successfully implemented software can help your business grow by allowing you to allocate your budget to the areas of your business that make you the most money.

Once you have allocated budgets, your teams can record spending in the latest accounts software so you can always see if you are on track or overspending in less profitable areas.

Multi-user access

Using traditional accounting software can be expensive, difficult and time-consuming to upgrade. In comparison, most cloud accounting platforms update automatically for free and under most licenses, giving you multi-user access, without the need to install expensive software on multiple computers and devices.

Multi-user access makes it easy to collaborate online with your team and advisors and allows your accountant to access your data in real-time to provide insights that help your business thrive and grow or warn you of potential risks on the horizon.

Staff access to the software and security

You may not want everyone to see everything, which is why you can grant different levels of access to different people within your organisation.

The cloud is one of the most secure ways to store information thanks to the sophisticated encryption used by many platforms’ servers.

This means that no one can access your data unless they have a login to the online account and permission to view the information saved there.

There is an app for that

The growth of platforms has been outpaced by the incredible number of connected apps that support the main functions of cloud accounting by helping with analysis and automation.

There really is almost an app for everything when it comes to cloud accounting. These provide you the tools to achieve incredible things.

Although much of the focus in recent years has been on the essential role of cloud accounting in compliance with Making Tax Digital, more and more businesses are learning about the great benefits on offer beyond this.

Link: Eight tips to make the most of your accounting software

Avoid the pitfalls of the SEISS scheme

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Thousands of taxpayers benefited from the Self-Employment Income Support Scheme (SEISS) as the pandemic raged over the last two years, before its closure last year.

The scheme, which involved five grant payments, was set up by the Government to provide support for the self-employed, for example sole traders, provided certain eligibility criteria were met.

However, there are many pitfalls facing taxpayers as HM Revenue & Customs (HMRC) claws the money back and it appears many individuals may have misunderstood the rules.

Payment difference

You must tell HMRC if you received more than they said you were entitled to.

The tax office expects you to report this without further prompting.

Accountants in the dark

Many accountants may not have the full details of SEISS grants claimed by individuals and cannot, therefore, advise self-employed workers on the tax implications this year.

This is because the grants had to be claimed through an individual’s personal Government Gateway, which accountants were locked out of to speed up the payments to those in dire need.

Taxpayers should immediately make their accountants aware of the situation if they have claimed so that it can be incorporated into tax calculations and during reporting.

Claims not showing on the tax return

The first three grants were paid before 6 April 2021, so they should have been declared on the taxpayer’s 2020/21 tax return.

HMRC created new boxes on the return forms to report grants and so the self-employed needed to be particularly careful to include the SEISS grants in the box relating to the self-employed grants, not the box for ‘any other income’ or ‘support payments such as CJRS’.

Incorrect declaration on tax return

If the total value of SEISS grants declared on the 2020/21 tax return did not match SEISS grants one to three, which HMRC believes it paid out to that taxpayer, it has confirmed that it will automatically correct the Self-Assessment calculation.

When you receive or assess your tax bill it is important to check in case HMRC has corrected or included a grant.

The tax authority has said some individuals’ tax identities may have been misused to submit a fraudulent claim.

Payments on account

The system assumes the taxpayer will receive at least the same amount of taxable income in 2021/22 as in 2020/21. But the SEISS grants received in 2021/22 are likely to be lower as a maximum of £15,000 could be received in that year compared to a cap of £21,570 in 2020/21.

As a taxpayer, you can apply to reduce the payments on account for 2021/22 through the personal tax account online service or a paper form SA303.

It is important to note that the SEISS grant should not generally be included in the turnover of the business for the period.

Making payment into the wrong account

You can also tell HMRC if you want to voluntarily pay back some or all of the grants you received. You can do this at any time.

The SEISS repayment has to be made to a specific HMRC bank account set up for the purpose and be accompanied by the grant claim reference. The taxpayer should not repay the grant into their Self-Assessment tax account.

For help and advice on SEISS taxation, you should speak to an accountant at the earliest opportunity.

Link: SEISS – A dangerous legacy

Company tax returns must include COVID-19 grants says HMRC

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Taxpayers are being reminded that COVID-19 support grants or payments should be declared on company tax returns as they are taxable.

HM Revenue & Customs (HMRC) has issued a reminder that the filing deadline for company tax returns (CT600) is 12 months after the end of the accounting period it covers.

The deadline to pay Corporation Tax will depend on any taxable profits and when the end of the accounting period occurs.

HMRC says that Coronavirus Job Retention Scheme (CJRS) grants, Eat Out to Help Out (EOHO) payments, or any other support payments made by local authorities or Government, must also be reported as income when calculating taxable profits.

Company tax return

If you received a CJRS grant or an EOHO payment, you will need to do both of the following:

  • Include it as income when calculating your taxable profits in line with the relevant accounting standards
  • Report it separately on your Company Tax Return using the CJRS and EOHO boxes.

You should record all other taxable COVID-19 payments as income when you calculate your taxable profits.

If you have already filed a return and have not declared your Coronavirus support grants or payment as taxable income, you will need to submit an amended return.

CJRS grants or EOHO payments must be reported separately in the boxes provided on the CT600 corporate tax return. These boxes were added on 6 April 2021.

It is important to update third-party software by downloading the latest version to be able to complete the relevant boxes in the company tax return.

Taxable grants include:

  • Test and trace or self-isolation payments in England, Scotland and Wales
  • Coronavirus Statutory Sick Pay Rebate
  • Coronavirus Business Support Grants (also known as local authority grants or business rate grants).

When furloughed employees were paid through real-time information (RTI), the employer was responsible for making the usual PAYE, National Insurance contributions (NIC) and automatic enrolment deductions.

Employers must treat the grant as taxable income for Corporation/Income Tax purposes but can deduct employment costs as normal when calculating their taxable profits.

Link: Covid grants must be reported on company tax returns

HMRC focuses on backlog of work by shuttering telephone services

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HM Revenue & Customs (HMRC) has announced that it is having to prioritise its essential services by temporarily closing some of its telephone hotlines, following a surge in enquiries during and since the pandemic.

It has said that it is focusing on stabilising its phone service and tax credits/child benefits service at the start of this year and must take extra steps to meet its targets and support those customers most at risk.

During December, the tax authority ran a test on closing their Corporation Tax (CT) and VAT helplines (except bereavement) to assess the impact across three Fridays – using the time gained to clear a backlog of other enquiries.

Based on the success of these tests the CT and VAT telephony lines will see a further “telephony shuttering exercise” on Fridays between the following dates:

• CT – 25 February to 25 March 2022
• VAT (excluding bereavement) – 25 February to 25 March 2022 (excluding 4 March).

Businesses that are reliant on these phone lines need to be aware of this change and prepare for it if they need to contact HMRC about CT and VAT matters on these days.

Top tax tips to help your business save money

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Whether you are setting up a new business, or already have a successful, well-established company, there are many ways that you can save money through tax reliefs and allowances.

Certain tax initiatives even allow business owners to save money that can be invested in their company.

Enhanced Capital Allowance (ECA)

Enhanced Capital Allowance (ECA) schemes encourage businesses to invest in efficient technologies. The scheme lets your business claim 100 per cent first-year allowances, i.e., tax relief, on investments in certain technologies and products.

If you buy an asset that qualifies for first-year allowances you can deduct the full cost from your profits before tax.

You can claim first-year allowances in addition to the Annual Investment Allowance (AIA) – they do not count towards your AIA limit.

What qualifies

  • Some cars with low CO2 emissions
  • Energy-saving equipment that’s on the energy technology product list, for example, certain motors
  • Water-saving equipment that’s on the water-efficient technologies product list, for example, meters, efficient toilets and taps
  • Plant and machinery for gas refuelling stations, for example, storage tanks, pumps
  • Gas, biogas, and hydrogen refuelling equipment
  • New zero-emission goods vehicles.

You cannot normally claim on items your business buys to lease to other people or for use within a home you let out.

Annual Investment Allowance

This measure remains temporarily increased from £200,000 to £1,000,000 for qualifying expenditure on plant and machinery incurred during the period from 1 January 2022 to 31 March 2023.

This measure is intended to deliver positive outcomes for businesses by supporting and encouraging business investment, and by simplifying the tax relief for such investments.

R&D tax credits

You may be eligible for R&D tax credits, even if your small business is running at a loss.

The HM Revenue & Customs (HMRC) definition is broad, and you don’t have to be engaged in laboratory work to benefit from this incentive.

Software developers, architects and many other professionals have all successfully claimed R&D tax relief because of this incentive.

Repairs and renovations to property

The business renovation allowance will give SMEs a tax break.

If the building your business plans to use has been empty for more than a year and was previously used in a different capacity, you may be eligible for a 100 per cent tax incentive on any renovations you might carry out.

Reduce NICs with the Employment Allowance

You can claim Employment Allowance if you’re a business or charity and your employers’ Class 1 National Insurance liabilities were less than £100,000 in the previous tax year.

Employment Allowance allows eligible employers to reduce their annual National Insurance liability by up to £4,000.

You’ll pay less employers’ Class 1 National Insurance each time you run your payroll until the £4,000 has gone or the tax year ends (whichever is sooner).

You can only claim against your employers’ Class 1 National Insurance liability up to a maximum of £4,000 each tax year. You can still claim the allowance if your liability was less than £4,000 a year.

In some cases, a company can eliminate their Employer’s NIC bill as a result. Note, it is not possible to claim the allowance if your company only has one employee/director.

Nearly half a million SMEs at risk of failing due to late payments crisis

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According to a new survey from the Federation of Small Business (FSB), more than 440,000 small businesses could fail because of a new late payment crisis.

The national small business organisation has called for the Government to step in and take urgent action to improve how companies are paid.

According to the FSB study, 30 per cent of small businesses have seen the late payment of invoices increase over the last three months, of which almost eight per cent said that the problem was so bad that it might force them to close.

While smaller companies wait to get paid, they must continue to pay their suppliers, tax bills and staff wages.

The effect of persistent overdue payment problems is that it has a ripple effect throughout the wider economy, forcing other companies to close their doors as well.

The FSB estimates that more than 400,000 small firms have shut during the pandemic, with late payments being a key factor in the failure of many companies. However, it predicts that up to 440,000 SMEs may be forced to close this year due to late payments.

FSB National Chair, Mike Cherry, said: “Late payment was destroying thousands of small businesses even before the pandemic hit – the pandemic has made matters worse. In the past, the Government has rightly identified greater board accountability as key to spurring change in this area, but delivery has been slow.”

The FSB wants to see every business and Government agency abide by the existing prompt payment code.

They argue that 30-day payment terms should be “the norm for those who are committed to environmental, social and governance best practice”.

However, it has gone further saying that every big UK corporation should have a dedicated director that is focused on improving payments to small businesses.

Link: UK’s late payment ‘crisis’ risks future of 440,000 small firms

Fears over move to MTD, as few take part in income tax pilot scheme

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A pilot scheme using software in preparation for the next phase of HM Revenue & Customs’ (HMRC) Making Tax Digital (MTD) initiative has seen a slump in users.

Self-employed businesses and landlords with annual business or property income above £10,000 will need to follow the rules for MTD for Income Tax and Self-Assessment (ITSA) from 6 April 2024.

Some businesses and agents are already keeping digital records and providing updates to HMRC as part of the live pilot project to evaluate and develop the MTD service for ITSA.

However, research reported in the Financial Times has discovered that only nine people are currently taking part in the trial, a figure confirmed by HMRC.

The number peaked at around 900 users in the 2018-2019 period and may have since been affected by the pandemic.

Many accountants are now concerned that the system, which covers 4.3 million self-employed businesses, partnerships, and landlords, many of whom will be unaware of what is happening, may not be ready for the switchover.

Currently the self-employed must file just one end-of-year tax return but MTD ITSA will involve having to submit updates quarterly every three months and an end-of-year statement, plus a “finalisation return” (now called a tax return) each year. This means six reports to HMRC in total replacing the current single annual Self-Assessment tax return.

On top of this, the self-employed and landlords will have to license accounting software from approved providers, with the Government offering discounts of up to £5,000 for small businesses to rent software.

Link: Just nine people trialling digital tax for self-employed

New tax rules on holiday lets – What does it mean for owners?

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It was recently announced that the Government would reform business rates relief for owners of second homes – resulting in some holiday let owners facing additional costs of up to £1,000 a year.

The Department for Housing, Communities and Local Government wants to close what it sees as a loophole in the current business rates system that prevents some second homeowners from paying council tax.

Michael Gove, Secretary of State for Housing, Communities and Local Government, confirmed that new rules next year will only allow second homeowners to register for business rates relief if they can prove they rent out their properties for at least 70 days per year.

What exactly is changing?

As the rules stand, second homeowners pay business rates, which are cheaper than council tax, if they make their property available for letting for 140 days in the coming year.

But once the change takes place in April next year, homeowners will have to prove they are let for at least 70 days a year or be forced to pay council tax instead.

Is the change necessary?

The move comes following a surge in the number of holiday lets in England, with around 65,000 residential units currently registered, up from 50,960 in 2019.

The Department for Levelling Up, Housing and Communities (DLUHC) also says that there is currently ‘no requirement’ to produce evidence that a second home has been let out – not just left empty.

The DLUHC says the move would protect ‘genuine’ small holiday letting businesses and ensure second-home owners paid a ‘fair’ contribution towards public services.

Mr Gove’s plans come after a consultation launched in 2018 and threats last year by the Treasury to close the loophole.

According to reports, the number of holiday lets in England has been increasing year on year from 50,960 in 2019 to 65,000 now.

The COVID pandemic is said to have fuelled the trend, as London and other city dwellers sought to escape to the countryside.

Link: Gove closes tax loophole on second homes

Most popular options available when setting up a new business

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It’s a new year and many people who may have lost their jobs during the pandemic or have decided to take their life in a new direction, will be looking to start up a business.

It could be a full-time endeavour or a part-time business looking to make a bit of extra income to cope with the current cost of living crisis.

The upside is that we appear to be over the worst of the pandemic, and it is in the Government’s interests to get the economy on the move again, so help will be available.

There are so many ideas for business start-ups, but insurance broker Simply Business has researched some of the most popular small business ideas that might be worth exploring for 2022.

After analysing new business insurance policies taken out, a number of key areas came up as the most popular for starting up this year.

They include:

Craft stall

According to Simply Business, craft stalls were the fastest-growing small business trade in 2021, experiencing a 237 per cent growth.

If you have a hobby like candle making, pottery or needlework, opening a craft stall to sell your wares could be a venture worth pursuing this year.

Market trader

COVID restrictions, as well as people feeling less comfortable in indoor spaces, have seen outdoor businesses thrive since 2020.

It’s no surprise, then, that market trading was the second-fastest-growing small business idea in 2021, with a 113 per cent increase.

Online retailer

According to Simply Business, the number of new online retailers increased by 62 per cent in 2021.

When it comes to selling goods online, the key is to do your research and select the right type of product.

Some of the products that have traditionally sold well online include homeware, tech gadgets and accessories, exercise gear and clothing.

Photographer

The number of freelance photographers in the UK increased by 56 per cent in 2021, making it the fourth-fastest-growing small business.

This could be the ideal year to launch a freelance photography business, especially if you specialise in wedding photography.

The number of weddings is expected to increase significantly this year because of all the postponements.

Handyman or handywoman

One of the impacts of the pandemic is that many people have been spending more time at home.

Not surprisingly, many have been finding issues with the current state of their properties and have been looking to make improvements or upgrades.

The result has been an increase in demand for repair people, with a 44 per cent rise in this type of business in 2021.

Catering

Catering businesses witnessed a 39 per cent rise in 2021.

If you have a passion for cooking, throwing parties or event planning, catering could be a great small business to consider starting this year.

Teaching/tutor

Research by Simply Business shows that the number of businesses in this sector was up 21 per cent in 2021 and teaching or tutoring (in person or online) could be a great small business idea for people who have teaching experience.

Home baking

People have been cooking and baking more at home during the pandemic.

Not surprisingly, some have looked to use their cooking and baking skills to provide income.

As a result, the number of UK home baking businesses saw an increase of 24 per cent between 2020 and 2021.

Dog walking

Millions of Brits have bought pets since the start of the pandemic.

This means that the demand for pet walkers is now higher than ever. New dog walking businesses have increased by 22 per cent year on year.

If you love dogs, starting a dog walking business could be a great way to make some cash this year.