Cash Basis vs. Accrual-Based Accounting: Choosing the Right Method for Your Small Business

January 15, 2023

As a small business owner, choosing the suitable accounting method to track and manage your financial data is essential. But with so many options available, it can take time to know which method is best for your business. In this article, we'll explore two of the most commonly used accounting methods: cash basis accounting and accrual-based accounting. By understanding the differences between these two methods, you can decide which is right for your business.


What is the Difference Between Cash Basis Accounting and Accrual-Based Accounting?

A view of a financial statement through a magnifying glass - cash basis vs. accrual-based accounting concept.

At a high level, the main difference between cash basis accounting and accrual-based accounting is the timing of when transactions are recorded. With cash basis accounting, it records transactions during the exchange of cash. For example, if you sell a product or service and receive payment from a customer, it records the sale at that time. On the other hand, accrual-based accounting records transactions when they occur, regardless of the time of payment. So, if you sell a product or service on credit, the sale is recorded at the time of the sale, even if payment is not received until later.


Advantages of Cash Basis Accounting


One of the main advantages of cash basis accounting is that it simplifies record-keeping. Since transactions are only recorded when cash is exchanged, there are fewer transactions to track and record. This can make it easier for small business owners with limited accounting knowledge or capacity, to understand and manage their financial data.


In addition to being easier to understand, cash basis accounting can also be less expensive to implement. Since it requires fewer transactions to track and record, it may require fewer resources and less time to maintain.


Disadvantages of Cash Basis Accounting


While cash basis accounting has advantages, it also has some significant drawbacks. One of the main disadvantages is that it can be less accurate in reflecting the actual financial status of the business. Since it only records transactions during the exchange of cash, it may provide a partial picture of the business's financial activities.


Another disadvantage of cash basis accounting is that it does not provide a clear picture of future cash flow. Cash basis accounting only records transactions during the exchange of cash. Hence, it may not accurately reflect the business's future financial obligations or opportunities.

Finally, cash basis accounting may not be suitable for businesses with high levels of credit sales. Since transactions are only recorded when cash is exchanged, credit sales may only be reflected in the business's financial records once payment is received.


Advantages of Accrual-Based Accounting


Accrual-based accounting provides a more accurate picture of the business's financial status. Since it only records transactions when they occur, regardless of the receipt of the payment, accrual-based accounting offers a complete picture of the business's financial activities. This can be especially important for businesses with high levels of credit sales. It allows them to track and manage their accounts receivable accurately.


In addition to being more accurate, accrual-based accounting can also provide a clearer picture of future cash flow. It can help businesses better predict their future financial obligations and opportunities by recording transactions when they occur.


Another advantage of accrual-based accounting is that it can be more suitable for businesses with high levels of credit sales. Since it records the credit sales at the time of the sale rather than when receiving payment, businesses can better manage their accounts receivable and predict future cash flow.


Disadvantages of Accrual-Based Accounting


While accrual-based accounting has its advantages, it also has some significant drawbacks. One of the main disadvantages is that it can be more complex to implement and understand. Since it records transactions when they occur, regardless of the time of the payment, it can require more detailed record-keeping and a deeper understanding of accounting principles.


Another disadvantage of accrual-based accounting is that it may require more resources and time to maintain. Since it involves tracking and recording more transactions, it may require more effort to manage accurately.


Finally, accrual-based accounting can be more expensive to implement, especially for small businesses that may not have the resources or expertise to manage it effectively.


Conclusion


In conclusion, choosing the right accounting method for your small business is essential. So, which one do you use for your business? Both cash-based and accrual-based accounting have advantages and disadvantages. The right method for your business will depend on your specific needs and goals. 


If you're still unsure which method suits you, consider reaching out to us for a free consultation. We will help you understand each method's pros and cons and make an informed decision about which is best for your business.

Q3 Estimated Taxes Due September 15!

By Patricia Moore • September 4, 2025
Quarter 3 Estimated Taxes Are Due September 15th

How to Estimate Taxes When You’re Self-Employed: A Simple Guide

By Patricia Moore • April 23, 2025
Working for yourself is exciting—you're your own boss, setting your own schedule, and building something you're proud of. But when it comes to taxes, things can get a little tricky. Unlike traditional employees who have taxes withheld from their paychecks, self-employed individuals are responsible for managing and paying their own taxes throughout the year. That’s where estimated taxes come in. They help you avoid a surprise tax bill (or penalties) when tax season rolls around, and they’re a big part of staying compliant and financially healthy as a business owner.  Let’s break down how estimated taxes work and what you need to do to stay on top of them. What Are Estimated Taxes? Estimated taxes are payments you make to the IRS throughout the year on income that isn’t subject to withholding. This includes money you earn from freelancing, gig work, contract jobs, or running your own business. If you expect to owe at least $1,000 in taxes for the year after subtracting withholding and tax credits, you’ll likely need to make estimated payments. These payments cover both your income tax and self-employment tax (which includes Social Security and Medicare). When Are Estimated Taxes Due? Estimated tax payments are made four times a year: - April 15 – for income earned January 1 to March 31 - June 15 – for income earned April 1 to May 31 - September 15 – for income earned June 1 to August 31 - January 15 (of the following year) – for income earned September 1 to December 31 If the due date falls on a weekend or holiday, your payment is due the next business day. How Much Should You Pay? There are a couple of ways to figure this out: - Safe Harbor Method: If your income is similar to last year’s, you can avoid penalties by paying at least 100% of last year’s tax liability (or 110% if your adjusted gross income was over $150,000). - Current-Year Estimate: If you expect to earn more or less than last year, aim to pay at least 90% of what you’ll owe this year. You can use IRS Form 1040-ES and your prior year’s return to help calculate your estimated payments. How to Make Payments You have a few options when it comes to sending in estimated tax payments: - IRS DirectPay – an easy way to pay online - IRS2Go mobile app – convenient for on-the-go payments - Mail a check – using Form 1040-ES - IRS online account – track payments, balances, and access past tax records No matter how you pay, be sure to mark your calendar and avoid missing a deadline. What If You Don’t Pay Enough? If you underpay or make late payments, the IRS may charge you a penalty. For 2025, the interest rate for underpayment is 7% plus 3 percentage points, and the interest is compounded daily, which can add up quickly. You can usually avoid this penalty if: - You owe less than $1,000 when you file, or - You paid at least 90% of your current year’s tax bill, or - You paid 100% of your prior year’s tax (or 110% if your income was higher) Reassess When Life Changes Life happens—maybe you got married, took on a second job, or had a child. Any of these events can change how much tax you owe. Check in on your income and expenses every few months and adjust your estimated payments if needed. If you also earn W-2 income, consider increasing your withholding through your employer by submitting an updated Form W-4. This can help offset your self-employment tax and reduce what you need to pay quarterly. Why Hiring a Bookkeeper Can Make a Big Difference Being self-employed means wearing a lot of hats—and tax planning doesn't have to be one of them. A professional bookkeeper can help you stay organized, track your income and expenses, and make sure your estimated payments are accurate and timely. At Keep-On-Booking, I work with self-employed individuals and small business owners to take the guesswork out of tax season. From ongoing bookkeeping to estimated tax support and financial reporting, I'm here to help you stay on top of your finances—so you can focus on doing what you love.
Schedule a consultation today and let’s make your next tax season the easiest one yet!

Top 10 Commonly Missed Tax Deductions for Self-Employed People

By Patricia Moore • January 28, 2025
Tax season can be a challenge for self-employed individuals, but it’s also an opportunity to save money by leveraging deductions. Unfortunately, many people overlook key expenses that could significantly reduce their tax bill. Here’s a quick guide to the top 10 commonly missed tax deductions: Retirement Plan Contributions: Contributions to SEP-IRAs, SIMPLE IRAs, and solo 401(k)s are tax-deductible. Tax-deferred growth helps you build a stronger financial future while reducing your current taxable income. Self-Employment Tax: You pay the full 15.3% Social Security and Medicare tax as a self-employed person. Deducting half of this tax aligns your tax burden closer to that of traditional employees. Home Office Expenses: Deduct a portion of your rent, mortgage, utilities, and insurance if you use a part of your home exclusively for business. Use the simplified method to calculate your deduction or opt for actual expenses if they’re higher. Health Insurance Premiums: Deduct premiums for health, dental, and long-term care insurance for yourself, your spouse, and dependents under 27. This deduction applies even if you don’t itemize your deductions on your tax return. Internet and Phone Bills: Deduct the business portion of your phone and internet expenses. Ensure you separate personal and business use to avoid IRS scrutiny. Meals: Deduct 50% of meals for business purposes, such as client meetings, conferences, or travel. Meals must be reasonable and not considered extravagant to qualify as deductible. Office Supplies: Items like pens, paper, printer ink, and other business essentials are fully deductible. Don’t forget to deduct larger office equipment like desks, chairs, or computers if used solely for business. Marketing and Advertising: Deduct the full cost of promoting your business, such as website hosting, social media ads, and printed materials. Costs related to branding, like logo design or promotional items, are also deductible. Professional Services: Costs for accountants, lawyers, consultants, or other professional services are fully deductible. Fees for tax preparation software or financial advisors can also qualify as deductions. Travel Expenses: Deduct costs like airfare, lodging, car rentals, and meals for business-related travel. Parking fees, tolls, and transportation to and from meetings or the airport can also be deducted.  Why You Should Hire a Bookkeeper: Keeping track of expenses and deductions can be overwhelming. Hiring a bookkeeper provides: Maximized Deductions: Ensures you claim every eligible expense Time Savings: Lets you focus on running your business while they handle the details. Accuracy: Reduces errors and the risk of audits. Financial Insights: Helps you better understand and plan your finances. Bonus Tip: The cost of hiring a bookkeeper is a deductible business expense! . Final Thoughts Navigating taxes as a self-employed individual doesn’t have to be stressful or overwhelming. By staying informed about commonly missed deductions and maintaining accurate records, you can significantly reduce your tax burden and keep more of your hard-earned money. At Keep-On-Booking, I help take the guesswork out of your finances. From payroll management to tax filing and financial reporting, my services are designed to save you time and money while you focus on growing your business. Contact me today for a consultation: https://www.keep-on-booking.com/consultation