As a business owner, we understand that your mind is always focused on bringing in new clients and on the day-to-day operations of your business. That being said, financial management is a critical aspect that can significantly impact the success and sustainability of your business.
Unfortunately, many business owners fall prey to common (easily avoidable) financial mistakes that can lead to serious consequences.
In this blog post, we will delve into 8 of the most common financial pitfalls and provide insights on how you can navigate through them successfully.
Mistake #1: Neglecting the separation of personal and business finance
This is a big one. One of the fundamental errors business owners make is failing to keep personal and business finances separate. Mixing these two can lead to accounting chaos, making it challenging to:
– track expenses,
– identify tax deductions, and
– assess the true financial health of the business.
Even though you created the company and you are the only director and shareholder, the company is a separate legal entity. Using business funds for personal use has serious Companies Act implications. In the case of sole proprietorship, even though you and the business are essentially the same legal entity, you still need to separate all income and expenses to ensure that you pay tax on the proper amount.
The solution:
- Establishing distinct bank accounts and financial systems is crucial for maintaining clarity and ensuring accurate financial reporting. Some banks offer sole proprietors a free business account that will allow you to easily keep track of your business income and expenses.
- Do not use the business funds to pay for personal expenses and vice versa.
Mistake #2: Underestimating expenses
Underestimating expenses is a dangerous oversight that can disrupt your cash flow and strain resources. You will need to spend a bit of time conducting thorough research and analysing information to anticipate as many potential costs associated with operations, (including overhead, supplies, and unexpected contingencies) as you can. This may seem like a tedious process but a comprehensive budgeting strategy can help avoid unwelcome financial surprises down the road.
The solution:
- Compile a proper, detailed budget and cash flow forecast for at least 6 months in advance.
- Track your actual expenditure against your budget and STICK to it.
Mistake #3: Hasty financial decisions without proper due diligence
Being your own boss is great, most of the time. You can make decisions quickly and there’s no red tape to get things done. However, rushing into major financial decisions without conducting due diligence can lead to regrettable outcomes.
The solution:
- Whether it’s a major investment, partnership, or significant expenditure, taking the time to consult with financial experts or seeking advice from mentors can provide you with valuable insights.
- Understanding the tax implications of your decisions is also important and could impact the end result.
Mistake #4: Operating without contracts
It is quite common, in the early days of owning a business, to be willing to work without a contract. You may feel as though a verbal agreement is sufficient and don’t want to risk losing a client by insisting on a contract. You need to let go of this mindset. Contracts actually make your business look more professional and stable.
Not having well-drafted contracts in place exposes your business to unnecessary risks. Contracts serve as a legal safeguard, outlining the terms of agreements, deliverables, and payment schedules. Establishing clear contractual agreements protects both parties involved, prevents misunderstandings, and provides a foundation for resolving disputes.
The solution:
- Ensure detailed, legally binding contracts are in place and signed by both parties. It would be best to consult with a corporate legal professional in this regard.
Mistake #5: Lack of understanding of financial statements
You NEED a basic understanding of financial statements when running a business. Yes, you can hire an accountant to provide bookkeeping and accounting services, and we would be happy to help you with that, but as a business owner you need to have a basic overall understanding of your business finances.
A fundamental knowledge gap in understanding financial statements can hinder informed decision-making.
The solution:
- You should invest time in gaining a basic understanding of balance sheets, income statements, and cash flow statements. This insight is crucial for assessing the financial health of your business, identifying trends, and making strategic adjustments.
- Ensure that you partner with an accountant who can make time to discuss the health of your business with you.
Suggested course: Short Course in Basic Financial Accounting
Mistake #6: Overlooking tax obligations
Ignoring or underestimating tax obligations is a recipe for financial trouble. You need to stay informed about tax regulations, deadlines, and available deductions. Having a qualified accountant will ensure that you are always up to date on tax deadlines and that you are maximising your opportunities for tax efficiency.
The solution:
- Sign up for the aXia Newsletter to keep up to date with tax deadlines.
Mistake #7: Mismanagement of VAT
Many business owners mistakenly treat the VAT portion of revenue as available funds for general use. This can lead to a shortfall when it’s time for you to pay SARS your VAT obligations. Understanding that the VAT portion is not discretionary income and setting it aside in a separate account prevents financial strain and ensures your compliance with tax regulations.
The solution:
- Open a separate account to “save” the VAT portion of the money received until this is due for payment.
- It helps to remember that VAT was never your money to begin with.
Mistake #8: Neglecting Accounting Records
This is possibly one of the biggest problems. Yes, your accountant is there to make sure your financial records are in order. But, only you will know whether expenses are being allocated correctly and if there are any glaring errors in your bank statement.
Failing to dedicate time to regularly review and maintain your accounting records is a common oversight. Consistent record-keeping is essential for tracking financial transactions, assessing business performance, and meeting reporting requirements.
The solution:
- If you allocate a few hours of dedicated time to this task each month, you can streamline this process and contribute to long-term financial stability.
We are happy to discuss intelligent online accounting options and provide some guidance so that you can choose the right software for your business.
Steering clear of these common financial mistakes requires a proactive and informed approach. You also don’t need to shoulder all the responsibility. Hiring an accountant may seem like a non-essential expense in the early days of running a business but it will save you both time and money in the long run.
N.B.: Schedule regular meetings with your accountant to discuss and go through your financial records.
We would be happy to set up a consultation with you to discuss your business needs. You can contact us at admin@axiaconsulting.co.za.
Content created by Brand Narrative
English 
Afrikaans