Managing accounts receivable can be challenging, especially in an uncertain economy. To keep your company financially fit, it’s a good idea to occasionally revisit your billing and collections processes to ensure they’re as efficient and effective as possible. Consider these helpful tips.

Resolve billing issues quickly 

The quality of your products or services, and the efficiency of order fulfillment and distribution processes, can significantly impact collections. When an order arrives damaged, late, or not at all, the customer has an excuse to question or not pay your invoice. Other mistakes include incorrectly billing a customer or failing to deliver on promised discounts or special offers.

Make sure you resolve billing mistakes quickly and ask customers to pay any portion of the bill they’re not disputing. Once the matter has been resolved and the product or service has been delivered, ask the customer to pay the remainder of the bill. Depending on the circumstances, you also may consider asking the customer to sign off on the matter by making a note on the final invoice. Doing so will help protect you from potential future claims.

A lengthy cycle time for resolving billing disputes can have ripple effects on finance and accounting processes, such as reporting and forecasting. For instance, if you prepare your first quarter financial statements with numerous outstanding adjustments, management won’t be able to evaluate first quarter results until the adjustments are made. Delays in financial reporting can lead to missed business opportunities and postpone detection of impending financial problems.

Send timely invoices

If you haven’t already done so, implement an automated collection system that generates invoices when work is complete, flags problem accounts, and produces useful financial reports. Consider sending invoices electronically and enabling customers to pay online. You can still send statements out monthly as a routine reminder of outstanding balances.

Delays in invoicing can impair collection efforts. Familiarize yourself with industry norms before setting payment schedules (whether they’re on 30-, 45- or 60-day cycles). If your most important or largest customers have their own payment schedules, be sure to set them up in your system.

It’s also important to regularly verify account information to ensure invoices and statements are accurate and they get into the right hands. Set clear standards and expectations with customers — both verbally and in writing — about your credit policy, including pricing, delivery and payment terms.

Consider rewards for early payment and penalties for delays

Despite your best efforts, you’re still likely to encounter slow-paying customers. Here are some ideas to encourage timely payments:

• Request payment up front with deposits or service retainers,
• Reward timely payments with early-payment discounts, and
• Provide incentives to customers that improve their payment practices.

If positive reinforcement isn’t working, consider implementing late-payment penalties. For instance, you could assess fees on past-due accounts. You might also put a credit hold on extremely delinquent accounts or adjust their payment terms to cash on delivery.

Stay connected with high-maintenance customers

Make regular calls and send e-mail reminders to customers who haven’t settled their accounts. If necessary, the manager who works directly with the customer should try to resolve the payment issues with the lead contact at the company — or even the owner. Consider executing a promissory note to prevent the customer from disputing the charges in the future. If your efforts aren’t fruitful, get help from an attorney or collection agency. Keep in mind, though, that third-party fees may consume much of the collected amount.

If an outstanding debt is uncollectible, you can write it off as an ordinary business expense. Be sure to document customers’ promises to pay and your collection efforts, as well as why you believe the debt is worthless.

We can help

Solid billing and collections strategies are integral to a company’s financial health. Contact us for more ideas for improving your company’s approach to accounts receivable.

Auditor independence is the cornerstone of the accounting profession. Auditors’ commitment to follow the standards set forth by the American Institute of Certified Public Accountants (AICPA), the Securities and Exchange Commission (SEC), and the International Auditing and Assurance Standards Board (IAASB) ensures stakeholders can trust that audited financial statements present an accurate picture of the performance and condition of companies.

Close-up on AICPA standards 

Auditors of U.S. publicly traded and privately held companies must be members of the AICPA. According to AICPA standards, “Accountants in public practice should be independent in fact and appearance when providing auditing and other attestation services.” Specifically, the Professional Ethics Division of the AICPA defines independence as, “The state of mind that permits a member to perform an attest service without being affected by influences that compromise professional judgment, thereby allowing an individual to act with integrity and exercise objectivity and professional skepticism.”

In short, auditors can’t provide any services for an audit client that would normally fall to the company’s management to complete. Auditors also can’t engage in any relationships with their clients that would:

• Compromise their objectivity,
• Require them to audit their own work, or
• Result in self-dealing, a conflict of interest or advocacy.

In addition to maintaining their independence, all AICPA members must comply with a code of professional conduct. This code requires every member of the AICPA to act with integrity, objectivity, due care and competence, and maintain client confidentiality.

Benefits for your organization

Although auditor independence might seem relevant only to the accounting profession, it matters to the entire business community. When auditors adhere to the profession’s independence and ethics standards, they enhance the reliability of the financial reports they audit. The production of audited financial statements helps companies establish and maintain stakeholder confidence. This can help companies attract investors, secure bank loans, and demonstrate financial stability to other stakeholders, including employees, suppliers, and regulators.

Auditor independence is a critical issue for public and private companies alike. Contact us to discuss any questions you may have regarding independence.

Financial statements are critical to monitoring your business’s financial health. In addition to helping management make informed business decisions, year-end and interim financial statements may be required by lenders, investors, and franchisors. Here’s an overview of two common accounting methods (cash-basis & accrual-basis), along with the pros and cons of each method.

1. Cash-basis

Under the cash-basis method of accounting, transactions are recorded when cash changes hands. That means revenue is recognized when payment is received, and business expenses are recorded when they’re paid. This method is used mainly by small businesses and sole proprietors because it’s easy to understand. It also may provide tax-planning opportunities for certain entities.

The IRS allows certain small businesses to use cash accounting. Eligible businesses must have average annual gross receipts for the three prior tax years equal to or less than an inflation-adjusted threshold of $25 million. The inflation-adjusted threshold is $30 million for the 2024 tax year (up from $29 million for 2023). Businesses that use this method have some flexibility to control the timing of income and deductions for income tax purposes. However, this method can’t be used by larger, more complex businesses for federal income tax purposes.

Beware: There are some disadvantages to cash-basis accounting. First, it doesn’t necessarily match revenue earned with the expenses incurred in the accounting period. So cash-basis businesses may have a hard time evaluating how they’ve performed over time or against competitors. Management also may not know how much money the company needs to collect from customers (accounts receivable) or pay to suppliers and vendors (accounts payable and accrued expenses).

2. Accrual-basis

The accrual-basis method of accounting is required by U.S. Generally Accepted Accounting Principles (GAAP). So, most mid-sized and large businesses in the United States use accrual accounting. Under this method, businesses record revenue when it’s earned and expenses when they’re incurred, regardless of when cash changes hands. It’s based on the matching principle, where revenue and the related business expenses are recorded in the same accounting period. This principle may help reduce significant fluctuations in profitability over time.

Revenue that’s earned but not yet received appears on the balance sheet, usually as accounts receivable. And expenses incurred but not yet paid are reported on the balance sheet, typically as accounts payable or accrued liabilities. Accrual accounting also may require some companies to report complex-sounding line items, such as prepaid assets, work-in-progress inventory and contingent liabilities.

Although this method is more complicated than cash accounting, accrual accounting provides a more accurate, real-time view of a company’s financial results. So it’s generally preferred by stakeholders who review your business’s financial statements. Accrual accounting also facilitates strategic decision-making and benchmarking results from period to period — or against competitors that use the accrual method.

Additionally, businesses that use accrual accounting may enjoy a few tax benefits. For example, they can defer income on certain advance payments and deduct year-end bonuses that are paid within the first 2½ months of the following tax year. However, there’s also a tax-related downside: Accrual-basis businesses may report taxable income before they receive cash payments from customers, which can create hardships for businesses without enough cash reserves to pay their tax obligations.

Choosing the right method

To recap, not every business is able to use cash-basis accounting — and it has some significant downsides. But if your business has the flexibility to use it, you might want to discuss the pros and cons. Contact us for more information.

The top line of an income statement for a for-profit business is revenue (or sales). Reporting this line item correctly is critical to producing accurate financial statements. Under U.S. Generally Accepted Accounting Principles (GAAP), revenue is recognized when it’s earned. With accrual-basis accounting, that typically happens when goods or services are delivered to the customer, not necessarily when cash is collected from the customer.

If revenue is incorrectly stated, it can affect how stakeholders, including investors and lenders, view your company. Inaccurate revenue reporting also may call into question the accuracy and integrity of every other line item on your income statement, as well as amounts reported for accounts receivable and inventory. So, auditing revenue is an essential component of a financial statement audit.

Audit standards

Under GAAP, you typically must follow Accounting Standards Codification (ASC) Topic 606, Revenue from Contracts with Customers. This standard went into effect in 2018 for calendar-year public companies and 2020 for calendar-year private entities. It requires more detailed, comprehensive disclosures than previous standards.
Under ASC 606, there are five steps to determine the amount and timing of revenue recognition:

1. Identify the contract with a customer.
2. Identify the performance obligations in the contract.
3. Determine the transaction price.
4. Allocate the transaction price to the performance obligations.
5. Recognize revenue when the entity satisfies the performance obligation.

When auditing revenue, auditors will analyze your company’s processes, including the underlying technology and internal controls, to ensure compliance with the rules. The goals are to ensure that your process properly records every customer obligation accurately and that revenue is reported in the correct accounting period.

Audit procedures

During fieldwork, auditors will scrutinize internal controls related to every phase of a customer contract, the appropriate segregation of duties, and the accounting processes governing the booking of revenue in the appropriate periods. They’ll also select a sample of individual customer transactions for in-depth testing. This may include reviewing contracts and change orders, inventory records, labor reports, and invoices to ensure they support the revenue amounts recorded in the general ledger. In addition to helping validate your revenue recognition process, testing individual transactions can uncover errors, omissions, and fraud.

Auditors will also analyze financial metrics to root out possible anomalies that require additional inquiry and testing. For example, they might compute gross margin (gross profit divided by revenue) and accounts receivable turnover (revenue divided by accounts receivable) over time to evaluate whether those ratios have remained stable. They might compare your company’s ratios to industry benchmarks, too, especially if demand or costs have changed from prior periods.

Eyes on the top line

Stakeholders — including investors, lenders, suppliers, customers, employees, and regulatory agencies — use the information included in financial statements for many purposes. If your revenue recognition process is flawed, it tends to trickle down to other financial statement line items, compromising the integrity of your financial statements. So, it’s important to get it right. Contact us to discuss audit procedures for revenue and ways to improve your revenue recognition process.

In today’s uncertain marketplace, many businesses are stashing operating cash in their bank accounts, even though they might not have imminent plans to deploy their reserves. However, excessive “rainy day” funds could be an inefficient use of capital. Here’s a systematic approach to help estimate reasonable cash reserves and maximize your company’s return on long-term financial positions.

What’s the harm in stockpiling cash?

An extra cushion helps your business weather downturns or fund unexpected repairs and maintenance. But cash has a carrying cost — the difference between the return companies earn on their cash and the price they pay to obtain cash.

For instance, checking accounts often earn no (or very little) interest, and many savings accounts generate returns below 2%. If a company has cash reserves while simultaneously carrying debt on its balance sheet, such as equipment loans, mortgages and credit lines, it will pay higher interest rates on loans than it’s earning from the bank accounts. This spread represents the carrying cost of cash.

What’s the optimal amount of cash to keep in reserve?

Unfortunately, there’s no magic current ratio (current assets divided by current liabilities) or percentage of assets that’s right for every business. A lender’s liquidity covenants are just an educated guess about what’s reasonable.

However, you can analyze how your company’s liquidity metrics have changed over time and how they compare to industry benchmarks. Substantial increases in liquidity — or ratios well above industry norms — may signal an inefficient deployment of capital.

Prospective financial reports for the next 12 to 18 months can be developed to evaluate whether your company’s cash reserves are too high. For example, a monthly forecasted balance sheet might estimate expected seasonal ebbs and flows in the cash cycle. Or a projection of the worst-case scenario, based on certain what-if assumptions, might be used to establish a company’s optimal cash balance. Forecasts and projections should take into account a business’s future cash flows, including capital expenditures, debt maturities, and working capital requirements.

Formal financial forecasts and projections provide a method for building up healthy cash reserves. This is much better than relying on gut instinct. You also should compare actual performance to your forecasts and projections — and adjust them, if necessary.

What’s the highest and best use of excess cash?

After prospective financial reports and industry benchmarks have been used to determine a company’s optimal cash balance, management needs to find ways to reinvest its cash surplus. For example, you might consider repurposing the surplus to:

• Invest in marketable securities, such as mutual funds or diversified stock-and-bond portfolios,
• Repay debt to lower the carrying cost of cash reserves,
• Repurchase stock, especially when minority shareholders routinely challenge management’s decisions, or
• Acquire a struggling competitor or its assets.

With proper due diligence, these strategies could allow your business to reap a higher return over the long run than leaving funds in a checking or savings account.

We can help

Contact us for help creating formal financial forecasts and projections and evaluating benchmarking data to devise sound cash management strategies. We can guide you toward more efficient use of capital while reserving enough cash on hand to meet your business’s short-term operating needs.