If you’re a small business owner, chances are you didn’t start your company out of a passion for bookkeeping. But as you grow, financial management becomes an increasingly important responsibility.

For many, it’s an unfortunate truth. We all know that running a small business takes long hours and a lot of hard work. And this often means tasks like tracking expenses can easily fall by the wayside. But this important job plays a critical role in successfully managing your cash flow.

If you don’t keep tabs on how much money is going out, you can quickly find yourself in a difficult situation. Keeping an eye on your expenses will not only help you reach financial goals, it can also provide some extra deductions come tax time. (For specific advice about your individual tax situation, remember to always consult a tax professional.)

So how can you make sure you’re tracking your costs wisely? Use these six tips as a guide:

1. Keep business and personal expenses separate. One of the biggest mistakes many small business owners make is mixing their personal and company expenses. Not only is this difficult to track, it can also be problematic in the event of a tax audit. Always use separate bank accounts to pay your bills and carry two separate credit cards – one you use for personal purchases and one that’s just for business expenses.
2. Know what qualifies as a business expenses. According to the IRS, a business expense is one that’s both ordinary and necessary. Taking a client out for lunch? That will likely qualify as a business expense. Taking your client out to a baseball game afterwards? New changes in the tax law have made most entertainment expenses no longer deductible. Consult your tax adviser for further clarification.
3. Log expenses immediately. We’ve all gone through a credit card statement and found purchases we didn’t remember making. For this reason, it’s important to record your purchases as soon as they’re made. Taking this diligent approach will help reduce the risk of an accounting error. And there are plenty of technologies that make it quick and easy (see No. 6).
4. Organize your records. It’s time to ditch that shoebox full of crumpled receipts. Instead, keep all your receipts in a folder according to their month. Or better yet, scan them or snap a picture on your phone to store the images digitally. For recurring payments like utilities, create a notification on your calendar so you can remember to print and save your bill.
5. Review your expenses regularly. Now that you’re tracking expenses, be sure to take a routine look at where your money’s going. Check your books every week to ensure expenses appear in good standing. This will help reduce the risk of bounced checks or unpaid invoices. Then, at the end of each quarter, look at your expense trends. This can help you identify areas where cuts can be made.
6. Use technology to your advantage. Keeping a written ledger or updating an endless spreadsheet can be exhausting. Luckily, there are plenty of mobile apps and online tools that can do the job for you. If you’re already tied to an accounting software, major players like Concur and QuickBooks may be a good solution. But there are plenty of other great (and often low-cost) options available. Some other popular options include Zoho Expense, Expensify, Rydoo and Shoeboxed.

As a small business owner, you’ve got a lot on your plate. So when it comes to protecting everything you’ve built, you need someone you can count on.

https://www.erieinsurance.com/blog/how-to-track-business-expenses

Risk control consultants are the preventative care professionals of business insurance. They can help you detect potential hazards to your business’s well-being and help you understand what actions you can take to keep things healthy.

Good news: Qualifying customers who have business insurance with ERIE have access to customized risk control services. That’s just one more way we’re looking out for you.

Learn more: How an ERIE Risk Control Consultant Can Help You

Bob Kupris, a commercial insurance veteran with more than 30 years in risk control, leads ERIE’s team of risk control consultants. We asked him for an insider’s perspective on what consultants look for – and the surprising things they find.

RISKY BUSINESS

To get things started, let your ERIE agent know that you’re interested in focusing on risk control for your business.  ERIE’s professional consultants can offer many resources to help, including a walk-through for  businesses who qualify. . They’re looking for ways for you to mitigate risks by identifying potential loss exposures and providing information on solutions to control and/or eliminate them.

ERIE’s consultants have specialized areas of knowledge –property, commercial auto, workers’ compensation, products liability and construction/contracting – to better meet customers’ needs.

Their keen eyes are quick to spot things you might expect, such as fire protection. However, there are a few less obvious risks Kupris says are equally as common and – in some cases – on the rise.

SURPRISING CULPRITS

You know the ins and outs of your business better than anyone. So, what might a risk control consultant be able to see that you might not?

Here are a few surprising trends risk control has noticed:

• Lack of commitment from management. Maintaining a hazard-free workplace is the law, according to the U.S. Department of Labor. What’s more, it’s more likely to happen if owners and managers make it a priority. A recent OSHA study found that non-fatal workplace injuries cost businesses more than $125 billion a year.With that in mind, Kupris says the first thing he notices is management controls to determine the commitment to workplace safety. “It’s one of the most important things we look at,” he said. “Companies that have management support tend to have better safety records and also tend to be more productive.”
• Data breaches caused by your company. According to the Insurance Information Institute, credit card fraud and employment-related fraud are two of the top five ways consumers fall victim to identify theft. It’s the area of risk Kupris says he’s seen grow the fastest. Having iron-clad cyber security safeguards against hacks and the right coverage is the best way to prevent your company from experiencing, or potentially causing, a data breach.Related Reading: Is Your Business Data Secure?

• Employees distracted behind the wheel. In ERIE’s 2018 distracted driving study, it was discovered that in fatal car accidents caused by distracted drivers, 61 percent were generally inattentive. Kupris says drivers of commercial vehicles are no exception to this scary statistic and he’s seen a spike in commercial auto claims, which can affect your insurance rates and everyone’s safety. Does your business employ a no cell phone policy for your drivers?If your drivers have to use GPS, is it hands-free?

THE ERIE APPROACH TO RISK CONTROL

Providing preventative plans to these risks and more is where ERIE’s risk control consultants shine. Here are some examples of the most unique support in the industry they provide to commercial customers, at no additional fee:

• All the tools in their toolbox. For qualifying ERIE customers,consultants offer a wide range of risk control services, including OSHA Outreach Training Programs, customized written safety programs and disaster planning resources from The Insurance Institute for Business & Home Safety.

• Support that isn’t just for the big guys. ERIE offers follow-up consultations to help businesses, regardless of whether they’re the biggest fish in the pond. “Many insurance companies won’t go out on something small,” Kupris said. “But at ERIE, we don’t operate that way.” If you want follow-up assessments or training for your business, ask your agent how ERIE can help.
• A close working relationship with your ERIE agent. “It’s really a joint effort,” Kupris said. “ERIE agents really take a genuine interest in their customers and our team of consultants. That’s something you don’t always see at other places.”