facebook

Blog Post

Bookkeepers Can Steal From My Business!? Warning Signs and Prevention

Jennifer Daggett • Jul 08, 2022

They say trust has to be earned. Well, how can one earn trust when they are newly hired on to handle all of your business financials? If your trust has ever been taken advantage of, then I am sure you are very weary of hiring anyone to handle such an important task for your business. I’d like to help ease some nerves by sharing with you ways you can identify if a bookkeeper is not being truthful and provide a detailed list of questions to ask before hiring to ensure you work with the best person that you and your business needs!

Woman holding and pointing to an open laptop with the word

Embezzlement, theft, fraud…whatever term you choose to call it is NOT something you want to worry about when it comes to any aspect of your business. Unfortunately, small and medium size businesses are most at risk for such criminal behavior. As a small business owner, it is crucial that you have a good understanding of what the warning signs for this crime looks like.

 

NOTICEABLE CHARACTERISTICS

 

Behavior Change

If your bookkeeper is suddenly acting “off” or different than their usual, this could point to them engaging in fraudulent behavior. This could look like their mental state is all over the place, they start taking more phone calls or breaks, or they begin working excessive hours. If this is the only thing you are noticing with your bookkeeper, don’t run with it. Stressors in their personal life may have an affect on their professional life. BUT! If you are noticing this with some of the next few to be mentioned, this is definitely something to keep your eye on!

 

Financial Stress

It is common for those that engage is fraudulent behavior to have some sort of stress in their life. A big stressor that contributes to committing a crime to obtain money would be that of debt. I’m not referring to the usual student loan debt or maybe a couple hundred in credit card. I’m talking about large and possible sudden debts where one may see no other way out that could be a result of addiction or overspending.

 

Desiring Control in Your Business

If your bookkeeper is being persistent on the idea that they should have full control of all the financial management, this could certainly be a red flag. PRO TIP! Have separation of duties. Don’t make it too easy for them by letting them have full control.

 

PREVENTION

 

So, you know the warning signs to watch out for if you find yourself in this position. Great! Now, what can you do to avoid or prevent this from happening in the first place? I’m glad you asked!

 

Separation of Duties

I’ve already touched on this so there is no need to spend much time on it. To reiterate, separation of duties is very helpful in making sure you do not make it to easy for any one person to steal from you. Make sure that each individual has a clear and defined outline of exactly what their duties are. For example, one is in charge of reconciling accounts while another is in charge of payroll and so on.

 

Know Your Numbers

Stay on top of what the financials look like for your business! Never hand someone access to your accounts, giving them free reign. Be involved in the processes and be aware of what goes on. Those that engage in embezzlement will most likely begin with taking small amounts of cash because they believe you won’t notice it. If you know your numbers like the back of your hand, you’ll see those small amounts and can squash it before it even starts!

 

Ask About Their Security Measures

If security is your top concern, then it should definitely be a top question! If they have a hard time answering or seem to have a willy-nilly process, move on and look elsewhere. At AdminBooks, we occasionally have people ask us how we ensure security and we are more than happy to share that we run background checks on all employees, we use logins with passwords and two step authentication, we do view only access to bank accounts, and we run regular computer checks to ensure updates and security are always intact. Why are we so happy to dive into the fun topic of security? Well, because it brings peace of mind and any professional you hire should have your peace of mind as a priority!

 

Be Cautious of Who You Hire

When you hire an employee, you probably held an interview for them in which you asked a series of questions. Following interviews, you narrowed down your list of potential hires by those that had the greatest experience, knowledge and personality fit for you business. DO THE SAME FOR YOU BOOKKEEPER! I cannot stress enough how important and beneficial it is to ask the right questions for anyone you may hire to cover such an important part of your business! If they have issues with answering your questions, then maybe that’s a red flag for you. If you need help coming up with important, detailed questions to ask before hiring, please click the link below for our free list that we believe can be very helpful in determining not only who would be a good fit but who could be trustworthy.

Finding the Right Professional
A case of money, tax refund
24 Apr, 2024
Tax season can be a stressful time for many, but the anticipation of receiving a tax refund can also bring a sense of relief and excitement. For those expecting a refund, knowing where to check its status and understanding the timelines involved are crucial for managing finances effectively. Here's a comprehensive guide to help you navigate the process of checking your tax refund status and understanding the expected timelines in the United States. Where to Check Your Tax Refund Status IRS Website: The Internal Revenue Service (IRS) offers a tool called "Where's My Refund?" available on their official website. To check your refund status, you'll need: Your Social Security number or ITIN Your filing status The exact refund amount you are expecting This service is updated once every 24 hours, usually overnight, so you can get daily updates on your refund status. IRS2Go Mobile App: The IRS also offers a mobile app called IRS2Go, which provides several services including the ability to check your refund status. It's available for download on both Android and iOS platforms and offers the same features as the website, making it convenient to check your status on the go. How Long Does It Take to Receive a Tax Refund? The timeline for receiving a tax refund can vary based on the method of filing and the accuracy of the tax return submitted. Here are some general guidelines: Electronic Filing: Most refunds are issued within 19 days after the IRS receives the tax return if filed electronically. This is the fastest way to receive your refund and is generally less prone to errors. Paper Filing: Refunds can take about six to eight weeks from the date the IRS receives a paper return. This method is slower and more susceptible to errors, which can further delay processing. Tips for a Faster Refund File Electronically: Filing your taxes electronically is faster and more secure than paper filings. Use Direct Deposit: Opt for your refund to be deposited directly into your bank account to receive it more quickly than a mailed check. Ensure Accuracy: Double-check your tax return for any errors before submission. Mistakes can delay your refund significantly. What Could Delay Your Refund? Several factors can delay your refund, including: Filing during peak times, especially close to the filing deadline Errors in your tax return, such as incorrect Social Security numbers or math errors Returns flagged for a deeper review, such as for identity theft or fraud concerns Understanding where to check your tax refund status and knowing the expected timelines can help ease the anxiety associated with tax season. By following the tips outlined above, you can ensure a smoother and quicker refund process. Remember, the key to a prompt refund is accuracy and choosing the right filing and refund methods. Stay informed and proactive about your tax responsibilities to make the most of your tax season.
09 Apr, 2024
In the realm of personal and business finance, understanding and effectively managing estimated tax payments is crucial. This article aims to provide a clear and comprehensive overview of what estimated tax payments are, who needs to make them, and how to calculate and submit these payments efficiently. What are Estimated Tax Payments? Estimated tax payments are periodic advance payments of income tax that individuals and businesses are expected to pay if their income is not subject to sufficient withholding tax. This typically includes earnings from self-employment, interest, dividends, alimony, rent, gains from the sale of assets, prizes, and awards. Essentially, if you anticipate owing tax of $1,000 or more when your return is filed, you should be making estimated tax payments. Who Should Pay Estimated Taxes? Self-Employed Individuals: This includes freelancers, independent contractors, and small business owners. Investors: Those earning significant income from dividends, interest, or capital gains. Retirees: Particularly those receiving substantial income from investments or retirement accounts not subject to withholding. Individuals with Multiple Sources of Income: Such as those with substantial side gigs in addition to their regular employment. Calculating Estimated Tax Payments (see below for easy visual guide) Determine Expected Adjusted Gross Income (AGI): This includes all expected income for the year, deductions, and credits. Calculate Estimated Tax Liability: Using current tax rates and brackets, estimate the total tax liability for the year. Subtract Withholding and Credits: Subtract any taxes that are withheld from your regular employment or other sources and any applicable credits. Divide the Result: The remaining amount is your estimated tax, which should be divided into four equal payments. Schedules and Methods of Quarterly Tax Payments Estimated tax payments are typically due in four equal installments. For 2024, the deadlines are April 15, June 17, September 16, and January 15 of the following year. Payments can be made via mail, phone, or online through the IRS website or the Electronic Federal Tax Payment System (EFTPS). Penalties for Underpayment Failing to make estimated tax payments can result in penalties. The IRS calculates penalties based on current interest rates and applies them from the due date of the estimated payment to the date of actual payment. Tips for Managing Estimated Tax Payments Stay Organized: Keep accurate records of all income and expenses. Adjust Payments as Needed: If your income changes significantly, re-calculate your estimated taxes to avoid underpayment or overpayment. Use Electronic Payments: Utilizing online payment systems ensures timely and secure transactions. Consult with a Tax Professional: Especially if your financial situation is complex. Managing estimated tax payments is a vital aspect of financial planning for individuals and businesses with diverse or significant non-wage incomes. Staying informed and proactive in estimating and paying taxes not only keeps you compliant with tax laws but also helps avoid unexpected financial burdens at tax time. Remember, when in doubt, consulting a tax professional is always a wise decision to ensure accuracy and compliance.
A small business owner made a tax filing mistake
26 Mar, 2024
Small business owners face numerous challenges, and managing taxes is often one of the most daunting. Tax mistakes can lead to financial penalties, audits, and unnecessary stress. Understanding and avoiding common tax filing errors can save small business owners both time and money.
13 Mar, 2024
As tax season approaches, it's crucial for small business owners to navigate the complexities of tax filings accurately and efficiently. This article aims to guide you through some essential do's and don'ts to help ensure a smooth tax season. Do: Keep Accurate Records Organize Financial Documents : Ensure all your financial records are organized. This includes invoices, receipts, bank statements, and any other documents related to your business income and expenses. Use Accounting Software : Consider using reliable accounting software to track your financial transactions. This can simplify the process of organizing records and reduce errors. Do: Understand Your Deductions Know What’s Deductible : Familiarize yourself with the types of expenses that are deductible for your business. Common deductions include office supplies, travel expenses, and certain types of insurance. Avoid Overlooking Deductions : Small expenses can add up. Don’t overlook minor deductions like postage, parking fees, or small office supplies. Do: Seek Professional Help Hire a Tax Professional : If you’re unsure about your tax obligations, consider hiring an accountant or tax advisor. They can provide valuable guidance and help you maximize deductions. Stay Informed About Tax Laws : Tax laws change frequently. A professional can help keep you informed about new laws that may affect your business. Don’t: Procrastinate Avoid Last-Minute Filing : Procrastination can lead to rushed mistakes. Start preparing your taxes well before the deadline to ensure accuracy. Consider Extensions if Needed : If you need more time, it’s better to file for an extension than to rush through your tax return. Don’t: Mix Personal and Business Expenses Maintain Separate Accounts : Keep your personal and business finances separate. This makes it easier to track business expenses and justifies deductions. Avoid Personal Purchases on Business Accounts : Do not use business accounts for personal expenses. This can lead to complications and might flag you for an audit. Don’t: Misclassify Employees and Contractors Understand the distinction: Ensure you correctly classify workers as either employees or independent contractors. This classification affects how you withhold how you pay taxes, social security, and Medicare. Avoid Penalties: Incorrect classification can lead to penalties and back taxes. If in doubt, consult IRS guidelines or seek professional advice to ensure compliance. Navigating tax season can be a daunting task for small business owners. By following these do's and don'ts, you can avoid common pitfalls, take advantage of deductions, and potentially reduce your tax burden. Remember, staying organized, seeking professional advice, and being proactive are key to a successful tax season.
frustrated woman at laptop computer
By Renee Daggett 16 Feb, 2024
Our tax code contains plenty of opportunities to cut your taxes. There are also plenty of places in the tax code that could create a surprising tax bill. Here are some of the more common traps.
05 Feb, 2024
Contribution limits for the ever-popular health savings account (HSA) are set for 2024. The new limits are outlined here with current year amounts noted for comparison. So plan now for your 2024 contributions.
Business owner filing a BOI report
23 Jan, 2024
As of January 1, the Corporate Transparency Act (CTA) came into play, introducing a fresh federal filing obligation for numerous business entities, including corporations, limited liability companies, limited partnerships, and certain other entities.
home office
16 Jan, 2024
The home office deduction continues to be a significant tax break for the thousands of Americans who work from home, either part-time or full-time. However, in 2024, it's important to note that this deduction primarily benefits self-employed individuals or those running a business from their home. Employees working from home for an employer generally cannot deduct their office expenses.
someone giving to charity
By Renee Daggett 10 Jan, 2024
Did you know that you may be able to reduce your taxable income by donating cash or goods to a “qualified charity”?
a person driving business miles and tracking miles for mileage reimbursement
08 Jan, 2024
This is a subThe Internal Revenue Service (IRS) has announced the new standard mileage rates for 2024, reflecting changes in the costs associated with operating an automobile. These rates are crucial for individuals and businesses to understand as they affect the calculation of deductible costs for automobile use for business, charitable, medical, or moving purposes.
More Posts
Share by: