The Role of Proper Accounting in Tax Reduction for MSPs with Morgan Holmes

Becky Brown
September 9, 2024
Podcast

The Role of Proper Accounting in Tax Reduction for MSPs (w/ Morgan Holmes)

Accounting plays a pivotal role in tax reduction, particularly for MSP (Managed Service Provider) owners. In our latest Stride Services webinar, tax expert Morgan Holmes, CPA, discussed how maintaining proper accounting practices can significantly reduce tax burdens and streamline tax compliance. Below are the key takeaways from the session.

1. Proper Categorization of Expenses: The Foundation of Tax Efficiency

One of the primary challenges in tax preparation is the misclassification of expenses. Morgan emphasized that correct categorization is essential for tax efficiency. Common errors include misclassifying meals as travel or placing equipment purchases under office supplies. These mistakes not only create inefficiencies but also complicate tax compliance.

Key Considerations:

Fixed assets (such as equipment) have different tax treatments than regular expenses.
Ensure that all transactions are correctly categorized in your books to avoid extra work during tax season.

2. Financial Organization: Why It Matters Beyond Taxes

Accurate and timely bookkeeping doesn’t just simplify tax preparation—it also contributes to better business management. Proper accounting allows for:

Cash flow management: Understand your monthly financial health and plan accordingly.
Forecasting and budgeting: Make informed decisions about future investments and operations.
Bank financing and liquidity events: Present clean and accurate financial data to potential investors or buyers, enhancing confidence in your business.

Pro Tip: Using accounting tools like Divvy or Expensify can help MSP owners categorize expenses more easily and maintain better control over their financial data.

3. Documentation: The Key to Tax Deductions and Audit Protection

Morgan repeatedly emphasized the importance of documentation. Whether it’s for tax deductions, reimbursements, or audit protection, having clear records of all business expenses is essential. One of the easiest ways to maintain documentation is to attach invoices or receipts directly to transactions in your accounting software, such as QuickBooks.

Key Benefits:

Audit protection: In case of an IRS audit, proper documentation can save your deductions.
Transaction clarity: When all records are organized, tax preparation becomes smoother and quicker.

4. The Importance of a Written Capitalization Policy

For businesses, especially MSPs that deal with significant equipment purchases, a written capitalization policy is crucial. This policy outlines how the company treats expenses that should be capitalized (i.e., depreciated over time) versus those that should be expensed immediately.

Key Insights:

Any asset under $2,500 can be expensed directly, provided there is a written capitalization policy.
Without this policy, even small purchases like a $100 computer would need to be capitalized, which could complicate your tax return.

5. The Power of Accurate Mileage and Travel Logs

Many MSPs rely on their vehicles to travel between client sites. Properly tracking business mileage is key to maximizing vehicle-related deductions. Morgan recommended using apps like MileIQ to track mileage, ensuring that you capture every business mile for tax purposes.

Key Takeaways:

Travel expenses, including mileage, are tax-deductible if they are properly documented.
Keep logs that differentiate between personal and business use of a vehicle to avoid complications during tax time.

6. Accountable Plans for Employee Reimbursements

Having an accountable plan in place for reimbursing employees is essential for ensuring that reimbursements remain non-taxable. Without this plan, reimbursements can be deemed taxable income, which creates additional tax burdens for both the business and the employees.

Steps to Implement:

Reimbursements must be supported by documentation (e.g., receipts, mileage logs).
Employees should return any unused funds from reimbursements to ensure compliance with the accountable plan.

7. Avoiding Personal Expenses in Business Books

Mixing personal expenses with business finances is a common mistake. Morgan emphasized that keeping personal expenses out of your business accounts is essential for tax compliance and credibility. If personal expenses are scattered throughout your books, it can prompt an IRS examiner to question the legitimacy of other business deductions.

Pro Tip: Maintain separate accounts for personal and business expenses. This not only ensures clean records but also helps reduce scrutiny from auditors.

Final Thoughts The role of proper accounting in tax reduction cannot be overstated. From categorizing expenses correctly to maintaining detailed documentation, these practices ensure smoother tax preparation and provide a solid foundation for long-term business growth. MSP owners who take the time to establish strong accounting processes will find themselves better equipped to reduce their tax liabilities, avoid costly mistakes, and position their businesses for future success.

For further details or to revisit the discussions from our webinar, watch the full video by clicking the button below or contact our experts directly at Stride Services for personalized advice.

STRIDE LIVE The Role of Proper Accounting in Tax Reduction for MSPs

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This Stride Live Webinar is hosted by Stride Services. Stride is a comprehensive financial solutions provider, specializing in outsourced bookkeeping, accounting, tax, and advisory services for Managed Service Providers.

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