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Tax Tip

Seven reasons to get your tax return done early. (It always amazes me why people leave this until the last 2-3 months)

  1. Know how much tax to pay with plenty of time to save up if necessary
  2. Have your latest accounts ready if you need finance or a mortgage
  3. Latest information available for tax and business planning
  4. Time to implement tax saving measures
  5. Less time to lose paperwork and easier to answer your accountant’s queries better
  6. Your accountant will provide a better service when they have enough time to carry out the work without the pressure of an impending deadline
  7. Your accountant will be happy and may even consider you an A grade client (yes, we do grade our clients)
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Reusing content

Content creation takes both ideas and time so why not make the most of your content and save valuable time by using it in as many ways as possible. For instance, if you are giving a talk you can reuse it as follows:

1. Record it for online use

2. Cut the video into clips for social media

3. Use the audio as a podcast for people to listen to

4. Write it up as several shorter blogs

5. Write it up as an article for your local paper or other publications

6. Use it in your newsletter/e-news

7. Extract quotes for social media

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Tax Tip – VAT Registration limit

If your turnover exceeds, or is expected to exceed, £85,000 in any twelve month period you will need to register for VAT from the following month.

Please note that this is a rolling 12 month period, NOT your financial year. It is a common mistake so, each month, you need to keep an eye on your sales in the previous 12 months.

We’ve had a few clients go over the VAT limit in the middle of their financial year and only find out when we do their year end accounts some time later. This means that they may end up having to pay the VAT themselves so it is worth keeping an eye on your invoicing.

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ICB awards

Last month I was invited to the ICB (Institute of Certified Bookkeepers) awards, also known as the Lucas after the inventor of the double entry system, Luca Pacioli. I love judging the awards as I get to see what the best bookkeepers are doing to help their clients. A good bookkeeper is worth their weight in gold.

I’m also a Champion of the ICB, an honourary position that I was awarded a few years ago. This allows me to use the CICB letters after my name along with my usual FCA.

As well as seeing the best bookkeepers take the stage to collect their awards (including some who had travelled over from the trouble in Ukraine) there were software awards too.

I was delighted when the bookkeepers voted our favourite Xero as the bookkeeping software of the year. We also have client using Freeagent which was chosen as the friendliest software; not surprising as their chief accountant, M, writes all sorts of useful guides.

Which is your favourite bookkeeping software and why?

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Collaboration for the win

I’ve been working away in the frozen North aka Manchester. On one of the days I had a break between speaking engagements so I borrowed a desk from another forward thinking accountant, the lovely Stuart Hurst. We exchanged a few ideas on how we could each improve our accountancy businesses and look after our clients better.

Collaboration beats competition every time.

Who do you collaborate with?

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The beauty of integrated apps

As you know I’ve just been on holiday. We stayed in 3 different towns/cities on the edge of the map! I had to download three different German maps to my satnav in order to drive a total of about 5 hours.

This made me think about how wonderful it is to use integrated applications for business (because I often think about my business when I’m not busy working in it!)

We are a Xero based firm so there are over 1,000 integrated apps available in the official app store and other unofficial ones too. The ones we use most are:

Gocardless – raise an invoice in Xero and it automatically collects the direct debits and matches the payment to the invoice so it saves bookkeeping time too.

Dext/Hubdoc – clients can scan/photograph/email invoices to upload them into Xero (also QBO or Freeagent) where they, or we, can do their bookkeeping. Dext is the most expensive but saves much more time with their OCR (optical character recognition) and machine learning changing the roll of the bookkeeper to checking rather than typing.

Clarity – this is a big hit with clients as we can help them to see their numbers in a simple format and decide how they want to grow their business. The software uploads the latest info from Xero (also Sage or spreadsheet) so that we can discuss the current situation and improvements. It then helps to prepare an action list for the client.

These are the most valuable integrations that we use. What do you have on your list?

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Tax tip

Payments on account can add a large chunk onto the amount of tax that you have to pay. If your income is likely to be lower next year than this year then it may be worth reducing your payments on account and we sometimes do this for clients who are winding up their sole trader business or who are going through a hard time. But BEWARE! If you reduce your payments too low and the final tax bill comes out higher then you will have to pay interest on the shortfall. This is to discourage people from reducing their payments too far. 

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Success is not a solo sport 

I like to think that I work hard but nothing that I have achieved has ever been done alone. 

Both Hudson Accountants and now Minerva Accountants owe a lot to my fabulous teams. When starting out I learned so much from other accountants and coaches who generously shared their ideas and experience.  

I have used a fabulous business coach to help me clarify those ideas and apply them to my own business. And to hold me accountable for getting things done! 

I’m pretty sure that my books wouldn’t have won the awards they did without the skill of my publisher gently helping me to share my expertise in my own words but also in a form that is easy for you to read. 

As a parent I was fortunate that my children had a wonderful father and, although I chose the traditional female role of primary carer, he did a lot to support me. 

I’m currently doing Couch to 5k for the umpteenth time to recover my running fitness after my operation earlier this year. It’s the first time that I’ve done it with a group of people and it has been great for keeping me motivated on rainy evenings. 

To everybody who has helped me along the way, a big thank you.  

But what can I do for you? I provide individual and group coaching sessions which have helped clients to develop award winning businesses themselves. And, for those just starting out we have free webinars each month.  

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Tax Tip

Till systems have changed since I had a little cash register as a child. These days they usually run on a tablet. They may include an integral card payment system or have a small palm sized device attached. The local Clover salesman did a good job in the area and we help clients to keep their VAT and stock records using the software. It integrates into Xero and other bookkeeping apps to save time and minimise errors by typing numbers from one system into another.

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Xero in your hand

As accountants we’re usually sat in front of a computer and use Xero that way.

But as a business owner I’m out and about working from all sorts of places and I love the Xero apps.

The main Xero app is great for uploading receipts for expenses. Just snap and code as you go. If I receive any invoices by email I can forward them to my Xero files email address and then finish off coding when I get a moment or when I get back to the office.

I can raise invoices on the go. If I’ve written an article for you on the train I will usually raise the invoice from my phone at the same time.

I can reconcile my bank each morning I’m away so that my clients don’t get automated chasing emails when they’ve just paid me by bank transfer, card, or direct debit.

But, most importantly of all, I can see my profit in my hand.

The other Xero app I use on my phone is Hubdoc. This is like Dext but free to Xero users and perfectly adequate for us or any client with lower volumes of invoices. It’s another snap and go app. If you can take a photo of your kids on your phone then you can use Hubdoc. We capture the receipt instantly before it gets lost and then do the coding later from a proper screen/keyboard.

Xero Go is a new app for small businesses. This has the same invoice upload functionality and bank rec but there is an additional charge for raising sales invoices. It suits small landlords or those with a separate invoicing system. As an accountant we can still help our small clients but they don’t need to pay for the full Xero package.

What other useful apps do you have on your phone?

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