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Accounting for Sole Proprietors: Tax & Bookkeeping Tips

Started by ruggedheron13 · · 👁 57 views · 2.2K replies

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Participants ruggedheron13rowdyhawk25shadowwalker79Robin Cook4Brenda Chase3stormybadger8placidlynx92Taylor Rogers2Henry Edwards33Lisa Hernandez5driftingfox24Robert Young4cosmictinker24Joshua Barrett31James Morgan21David Green642Kyle Rogers8Chris Murphy8Nicole Lee6fadedcrane92Thomas Brown50Keith Martinez5Nancy JonesCharles Stewart69 …
Jessica Gonzalez30 Jessica Gonzalez30 Active Member
88 messages
joined Mar 2018
#1681 ·
ruggedlynx63 said:Whenever I run into a situation like that, I just leave the discrepancy as is and attach a detailed explanation regarding the difference as a supporting document to the PPI filing.

Honestly, those kinds of explanations are just way over my head.
I tried explaining everything first and then presenting the final solution—it was quite a juggling act trying to make sure the reported sales tax wouldn't mess with our expenses.
Last year, I actually missed it with one client... do you think anyone at the IRS would even notice? 🥱:klap:
Peter Young5 Peter Young5 Member
35 messages
joined Jan 2015
#1682 ·
Ugh, and I went ahead and tucked everything under Section 22 just to make it all line up perfectly.

Honestly, this principle of providing a detailed justification seems like the fastest route to getting things done.
For instance, whenever I’m dealing with default interest, I always just bake it right into Section 22—it’s just more efficient that way...
Is that really such a massive blunder? As long as the math checks out, does it truly matter? 🙂
Jessica Gonzalez30 Jessica Gonzalez30 Active Member
88 messages
joined Mar 2018
#1683 ·
Peter Young5 said:Ugh, and I went ahead and tucked everything under Section 22 just to make it all line up perfectly.

Honestly, this principle of providing a detailed justification seems like the fastest route to getting things done.
For instance, whenever I’m dealing with default interest, I always just bake it right into Section 22—it’s just more efficient that way...
Is that really such a massive blunder? As long as the math checks out, does it truly matter? 🙂

Well, personally, I don't think just having the math be correct is enough.
I could have dumped everything into Article 22 every single time too, but I just have this need to keep things as organized as possible.
And honestly, it might not even be the fastest way. By the time you finish typing out the whole explanation, you could have finished the DOH 🤣
I can let you know tomorrow how I handled my entries 😉

As for me, I tend to struggle a bit with those late interest charges.
Whenever I process the final payments, I always deduct the interest first and then list that portion as unrecognized.
I really like to keep everything strictly by the P. S. A.
But, oh well—sometimes when things get overwhelming, even I make an exception 🤣
Jose Myers Jose Myers Member
10 messages
joined Jul 2009
#1684 ·
Aren't those local government grants given to small business owners actually considered taxable income?

I was just handling a tax return for a freelancer who had all their bookkeeping done elsewhere and just handed me the paperwork, but I wasn't about to be lazy and just take their word for it. So, I dug through everything, only to find out that the grant isn't being treated as income. The guy who handled the books is telling me, "No, that doesn't count as revenue." Am I losing my mind here, or am I just exhausted? Hahaha.
Peter Young5 Peter Young5 Member
35 messages
joined Jan 2015
#1685 ·
Jessica Gonzalez30 said:Well, personally, I don't think just having the math be correct is enough.
I could have dumped everything into Article 22 every single time too, but I just have this need to keep things as organized as possible.
And honestly, it might not even be the fastest way. By the time you finish typing out the whole explanation, you could have finished the DOH 🤣
I can let you know tomorrow how I handled my entries 😉

As for me, I tend to struggle a bit with those late interest charges.
Whenever I process the final payments, I always deduct the interest first and then list that portion as unrecognized.
I really like to keep everything strictly by the P. S. A.
But, oh well—sometimes when things get overwhelming, even I make an exception 🤣

Please do let me know.🙂

Why not just manually adjust the sales tax data in the ERP system so everything stays accurate without needing a written explanation? If someone asks about it down the road, it’s easy enough to explain—and honestly, they probably won't even ask... 🙂
Jessica Gonzalez30 Jessica Gonzalez30 Active Member
88 messages
joined Mar 2018
#1686 ·
Jose Myers said:Aren't those local government grants given to small business owners actually considered taxable income?

I was just handling a tax return for a freelancer who had all their bookkeeping done elsewhere and just handed me the paperwork, but I wasn't about to be lazy and just take their word for it. So, I dug through everything, only to find out that the grant isn't being treated as income. The guy who handled the books is telling me, "No, that doesn't count as revenue." Am I losing my mind here, or am I just exhausted? Hahaha.

Yeah, those municipal grants definitely count as receipts/income.
Jessica Gonzalez30 Jessica Gonzalez30 Active Member
88 messages
joined Mar 2018
#1687 ·
Peter Young5 said:Please do let me know.🙂

Why not just manually adjust the sales tax data in the ERP system so everything stays accurate without needing a written explanation? If someone asks about it down the road, it’s easy enough to explain—and honestly, they probably won't even ask... 🙂

But if you go ahead and manually adjust the P-PPI, it isn't going to align with your KPI 😉
Peter Young5 Peter Young5 Member
35 messages
joined Jan 2015
#1688 ·
So, I’ve got a bit of a structural question regarding how billing should flow in a typical contracting setup. Let’s say we have a specialized contractor—say, someone installing high-end stainless steel fencing—who has a client ready to go. However, before they can even pick up a tool, they need a general contractor to come in and handle all the preliminary site prep work. Is it standard practice for the primary contractor to bill the client for the total package (their own labor plus the subcontractor's fees), while the subcontractor simply sends an invoice directly to the primary contractor for their portion of the job?
Richard Howard55 Richard Howard55 Regular
251 messages
joined Aug 2015
#1689 ·
Peter Young5 said:I’m running into a bit of a headache where my sales tax figures in the PPP don't align with the total sales tax reported on my annual tax return.
I think I finally pinpointed the culprit. It turns out that for things like leasing rates and long-term assets acquired this year, I categorized the payments outside of the KPI—which means the system isn't pulling the sales tax from those specific entries into the PPP form.

At this point, my only workaround seems to be recording them under Section 22 via the checking account, just so the sales tax actually shows up in the PPP, even if the expense itself remains non-deductible.
Is it actually acceptable to categorize those types of costs under Section 22?

Thanks for the help. 🙂


That's exactly how I would handle it. 🙂
Michael Kern56 Michael Kern56 Newcomer
3 messages
joined Jul 2014
#1690 ·
I had one compensation payment hit my account this year, which is now showing up in my bank statements and creating a discrepancy between my tax filings and my actual cash flow. How should I handle this? Should I just add a note at the bottom of the filing to explain the gap?
Brenda Chase3 Brenda Chase3 Regular
367 messages
joined Dec 2016
#1691 ·
Michael Kern56 said:I had one compensation payment hit my account this year, which is now showing up in my bank statements and creating a discrepancy between my tax filings and my actual cash flow. How should I handle this? Should I just add a note at the bottom of the filing to explain the gap?

Don't record those through your bank account; instead, treat them as an in-kind transaction. It’s much more accurate to book compensations as both an income and an expense in kind.
Peter Young5 Peter Young5 Member
35 messages
joined Jan 2015
#1692 ·
Richard Howard55 said:That's exactly how I would handle it. 🙂

Since the team was adamant about keeping this out of Article 22, I decided to leave it outside the KPI entirely. When filling out the P&G, I adjusted for that discrepancy and submitted it so everything aligns perfectly with our sales tax filings.

I also left a note in the ledger explaining why the KPI doesn't match the sales tax figures.

Honestly, trying to provide a complex explanation to the IRS might just make things more complicated than they need to be. If anyone comes knocking tomorrow asking questions, at least I know my reasoning is sound...
Nicole Lee6 Nicole Lee6 Regular
252 messages
joined Jun 2007
#1693 ·
I honestly can't even begin to wrap my head around the sheer level of incompetence we're seeing here. It’s one thing to make a mistake, but it's quite another to be this consistently, unapologetically wrong about how things actually work in this country. I've been sitting here for the last twenty minutes just staring at the screen, trying to find some semblance of logic in what was written, but there simply isn't any. Nicole Lee6, I have to say, your take on this is nothing short of delusional. You seem to be operating under the impression that the rules of the game are whatever you decide they are in the moment, rather than following the established protocols that everyone else—and I mean everyone—actually adheres to. It's exhausting. It really is. We aren't talking about some trivial matter of opinion; we are discussing fundamental principles. When you ignore the data and rely on these flimsy, half-baked assumptions, you aren't contributing to the conversation—you're just adding noise. It’s loud, it’s distracting, and frankly, it’s beneath the standard of discourse we should be aiming for. We need to get back to reality, or at least attempt to, before this whole discussion spirals further into nonsense.
Brenda Chase3 said:Personally, I’ve always just categorized the total depreciation as non-cash expenses—both the old stuff and the new. I haven't really touched the write-off section, so if anyone else on the forum wants to weigh in on whether that specific category is intended for depreciation, I'd love to hear it. To be honest, I've done it this way for years and nobody has ever flagged it; everything has always been perfectly fine. If it turns out it's more accurate to list it under write-offs, then by all means, go ahead and do that—I'm just hoping someone else can jump in here and confirm the best way to handle it.

I know some people were busy trying to claw back their P&G reimbursements last year, arguing that depreciation should be moved from the "in-kind" column over to the "write-off" section. Well, I decided to stop overthinking it and just went ahead and made that adjustment myself this year. 🤷

I can't believe we're even having this conversation again. It feels like we’re just spinning our wheels while everyone else moves forward. Honestly, I've spent way too much time looking into this, and the more I dig, the more I realize how little sense any of it makes. It’s frustrating, truly. You try to follow the logic, you try to stay patient, but then you see the sheer lack of foresight being applied here and you just want to throw your hands up. Anyway, let me address what Nicole Lee6 was saying earlier. While I appreciate the sentiment behind her point, I think she's missing the broader picture entirely. It isn't just about one single metric; it's about the systemic failure to account for long-term stability. We can talk about KPIs all day if we want to feel productive, but if the foundation is cracked, those numbers don't mean a thing. It's like trying to measure the speed of a car that has no engine. What are we actually measuring? Chaos? Because that’s what it looks like from where I’m sitting. I'm not trying to be difficult—though I know that's my reputation—but someone has to say it. We need to stop settling for these half-baked explanations and start demanding actual substance. If we don't, we're just wasting everyone's time. kaže:
Thanks for the help.
Did I get that right? Or am I just misreading the situation entirely?
For the 2016 fiscal year, I’m recording the depreciation amount under the "in-kind expenses" line item. As for the older depreciation figures, those are going straight into "write-off expenses." Then, starting next year, everything will be consolidated into write-offs.
Thanks.

No, you’ve got it wrong. You record depreciation as an operating expense in the KPI every single year, but when you're filling out the P&G form, you have to manually strip that depreciation amount out of the operating expenses column and move it over to the write-offs section.

Peter Young5 said:I’m running into a bit of a headache where my sales tax figures in the PPP don't align with the total sales tax reported on my annual tax return.
I think I finally pinpointed the culprit. It turns out that for things like leasing rates and long-term assets acquired this year, I categorized the payments outside of the KPI—which means the system isn't pulling the sales tax from those specific entries into the PPP form.

At this point, my only workaround seems to be recording them under Section 22 via the checking account, just so the sales tax actually shows up in the PPP, even if the expense itself remains non-deductible.
Is it actually acceptable to categorize those types of costs under Section 22?

Thanks for the help. 🙂

Peter Young5 said:Ugh, and I went ahead and tucked everything under Section 22 just to make it all line up perfectly.

Honestly, this principle of providing a detailed justification seems like the fastest route to getting things done.
For instance, whenever I’m dealing with default interest, I always just bake it right into Section 22—it’s just more efficient that way...
Is that really such a massive blunder? As long as the math checks out, does it truly matter? 🙂

Personally, I’ve been using the Article 22 amount, and now when I’m booking an incoming invoice that includes some expenses I can't strictly justify within the business operations, I just dump that entire portion (base plus sales tax) under the Article 22 category. Look, I realize that specific field isn't technically intended for that purpose, but mathematically, it does exactly what I need it to do within the KPI. It works. As for late interest, I book that under the "not subject to" section because interest on incoming invoices is a tax-deductible expense here in the States... whereas interest on taxes and social security contributions gets booked as an expense outside of the KPI...
Keith Martinez5 Keith Martinez5 Active Member
167 messages
joined Mar 2014
#1694 ·
Quick question for the accounting pros here—once I get that approval from a vendor for some goods, should I be recording that amount as a benefit-in-kind or just straight through the business checking account? Up until now, I’ve been entering it into the Green Party filings as a negative amount and then clearing it via the bank account, but I feel like I might have misread something recently suggesting it should be treated as a benefit-in-kind. I’d love it if someone could clear that up for me! Also, I have a follow-up regarding credit card processing fees. Since the bank deducts those fees immediately from the payout before it hits our checking account, I’ve been recording the full invoice amount as paid from the bank and then logging the commission separately as an expense from the account. Is that the right way to handle it? Thanks, everyone!
Keith Martinez5 Keith Martinez5 Active Member
167 messages
joined Mar 2014
#1695 ·
I feel like I’ve seen this discussed on this forum before, but I can’t seem to track down the thread—so if anyone could walk me through this, I’d really appreciate it! It’s about how to properly record credit card payments. For example, if I have an invoice from $33, the amount that actually hits my bank account is always a bit lower because of the processing fees. How do you all handle the closing entries for that? I think because of how I’ve been handling things up until now, my bank statement totals aren't quite squaring up with my sales records. What’s the "correct" way to book this so everything balances out perfectly? Thanks in advance for the help!
I’m not a professional accountant—just a small business owner trying to navigate these murky bookkeeping waters on my own, though having your collective wisdom helps immensely...
Brenda Chase3 Brenda Chase3 Regular
367 messages
joined Dec 2016
#1696 ·
Keith Martinez5 said:I feel like I’ve seen this discussed on this forum before, but I can’t seem to track down the thread—so if anyone could walk me through this, I’d really appreciate it! It’s about how to properly record credit card payments. For example, if I have an invoice from $33, the amount that actually hits my bank account is always a bit lower because of the processing fees. How do you all handle the closing entries for that? I think because of how I’ve been handling things up until now, my bank statement totals aren't quite squaring up with my sales records. What’s the "correct" way to book this so everything balances out perfectly? Thanks in advance for the help!
I’m not a professional accountant—just a small business owner trying to navigate these murky bookkeeping waters on my own, though having your collective wisdom helps immensely...

The easiest way is to record the net amount—whatever actually landed in your checking account—as your revenue. However, since that amount already has the fee subtracted, you should also record the processing fee itself as an expense. Think of it like a built-in compensation. By doing this, your income reflects the true net sale, and your expenses will show the exact amount taken by the processor. This keeps everything balanced: your bank deposits match your recorded receipts, and your fees are properly accounted for in your outgoing costs.
Keith Martinez5 Keith Martinez5 Active Member
167 messages
joined Mar 2014
#1697 ·
Brenda Chase3 said:The easiest way is to record the net amount—whatever actually landed in your checking account—as your revenue. However, since that amount already has the fee subtracted, you should also record the processing fee itself as an expense. Think of it like a built-in compensation. By doing this, your income reflects the true net sale, and your expenses will show the exact amount taken by the processor. This keeps everything balanced: your bank deposits match your recorded receipts, and your fees are properly accounted for in your outgoing costs.

Thanks!
Mark Torres45 Mark Torres45 Member
11 messages
joined Jun 2016
#1698 ·
How do I properly record a credit memo from a vendor? This is for a sole proprietor who isn't registered for sales tax.
I have an invoice $667 and just received a credit memo $67. The owner already settled the payment via wire transfer $600 using our Synapse software. Can I just attach the credit memo to the original invoice and book it for the net amount of $600 that was actually paid?
Peter Young5 Peter Young5 Member
35 messages
joined Jan 2015
#1699 ·
Mark Torres45 said:How do I properly record a credit memo from a vendor? This is for a sole proprietor who isn't registered for sales tax.
I have an invoice $667 and just received a credit memo $67. The owner already settled the payment via wire transfer $600 using our Synapse software. Can I just attach the credit memo to the original invoice and book it for the net amount of $600 that was actually paid?

Personally, I’d record the credit memo as a -$200 payment in kind on the date the document was issued.
The invoice for $667 was settled by paying $67 in kind on the same day as the credit memo, while the remaining $600 was handled via bank transfer.
Mark Torres45 Mark Torres45 Member
11 messages
joined Jun 2016
#1700 ·
Thanks!

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