Author Archives: Editorial

QuickBooks Online supports more targeted user roles than it used to. Here’s how it works. Plus, 5 other ways to keep your data safe.

If you’re adding employees or assigning at least some of your company’s bookkeeping tasks to another worker, you’re in a good place. It means your business is growing and/or you’ll be able to focus your energy on other management tasks that require your unique abilities.

Adding a user to QuickBooks Online requires a great deal of trust in that individual. And even if you’re confident in that person’s honesty and sense of responsibility, it makes sense to limit their access to the data they can view, enter, and modify. Your customers and vendors rely on you to keep their sensitive information safe.

To help maintain the integrity of your company file, QuickBooks Online allows you to assign other employees to pre-defined user roles. If you have multiple people working with different levels of access, you’ll know who to talk to if any kind of problem occurs. You undoubtedly trust your workers, or you wouldn’t have hired them, but you need to be able to track down any activity that needs investigating. Here’s how it works.

Designating Roles for Employees

To get started, click the gear icon in the upper right. Under YOUR COMPANY, click Manage users. You’ll see two tabs at the top of the page that identify two types of people who might need access: Users and Accounting Firms. We’re going to talk about user roles here, though let us know if you want us to consult with you by getting limited login ability.

You’ll see yourself listed there, usually as the Primary admin. Click Add user in the upper right. On the page that opens, enter the employee’s name and email address in the blank fields. Click the down arrow next to the field under Assign roles.

You can choose from multiple billable and non-billable roles when you create a new user.

There are two types of roles. Billable roles count toward your user limit, the number of users allowed by your QuickBooks Online license. They include:

• Standard all access (full access without admin privileges, plus access to Payroll),
• Accounts receivable manager (can see and do everything with sales, customers, and A/R reports) and,
• Standard limited customers and vendors (can see and do everything with Customers and Sales, and Vendors and Purchases).

Non-billable roles are:

• Track time only, and,
• View company reports.

Viewing Permissions

Once you select a role, QuickBooks Online spells out what individuals in that role are allowed to do. Below the assigned role field, you’ll see the name of the role you selected and a link labeled View all permissions. Click that to see what is allowed in every area of QuickBooks Online. You can also click the View role descriptions link above to open a sliding panel with descriptions. At the bottom of that pane, click View role comparisons to see an even more detailed list of permissions in each role.

You can see more complete descriptions of each role by clicking View role comparisons.

When you’re done, click “Send invite” in the lower-right corner. You’ll return to the Manage users page, and your employee’s Status will change to Invited. It will change to Active when your worker gets the email and sets up an account with their username and password.

Other Steps You Can Take

Restricting access to QuickBooks Online is one way to safeguard your data. There are so many other things you can do and we really encourage you to do them. System breaches have become commonplace, and we don’t want you to be a victim.

These suggestions may be common sense, but are you practicing them?

• If employees are using QuickBooks Online away from the office, be sure to warn them not to log on when they’re getting access through a public Wi-Fi connection.
• It’s tiring to be constantly reminded to update your operating system and other desktop applications, but staying current is critical.
• Make sure that your antivirus and anti-malware software are functioning properly. If you use nothing else, at least use Windows Defender. It’s built in and free, and effective.
• If you don’t have to print something, don’t. If you do, store it in a secure place.
• Practice good network etiquette. Don’t click on attachments. Scammers have gotten so good at creating legitimate-looking emails and texts. If you have employees, don’t allow them to download apps on company computers unless you’ve approved them. And if you have a network, consider having a professional monitor it when needed.

All of these things will help you keep your QuickBooks Online data safe. Your customer and product/service records are your company’s lifeblood. If they get stolen, you’ll have a lot of clients whose data has been compromised. If they get hacked and you can no longer access them, your business could be forced to shut down.

Setting up new users in QuickBooks Online is not difficult, but you may have some questions about the type of access you should allow. Contact us today and we will make it easier for you without compromising your clients’ data.

As a high net worth individual in Boca Raton, effective estate tax planning is essential for preserving your wealth and ensuring your legacy is passed on to your heirs with minimal tax implications. Estate taxes can significantly impact the value of your estate, prompting many affluent individuals to seek comprehensive strategies to protect their assets and provide for future generations. This article explores essential estate tax planning strategies tailored for high net worth individuals in Boca Raton.

Key Considerations for Estate Tax Planning

Understanding the specifics of estate tax obligations is crucial for effective planning:

Federal Estate Tax Exemption:
As of 2023, the federal estate tax exemption is $12.92 million per individual. Estates valued below this threshold are generally not subject to federal estate tax. However, for those with estates exceeding this amount, the tax rate can be substantial, making proactive planning vital.

Florida Estate Tax:
Florida does not impose a state estate tax, which is advantageous for residents. However, this benefit does not eliminate the need for proper planning to minimize federal estate tax liabilities and ensure your assets are distributed according to your wishes.

Legacy Goals:
Clarifying your legacy goals including how you wish your assets to be distributed, which charitable organizations you want to support, and how you want to provide for your family is essential for effective estate planning. A well-defined vision helps guide your decisions and ensures your intentions are honoured.

Effective Estate Tax Planning Strategies

To minimize estate taxes while ensuring a smooth transition of your wealth, consider implementing the following strategies:

1. Establish a Comprehensive Estate Plan

A robust estate plan should include essential documents such as:

• Last Will and Testament: Outlines how your assets will be distributed upon your death and appoints guardians for minor children.
• Trusts: Establishing revocable or irrevocable trusts can help keep your estate out of probate, reduce estate taxes, and provide privacy and control over your assets after death. Trusts can also protect assets from creditors and ensure long-term management for beneficiaries.

2. Use Annual Gift Exclusions

Take advantage of the annual gift tax exclusion, which allows you to gift up to $17,000 (as of 2023) per recipient without incurring gift tax. Over time, this strategy can effectively reduce the size of your taxable estate, transferring wealth to loved ones in a tax-efficient manner.

3. Consider Charitable Giving

Incorporating charitable donations into your estate plan can benefit your heirs while also reducing your estate tax liability. Gifts to qualified charities can be deducted from your taxable estate, and vehicles such as charitable remainder trusts or donor-advised funds can help you achieve your philanthropic goals while maximizing tax benefits.

4. Utilize Life Insurance Strategically

Consider setting up an irrevocable life insurance trust (ILIT) to remove life insurance proceeds from your taxable estate. This approach can provide liquidity to pay estate taxes and other expenses, ensuring your heirs are not forced to sell valuable assets to cover tax obligations.

5. Establish a Family Limited Partnership (FLP)

A family limited partnership allows family members to transfer interests in the partnership at discounted values, thus reducing the overall value of the estate for tax purposes. FLPs can also facilitate the gradual transfer of wealth to the next generation while maintaining control over the assets.

6. Leverage Portability and Generation-Skipping Transfer (GST) Tax Exemptions

Married couples can take advantage of the federal estate tax exemption portability, allowing any unused exemption from the first spouse to pass away to be transferred to the surviving spouse. Additionally, the GST tax exemption can help you transfer wealth to grandchildren or future generations without incurring additional taxes.

7. Plan for Business Succession

If you own a business, a well-structured succession plan is critical. Consider strategies such as buy-sell agreements, business valuation, and the use of trusts to ensure a smooth transition and minimize estate tax exposure.

Common Mistakes to Avoid

Avoid these common pitfalls when planning your estate:

• Failing to Review Your Estate Plan Regularly: Changes in tax laws, family dynamics, or personal circumstances can affect your estate plan. Regular reviews ensure it aligns with your current goals and legal requirements.
• Overlooking Estate Tax Implications: Every decision regarding asset distribution can impact estate taxes. Consult with professionals to evaluate the tax implications of your estate plan and make informed choices.
• Neglecting to Communicate with Heirs: Ensure your heirs understand your wishes and involve them in the planning process to mitigate conflicts and misunderstandings. Open communication can prevent disputes and ensure a smooth transition.

Example Scenario: Case Study

Consider the case of Robert, a high net worth individual in Boca Raton:

Robert established a comprehensive estate plan, including a revocable trust, and regularly gifted assets to his children using the annual exclusion. He also made charitable donations through a donor-advised fund and set up an irrevocable life insurance trust. As a result, Robert minimized his taxable estate, provided for his heirs, and fulfilled his philanthropic desires; all while ensuring a smooth and tax-efficient transfer of wealth.

The Importance of Professional Guidance

Estate tax planning is complex and requires a thorough understanding of federal and state laws, as well as your unique financial situation and goals. Working with experienced estate planning professional including attorneys, tax advisors, and financial planners can help you develop and implement strategies tailored to your needs. Professional guidance ensures your plan remains current, compliant, and effective in achieving your legacy objectives.

Conclusion

Estate tax planning is an essential undertaking for high net worth individuals in Boca Raton. By establishing a comprehensive estate plan, leveraging tax exemptions, considering charitable giving, and working with experienced professionals, you can reduce tax liabilities and ensure your legacy is honoured for generations to come.

Are you ready to take control of your estate planning? Contact us today for a personalized consultation and let our team help you develop a comprehensive estate tax plan that maximizes your legacy while minimizing tax implications. Secure your family’s future and achieve peace of mind with expert estate planning tailored to your unique needs.

Introduction

For small business owners in Boca Raton, the thought of an IRS audit can feel a bit like being called to the principal’s office; stressful, confusing, and a little intimidating. But here’s the good news: with the right preparation and mindset, you can turn a potentially nerve-wracking experience into just another item on your business to-do list. Think of it as a pop quiz you can actually study for!

This guide will walk you through what to expect, how to prepare, and how to handle the IRS with confidence and professionalism. Let’s break it down so you can focus on what you do best: running your business.

Key Considerations for Small Businesses Facing IRS Audits

If you’re a small business owner in Boca Raton, here are some things to keep on your radar when it comes to IRS audits:

1. Audit Triggers:
Ever wonder why some businesses get audited while others don’t? The IRS isn’t picking names out of a hat. Certain factors can make your business more likely to get a second look. These include claiming unusually high deductions compared to your income, reporting numbers that swing wildly from year to year, or operating in a cash-heavy industry (think restaurants, salons, or retail shops). If your tax return stands out, it might just get noticed.

2. Documentation Requirements:
The IRS loves paperwork almost as much as you love a well-balanced spreadsheet. They require clear, organized documentation to back up every dollar of income and every deduction you claim. If you can’t prove it, you can’t deduct it. Simple as that.

3. Responding to IRS Notices:
If you receive a letter from the IRS, don’t panic and definitely don’t ignore it. Responding promptly and thoroughly is key to keeping things on track and avoiding unnecessary headaches.

Effective Strategies for Preparing for an IRS Audit

Here’s how you can set yourself up for audit success (and maybe even impress your auditor):

1. Maintain Comprehensive Records
Think of your business records as your audit Armor. Keep everything organized: income statements, receipts for deductible expenses, bank statements, payroll records, and more. Using accounting software can make this process much easier, and digital copies of receipts mean you won’t be digging through shoeboxes come audit time.

2. Review Your Tax Returns
Before an audit ever happens, take a look at your recent tax returns. Are there any numbers that don’t quite add up? Did you claim a deduction that might raise eyebrows? Make sure you have the documentation to back up every claim. A little self-audit now can save a lot of stress later.

3. Engage a Tax Professional
You don’t have to do it alone! A qualified tax professional or accountant can be your guide through the audit process. They know the ins and outs of tax law, can communicate with the IRS on your behalf, and help you present your records in the best possible light. Think of them as your audit bodyguard.

4. Prepare for the Audit Meeting
If your business is selected for an audit, don’t panic. Instead, get ready to calmly and professionally explain your numbers. Have your paperwork organized and be prepared to answer questions about your deductions and income. The more prepared you are, the smoother the meeting will go.

Common Mistakes to Avoid During IRS Audits

Even the best business owners can make mistakes. Here are a few to steer clear of:

• Ignoring IRS Communication:
  That letter from the IRS won’t go away if you pretend it doesn’t exist. Respond quickly to avoid extra scrutiny or penalties.
• Inadequate Documentation:
  Missing receipts or incomplete records can make your audit much more difficult. Make sure every deduction is supported by clear documentation.
• Trying to Handle the Audit Alone:
  Unless you’re a tax expert, going solo can lead to mistakes. Don’t hesitate to bring in a professional who knows the ropes.

Real-Life Example: Julia’s Audit Success Story

Let’s look at Julia, who owns a small restaurant in Boca Raton. After claiming higher-than-average operating expenses, Julia received an audit notice from the IRS. Instead of panicking, she pulled out her well-organized records; receipts, invoices, payroll documents, and more. With her tax advisor by her side, Julia was able to answer every question and provide all the necessary paperwork. The result? A smooth audit process and no penalties. Julia’s story is proof that preparation pays off!

Conclusion

IRS audits can be daunting, but they don’t have to be a disaster. For small businesses in Boca Raton, the key is preparation: keep your records organized, review your tax returns regularly, and don’t be afraid to seek professional help. With the right approach, you can handle an audit with confidence and keep your business running smoothly.

Is your business ready for an audit? Don’t wait until you get that letter in the mail. Contact us today to schedule a consultation and make sure your documentation is in order. Protect your business and your peace of mind with smart, proactive tax strategies!

Remember: An audit is just another part of running a business. With the right preparation, you’ll be ready for anything the IRS sends your way!