The benefits of outsourcing your payroll

The benefits of outsourcing your payroll

The benefits of outsourcing your payroll

payslips with coins and notes

Running your own payroll? How confident are you that you have a handle on everything?

Now don’t get me wrong there is some great payroll software out there, 𝘽𝙐𝙏 would you recognise if something didn’t quite look right and know how to check it? It only takes one small mistake to drastically alter the outcome of someone’s wages.

No matter what your payroll frequency, there is a lot you need to consider.

  • Checking for any tax code notifications.
  • Check your employees are being paid the correct amount, not only for the work they have done but also for their age.
  • Should any employees be in an auto enrolment pension scheme?
  • Do you have an apprentice, their pay can be quite confusing, because the minimum apprenticeship wage is linked to their age and how long they have been an apprentice.
  • Correctly calculating their starting / leaving pay.
  • Calculate and record holiday entitlement.
  • Understanding when to use a P45 or P46.
  • And that is before you factor in statutory pay and leave payments, which to be honest, can get complicated.

Having done payroll for several years I know it doesn’t take much for even the most straight forward payroll to get a little complicated, especially if we have to start considering SSP, SMP or pension schemes!!

Your software is only as good as the information entered into it. I’m sure no one wants to end up inadvertently paying their employees incorrectly. If you’ve been struggling and unsure of anything payroll related, have you ever thought of outsourcing? Yes, there is a cost to outsourcing but what about the benefits?

  • Time – have you ever worked out how much of your time is spent on payroll? Remember, your time is not free, could your time be better spent on your business, or would it offer you a little timeout?
  • Stress – I do payroll for a living and sometimes even I get stressed, what about you? Dealing with HMRC whether it be tax or payroll can be stressful, it doesn’t have to be.
  • Money – late payments, auto-enrolment failures, minimum wage non-compliance can all incur fines, but this can be avoided.

Outsourcing means you no longer have to worry about getting it right. A qualified payroll professional will ensure your payroll is processed correctly based on the information provided. They will take care of pay rate increases, pension opt in/opt out, statutory payments, holiday entitlement and act as your payroll agent with HMRC. This all helps to reduce the risk of errors and ensure compliance.

If this all sounds like a huge sigh of relief and you want to find out more, please get in touch.

 

 

ABOUT SUE

Sue Haynes is the founder of Cactus Bookkeeping and helps business owners
with all aspects of Bookkeeping to save them time so they can concentrate on running their
business. Sue is licensed, regulated and supported by the Institute of Certified Bookkeepers (ICB)

 

 

 

Holding a Staff Party – A guide to HMRC rules

Holding a Staff Party – A guide to HMRC rules

Holding a Staff Party – A guide to HMRC rules

hand holding a selection of coins

Party season is here, dig out the party outfit and get those dancing shoes on.

It’s time to get our heads around HMRC rules, to avoid being hit with an unexpected tax bill, and ensure we stay compliant.

To qualify for tax exemption the event must meet specific conditions:

❄️ it should be an annual occurrence

❄️ be open to all employees

❄️ the cost should not exceed £150.00 per head (including VAT), this should cover the total costs of the event from start to finish, and include venue hire, food, drink,  entertainment and accommodation.

Note client entertainment is not generally an allowable expense.  If your party has clients and employees attending, only claim for the amount spent on your employees.

Do you host multiple events a year?

If you host multiple annual events, the total cost per head for all events in a given tax year must be combined.  If the combined cost exceeds the limit, even by 1 penny, the exemption will not apply, and the total amount becomes subject to tax.

Do you have separate locations and departments?

If your business has more than one location, an annual event that’s open to all your staff based at one location still counts as exempt. You can also put on separate parties for different departments if all your employees can attend one of them.

Record Keeping

Thorough record-keeping should be kept for HMRC compliance.  You should retain invoices, receipts, and a list of attendees for each even to support any claims for exemptions.

As your business plans for social functions and parties, it’s crucial to be mindful of HMRC rules to void unexpected tax liabilities.

 

ABOUT SUE

Sue Haynes is the founder of Cactus Bookkeeping and helps business owners
with all aspects of Bookkeeping to save them time so they can concentrate on running their
business. Sue is licensed, regulated and supported by the Institute of Certified Bookkeepers (ICB)

 

 

 

The Importance of Cash Flow

The Importance of Cash Flow

The Importance of Cash Flow

hand holding a selection of coins

Often overshadowed by its glamorous counterparts like revenue and net income, cash flow is the lifeblood of any business.

Cash flow refers to the movement of money in and out of a business and can have a significant impact on a business’ ability to trade, grow and invest.

A positive cash flow ensures that a business can cover its day-to-day expenses such as materials, rent, utilities and payroll.  Without adequate cash flow, even a profitable business can find itself struggling to meet its immediate obligations.

During tough times the importance of cash flow becomes even more important. A cash reserve will provide a buffer, allowing a business to weather a storm.  In contrast  a business with poor cash flow may find itself vulnerable and unable to navigate any unforeseen circumstances.

If you are looking to grow your business, whether it be by investing in research & development, acquiring new assets, or expanding into new markets, being on top of your cash flow will pay a major role in enabling your plans to come to fruition. Having a clear understanding of cash flow patterns, will enable businesses to make strategic decisions in line with their financial capabilities and long-term goals.

Maintaining a healthy cash flow should be a top priority for all businesses, regardless of the business size or industry.

Remember for cash flow forecasting to be effective, your business accounts will need to be kept up to date.

 

ABOUT SUE

Sue Haynes is the founder of Cactus Bookkeeping and helps business owners
with all aspects of Bookkeeping to save them time so they can concentrate on running their
business. Sue is licensed, regulated and supported by the Institute of Certified Bookkeepers (ICB)

 

 

 

What is Anti Money Laundering (AML)?

What is Anti Money Laundering (AML)?

What is Anti Money Laundering (AML)?

wooden blocks stacked

When you decide to outsource your bookkeeping to a professional bookkeeper you may come across the term AML which stands for Anti Money Laundering. AML regulations exist to prevent criminals from laundering money through legitimate businesses.

Any business who has access to the finances of another business, such as bookkeepers and accountants, must be authorised and regulated under AML regulations. Cactus Bookkeeping are qualified with the Institute of Certified Bookkeepers (ICB) and are supervised and regulated by them to comply with these regulations.

For each new client we onboard we must conduct checks to comply with AML, these checks will require photographic ID for each person with significant control in the business.  We will ask for a passport or driving licence and proof of address in the form of a recent utility bill or bank statement (dated within the last 3 months). We use this information to run verification checks to confirm identity through secure software, these checks will be stored on our system to comply with AML regulations.

We will also be in touch with you from time to time if your proof of identity is expiring so that we can run a new check using your current information. We must be notified if you change address, as we will need to run the check again. This is an essential process bookkeepers and accountants need to undertake and is no cause for concern.

Hopefully, this explains why we ask for this information.  As always if you have any questions about the process then please let us know, we will be happy to talk it through with you.

 

 

ABOUT SUE

Sue Haynes is the founder of Cactus Bookkeeping and helps business owners
with all aspects of Bookkeeping to save them time so they can concentrate on running their
business. Sue is licensed, regulated and supported by the Institute of Certified Bookkeepers (ICB)

 

 

 

What are the responsibilities of a director of a limited company?

What are the responsibilities of a director of a limited company?

What are the responsibilities of a director of a limited company?

Office showing chairs and desks with people working on computers

If you’re transitioning from being a sole trader or a partnership, things can feel a little different when it comes to being a limited company. Maybe you’ve chosen to start off your business as a limited company but just need to be aware of your responsibilities. So here’s what you need to know…

 Director’s responsibilities 

 As a director of a limited company you will take on responsibilities such as:

 Articles of association – this is an agreement you make to form the limited company and take on the responsibilities. If you register your business online this will be part of the process.

 Keeping company records and reporting any changes – you must keep records of the company such as;

  1. Shareholders, directors and company secretaries.
  2. The results of any shareholder votes. 
  3. Agreements for the company to repay back any loans
  4. Indemnities – payments made by the company if something goes wrong.
  5. Transactions if someone buys shares in the company.
  6. Loans or mortgages secured against the company’s assets.
  7. Register of people with significant control.
  8. Accounting records.

 Taking money out of the business

 Taking money out of your limited company is much different from that of a sole trader as the company’s finances do not belong to you like they do when you’re a sole trader.

 There are various ways you can take money out of the business;

  • Salary, expenses and benefits
  • Dividends
  • Directors’ loans

 Company changes

 You have an obligation to tell HMRC if your contact details change and if you appoint an accountant or tax advisor. You also need to report if the persons with significant control change for any reason. 

 Any changes which are made within the business must be agreed by the shareholders and minutes of the meetings should be recorded.

 Confirmation statement

 Every year you have to confirm that your business details are correct, this is called a confirmation statement. There’s a fee of £13 to submit your confirmation statement online or £40 by post. 

 Signage, stationery and promotional material

 With the exception of running your business from home, you must display signage of your company name at your business premises. It must be visible and easy to read.

 Company stationery such as letterheads should include your company name, registered address, company number and whether it’s registered in England and Wales, Scotland or Northern Ireland. You must display that you are a limited company with the use of the word Limited or Ltd. 

 It is your responsibility as a limited company director to ensure that you are complying to all of these rules set out by HMRC. If you don’t you will be fined or worst-case scenario you could be struck off as a director.

 If you want to ensure your compliant, seek advice from a professional.

 

 

ABOUT SUE

Sue Haynes is the founder of Cactus Bookkeeping and helps business owners
with all aspects of Bookkeeping to save them time so they can concentrate on running their
business. Sue is licensed, regulated and supported by the Institute of Certified Bookkeepers (ICB)

 

 

 

What is Cloud Accounting

What is Cloud Accounting

What is Cloud Accounting

computer with screens coming out of the screen

Cloud accounting is the perfect solution to manage the bookkeeping for your business. Cloud accounting is software which you can access from anywhere you have an internet connection. Unlike desktop accounting software there’s no downtime as updates occur on a regular basis. You no longer need to worry about those notifications telling you to update now, when you just don’t have the time! By using cloud accounting your finances are always at your fingertips, which makes great business sense as you’re able to make accurate business decisions in good time.

 Cloud accounting has been around since the early 2000’s but has become increasingly more popular due to the easy accessibility. All information which is stored within your cloud accounting software is encrypted which means it’s safe and secure. Most cloud software will ask for two factor authentication which means only you can access it with your login. 

 What are the benefits?

  • Access your accounts any time of day from anywhere you have an internet connection
  • View your data in real time
  • Live bank feeds
  • Paperless recording of expenses with third party integration
  • Integrate and connect with other apps to enhance your experience
  • Multiple user access
  • Automation to save you time
  • MTD compliant
  • Reports and cash flow forecasting
  • Easy reconciliation

 Unlike using old school methods of bookkeeping such as recording your transactions on a spreadsheet, there is less room for human error. This means the information you see is up to date and accurate. Software has evolved so much over the years I’ve been a bookkeeper, but it’s now advancing rapidly meaning we have to keep up with the latest technology available to us to give our clients the best service possible. 

 We would be lost without cloud technology. The introduction of cloud accounting has made a huge difference to how we run our business. Our processes are much more streamlined and efficient, enabling us to help more clients than ever before with their bookkeeping and payroll. 

 

ABOUT SUE

Sue Haynes is the founder of Cactus Bookkeeping and helps business owners
with all aspects of Bookkeeping to save them time so they can concentrate on running their
business. Sue is licensed, regulated and supported by the Institute of Certified Bookkeepers (ICB)