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Something Every Small Business Should Know: Illegal Dividends

Tax Planning

For limited company owners, dividends are often a great method to take out your hard-earned profit in a more tax efficient way.

However, the process of giving yourself money via dividends isn’t totally straightforward. It’s all too easy to make a mistake and give yourself a tax problem instead.

The most common mistake is when limited company owners view their dividends as their monthly ‘pay’. This viewpoint then results in the ltd company owners drawing out a sum of money each month as a ‘dividend’, with no regard to company performance. That is one big no-no.

So, this blog is about one of the ways your ‘dividend’ could be illegal, and how to avoid it.

Why your dividend might be illegal

There can a few reasons why a dividend might be illegal, including:

  • Misunderstanding who can legally vote the dividend,
  • A lack of documentation
  • Not understanding the need for true profits to be available

As numbers people, we’d like to talk about the profit issue here. For a dividend to be legal there are several things that need to happen, which we cover in this blog on the subject. Just marking a bank payment as ‘dividend’ isn’t enough.

Is there sufficient profit to award a dividend?

There needs to be enough ‘profit’ to be able to pay any dividend. You need to be sure this profit exists. So, you need to review the most up to date set of accounts or reports you have before any dividend is considered.

If you are in the ‘cloud’ accounting world, you may have access to this via a product like Xero or QuickBooks. Log in and scroll down to the bottom of your accounts or Balance Sheet report, where you usually see something like this:

For many small businesses, the bottom figure ‘Total Capital and Reserves’ is often a good indicator of whether a dividend can be paid (and potentially how much). However, the figure can contain values that can’t have a dividend paid from them, such as share ‘capital’ (£2 in the above) or ‘share premium’ (not shown here).

In this example, the company looks in a reasonable position on paper to pay a dividend. However, there are some common pitfalls that mean in reality there could not actually be enough profits to pay money as a dividend.

Is your book-keeping accurate and up to date?

One major pitfall can be if your book-keeping isn’t accurate. Your book-keeping may not have taken into account a lot of adjustments such as:

  • The drop in value of the things (physical assets) your company owns (‘Depreciation’)
  • Timing adjustments
  • Provisions for expenses or income not yet made.

Other issues can include:

  • Dividends in the software are being shown in the ‘Profit and Loss’ report rather than in the Balance Sheet.
  • You are using last year’s accounts, so the data is likely to be out of date.

Get into the Balance Sheet habit

Get into the habit of reviewing the Total Capital and Reserves section of the Balance Sheet. It might not be completely accurate or current, but at least you’ll gain some awareness of whether a payment is likely to be ok as a dividend.

The most common scenario we see where dividend payments has gone wrong is where this ‘capital and reserves’ figure is very small, and the owner has not taken into account the adjustments for future tax, timing or depreciation.

My dividends might be illegal, what do I do?

There isn’t a generic answer we can give here as it varies wildly, based on your individual situation.

What we can say though that in many cases, the payment can often be reflected as a loan to the director instead. In reality, this is the key consequence of getting this wrong. Under the Companies Act, the shareholders could be asked to repay that dividend (essentially the same treatment as a loan).

I’m worried about making legal dividends

Review your figures and ask your accountant for help in understanding how this all works for you and your company. If you don’t have an accountant, or feel you aren’t making the most of dividends and other limited company tax opportunities with your current accountant, we can help. Just get in touch.

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KEEP UP WITH THE LATEST FROM FEBE ASSOCIATES

Accounting Mistakes

Top 5 book-keeping mistakes to avoid! Our book-keepers and accountants regularly see common mistakes made by business clients who do their own bookkeeping.

If you’re making the same mistakes in your business bookkeeping, these will cost your business money in either additional tax or penalties. More importantly, you won’t get the ‘right’ numbers on which to base important business decisions.

  • If you can’t see the correct amount of profit you are making, how do you know if you could hire that next (or first) person to join your team?
  • If you are entering costs incorrectly, your tax bill will be wrong.

 

The top 5 common mistakes to avoid!

This blog mainly deals with common mistakes from an accounting software point of view (Xero, QuickBooks etc). However, many of the points apply even if you are keeping a basic spreadsheet instead.

1 The obvious one – incorrect entries

The most common error is simply entering the wrong dates, amounts and/or category of a given cost. A simple error can become double-trouble if you’re using accounting software where your bank is connected, and sends a ‘feed’ to the app.

These apps are clever and try to match amounts paid on your bank statement with receipts you have entered into the system. It says, ‘Hey is this amount on your bank statement paying off this receipt?’.

If the values don’t match, the app won’t be able to match up the receipt you’ve entered. In most cases, this leads to the app adding the bank statement line as a cost again. This effectively is double entering that cost, once as an incorrect receipt, and once when seen on the bank statement/feed.

If you are VAT registered this is even worse, as you potentially have a double VAT claim, or at best an incorrect one!

2 Not checking your ‘accounts payable’ / ‘accounts receivable’ reports

One of the best ways to check you have these important accounts right is to bring up a ‘Accounts Payable’ report. This shows who you owe what to on any given day.

Check your Accounts Payable report … and think, “Is this correct at that date?”. If you have items that are negative figures, or you think “I don’t owe that!’”, it’s likely you have a bookkeeping problem.

Another common indicator of a mistake is where this report has negative figures on it, or have incorrect balances. What’s more, this is just one side of the problem. It’s also likely your Profit and Loss report is also wrong, and that’s the one that shows how much money you are making – or not!

Points to look out for are:

    • Personal payments. When you paid a receipt personally, so it didn’t come out of your business bank account. You just need to mark it as paid in your software.
    • Duplicate entries. If you have a balance due to one of your suppliers you know isn’t right, try checking the individual invoice/receipt listing to see if there is a duplicate amount there.
    • A negative figure. This makes it looks like you’ve overpaid. It’s often a dating issue with either the receipt or a payment, but it could be a multiple of other issues.

Now do the same with your accounts receivable report. This shows which customers owe you money. You are looking for the same errors (invoices you know are paid, negative numbers, etc).

3 Entering net wages direct to ‘wages’

You will usually have a few elements of pay to account for such as:

    • Gross wages (what it actually cost you)
    • Net wages (what went to the employees’ bank)
    • Tax/National Insurance (that you pay to HM Revenue & Customs having deducted it from their bank payment)
    • Employers National Insurance costs

You may also have pension costs to deal with.

Wages paid to you or your team that are run through a payroll scheme often require multiple entries. Often, we see just the net wages being put to ‘Wages’. This is incorrect as the true cost is usually much higher than the amount that goes into the employee’s bank account.

When HMRC are paid, that transaction is often put to all sorts of categories! Often the best way  to deal with this is to use a ‘Journal’ and what is known as a ‘control account’ for wages paid, PAYE and pensions. However, that’s a subject way too long to explain in this short blog!

4 Entering ‘assets’ as an expense item

Items are often treated as business ‘assets’ if they:

 

  • Will last more than a year
  • Are usually higher value (say over £200)

These items should get put into an asset category, not an expense.

For example, your new MacBook should go to ‘Computer Equipment’ (Asset) or ‘Plant and Machinery’ (!) (Asset) etc, rather than some other expense line. This will help make sure your accounts are correct.

5 Entering drawings or dividends as a ‘wages’ expense

When you are paying yourself, some owners will put their pay to ‘wages’.

Unless they are wages paid through a payroll scheme, these costs are not technically ‘wages. They won’t be coming off your profits, as they ARE the profits! So, they shouldn’t be shown as a company expense.

    • Generally, these payments should go to accounts such as an ‘equity’ account called Dividends Paid (Ltd company) or Owners Drawing (sole trader).
    • If you’re a limited company, you might also point them at the ‘Directors Loan Account’ and deal with them later.

A final ‘Bonus Mistake’

There’s one final critical common mistake to avoid – make sure your bank balance is correct inside the software! There are many ways to do this, but one would be to bring up a ‘Balance Sheet’ report, go to the bank balance and check if the figure shown there matches your bank statement on that date.

If not, you have some work to do!

 

Want to avoid making these top 5 mistakes?

Ask your accountant or book a consultation with us. We offer a paid 1-hour, 1-2-1 consultation so you can ask simple questions of an accountant. If you don’t have an accountant or bookkeeper yet, we’d love a chat about how we can help.

  • Call us
  • Send us a message
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Understanding VAT Implications for Property Developers and Investors

vat, value added tax, document

Navigating the world of property development and investment in the UK can feel like walking through a complex maze, especially when it comes to Value Added Tax (VAT). Understanding VAT implications for property developers and investors is crucial to ensure profitability and compliance. In this comprehensive guide, we’ll break down the complexities of VAT, highlight when it’s chargeable, how to reclaim it, and the compliance requirements to avoid penalties.

The Importance of VAT in Property Development and Investment

Imagine you’re a property developer about to embark on a new project—a luxury apartment complex in London. You’re excited about the potential returns but suddenly hit a wall when confronted with VAT charges you hadn’t anticipated. This unexpected cost eats into your profit margins, turning a promising venture into a financial strain.

This scenario is all too common. Without proper knowledge of VAT services UK, property developers and investors can face significant financial setbacks. Understanding VAT isn’t just about compliance; it’s about strategic financial planning that can make or break your investment.

What is VAT and How Does It Affect Property Transactions?

Value Added Tax (VAT) is a consumption tax added to goods and services in the UK. For property developers and investors, VAT can be both a cost and an opportunity, depending on the nature of your projects and how you manage your VAT obligations.

Types of Property Transactions and Their VAT Implications

  1. New Residential Buildings: Generally zero-rated for VAT purposes.
  2. Commercial Properties: Standard-rated at 20% VAT when sold or leased.
  3. Renovations and Conversions: Reduced or zero-rated VAT may apply under certain conditions.
  4. Land Sales: Typically exempt but can be opted to tax, making them standard-rated.

Expert Insight: John Smith, a VAT specialist, notes, “Understanding whether your property transaction is exempt, zero-rated, or standard-rated is crucial for effective VAT planning strategies.”

When is VAT Chargeable for Property Developers and Investors?

New Builds and Conversions

  • Zero-Rated Supplies: Selling or leasing new residential properties can be zero-rated, allowing you to reclaim VAT on associated costs.
  • Reduced Rate (5%): Applicable to conversions that change the number of dwellings (e.g., converting a house into flats).

Real-Life Example: Emma, a property investor, converted a commercial building into residential flats. By applying the reduced VAT rate, she saved thousands on her renovation costs.

Commercial Properties

  • Standard-Rated: Sale or lease of new commercial properties (less than three years old) is subject to 20% VAT.
  • Opt to Tax: Owners can choose to waive the VAT exemption on commercial properties, allowing them to charge VAT and reclaim input VAT on expenses.

Renovations and Repairs

  • Standard Rate Applies: General repairs and maintenance are usually standard-rated.
  • Reduced Rates: Certain renovations may qualify for reduced rates, such as bringing an empty home back into use.

How to Reclaim VAT: Input Tax Recovery

Reclaiming VAT on your expenses is a vital aspect of VAT compliance for property investors.

Eligibility for VAT Reclamation

  • VAT Registration: You must be VAT-registered to reclaim VAT on your purchases.
  • Intention to Make Taxable Supplies: You can reclaim VAT if you intend to sell or lease properties in a way that is taxable (standard-rated or zero-rated).

Common Reclaimable Expenses

  • Construction Costs: Materials and labour for building new properties.
  • Professional Fees: Architect, engineer, and legal fees.
  • Marketing and Sales Costs: Advertising and promotional expenses.

Important Note: Input VAT cannot be reclaimed on exempt supplies, such as residential lettings, unless you opt to tax.

Compliance Requirements to Avoid Penalties

Failing to comply with VAT regulations can result in severe penalties from HM Revenue & Customs (HMRC). Here’s how to stay on the right side of the law.

1. Accurate VAT Registration

  • Threshold Consideration: If your taxable turnover exceeds £85,000 in a 12-month period, you must register for VAT.
  • Voluntary Registration: Even below the threshold, registering can be beneficial if you have significant input VAT to reclaim.

2. Timely and Correct VAT Returns

  • Filing Deadlines: Usually quarterly, but can be monthly or annually.
  • Making Tax Digital (MTD): HMRC requires VAT records to be kept digitally and submitted using compatible software.

3. Proper Record-Keeping

  • Invoices and Receipts: Keep all VAT invoices for purchases and sales.
  • VAT Account: Maintain a summary of your VAT transactions.

Case Study: Mark, a property developer, faced a hefty fine due to incorrect VAT filings. By seeking tax compliance assistance, he rectified his records and implemented systems to prevent future errors.

4. Understanding Partial Exemption Rules

If you make both taxable and exempt supplies, you may only reclaim a portion of your input VAT.

  • Standard Method: Based on the proportion of taxable supplies.
  • Special Methods: Can be agreed upon with HMRC for a more accurate reflection.

VAT Planning Strategies for Property Developers and Investors

Effective VAT planning strategies can significantly impact your profitability.

1. Opting to Tax

  • Advantages: Allows you to reclaim VAT on purchases related to commercial properties.
  • Considerations: Once opted, it applies for at least 20 years and affects all future transactions.

2. Utilizing VAT Schemes

  • Flat Rate Scheme: Simplifies VAT accounting but may not be beneficial if you have high input VAT.
  • Cash Accounting Scheme: Pay VAT based on cash received rather than invoices issued, aiding cash flow.

3. Timing of Supplies

  • Invoice Timing: Strategically timing invoices can defer VAT payments.
  • Stage Payments: Align VAT liability with project cash flow.

Analogy: Think of VAT planning as navigating a ship through treacherous waters; with the right map and compass, you can avoid hidden dangers and reach your destination safely.

Addressing Potential Challenges

Counterargument: “VAT is too complex; it’s easier to ignore it.”

Response: Ignoring VAT obligations can lead to significant financial penalties and legal issues. Engaging with VAT services UK can simplify the process and protect your interests.

Counterargument: “I can handle VAT without professional help.”

Response: While possible, VAT regulations are intricate, and mistakes can be costly. Professional guidance ensures compliance and maximizes your financial benefits.

The Role of Professional VAT Services

Engaging experts in property developer VAT can provide invaluable assistance.

Benefits of Professional Assistance

  • Expert Knowledge: Stay updated with ever-changing VAT laws.
  • Customized Strategies: Tailored advice to suit your specific projects.
  • Peace of Mind: Assurance that you’re compliant and optimizing your VAT position.

Expert Quote: Lisa Brown, a VAT consultant, states, “Investing in professional VAT advice is not just a cost but a strategic move that can save property developers and investors substantial amounts in the long run.”

Conclusion: Navigating VAT Successfully

Understanding VAT implications is not just a legal requirement but a strategic necessity for property developers and investors in the UK. By being proactive, seeking professional tax compliance assistance, and implementing effective VAT planning strategies, you can enhance your profitability and avoid costly pitfalls.

Take the Next Step Towards VAT Compliance

Don’t let VAT complexities hinder your property ventures. Contact us today for personalized advice and discover how our expertise in VAT services UK can support your success.

Frequently Asked Questions

1. When must property developers and investors register for VAT?

Answer: You must register for VAT if your taxable turnover exceeds £85,000 in a 12-month period. However, voluntary registration may be beneficial if you have significant input VAT to reclaim.

2. Can I reclaim VAT on residential property developments?

Answer: Yes, if you’re building new residential properties for sale (zero-rated supplies), you can reclaim VAT on associated costs. However, if you’re renting out residential properties (exempt supplies), you generally cannot reclaim VAT unless you opt to tax.

3. What is the ‘opt to tax,’ and how does it affect me?

Answer: Opting to tax allows you to charge VAT on commercial property transactions, enabling you to reclaim input VAT on related expenses. It applies for at least 20 years and affects all future dealings with the property.

4. How does the reduced VAT rate apply to property conversions?

Answer: A reduced VAT rate of 5% may apply to the conversion of non-residential buildings into residential use or changing the number of dwellings (e.g., converting a house into flats).

5. What are the penalties for VAT non-compliance?

Answer: Penalties can include fines, interest charges, and in severe cases, criminal charges. The exact penalty depends on the nature and severity of the non-compliance.

6. How does partial exemption affect my VAT recovery?

Answer: If you make both taxable and exempt supplies, you can only reclaim input VAT related to taxable supplies. Partial exemption rules determine the proportion of VAT you can reclaim.

7. Is professional VAT assistance necessary for property developers and investors?

Answer: While not mandatory, professional assistance can help navigate complex VAT regulations, ensure compliance, and optimize your financial position, potentially saving you significant amounts.

8. What records do I need to keep for VAT purposes?

Answer: You must keep detailed records of all VAT invoices, receipts, and a VAT account summarizing your VAT transactions. Records should be kept for at least six years.

9. How does Making Tax Digital (MTD) impact my VAT reporting?

Answer: MTD requires you to keep digital records and submit VAT returns using compatible software. It aims to make the tax system more effective and easier for businesses.

10. Can timing my property transactions help with VAT planning?

Answer: Yes, strategically timing invoices and stage payments can align VAT liabilities with your cash flow, aiding in effective VAT planning.

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The Best Way to Pay Yourself From Your Limited Company: 2024/2025 edition

When you own a small business, it is crucial to know how to pay yourself in the most beneficial way from a tax point of view. To be honest, get this wrong and it will cost you money!

Paying yourself tax efficiently is about setting the levels at which you pay yourself your salary at the most tax efficient points. Here is our short guide to one option where you can pay yourself more and the tax office less!

In this example, we presume you are a typical small business owner with a limited company AND you are both a shareholder and a director.

 

The basics

For many small business owners, ‘the best’ way to take money from your limited company will be a combination of :

  1. a small salary, plus
  2. the rest in dividends(from the profit).

There are many good reasons for paying yourself this way.

So, what is ‘the best’ level of salary for 24/25?

The answer to this question is very specific to your individual circumstances and business goals. You should seek specific advice from your accountant or other business financial specialist based on your actual accounts and figures.

As with many small business owners, when your business is your only source of income, you will generally look to set the annual salary at either:

  • £9,100 per year

or

  • £12,570 per year

Doing the math(s)

Mathematically, £12,570 is better this year in many situations, BUT it depends on many other factors including:

  1. Any other income you might have
  2. If you canclaim Employment Allowance, and if you have used all of it
  3. Whether you want the hassle of having to pay over small amounts of tax in some months (more on this below).

As a result, you may have to also pay Employer’s National Insurance at this level.

 

More salary = more hassle?

Generally, the higher salary payment option can become a practical pain for a small additional saving. You will need to remember to make the payment of Employers National Insurance on some months, and time is money…

Like many other UK small business owners, you might therefore choose to pay yourself the lower figure and take further dividends instead.

 

How much will I actually save in tax?

Again, it depends. As paid salary is usually deductible from your company’s profits, the saving on the salaried amount itself is 19% – 25%. This depends on your level of profits. So if you paid yourself £12,570, you’d usually save about £2380 – £3140 in corporation tax.

In addition, you still have to consider the personal tax consequences. The good news is that if the company ‘pay’ is your only income, then there will not be any personal tax at this level. This is because most owners will have a tax-free allowance that is equal to (or exceeds) the amount of pay.

I’m still confused about how to pay myself

Ask your accountant first as they will have access to all your accounts and can advise you on what tax savings you could actually achieve.

If you don’t have an accountant, or feel you aren’t making the most of the opportunities of a salary/dividend mix with your current accountant, we can help.

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Small Business Payroll Explained!

As a small business, payroll can seem like yet another daunting task to have to manage. Payroll does bring its own complexities with it, so in this short blog we’ll cover the basics for you.

Why might I need payroll?

There are usually two reasons you might need to consider running a payroll as a small business:

· You’re a limited a company and need to pay yourself some salary as a director.

· You’re a business that has employees and needs to pay them.

Running a payroll is often referred to as ‘operating a PAYE (Pay as You Earn) Scheme’. You may find information that makes reference to ‘paying a director under PAYE’ under ‘PAYE’. This all refers to running a payroll.

What do I need to do first?

Once you have decided that you can afford to take on an employee, the first step is to register your new employer with HM Revenue & Customs.

Even if you are just paying yourself as a director of a limited company, you will need to register as an employer. You will need to fill out an online form with your business details.

If you are taking on an employee, you should of course make sure you have the paperwork in places. This includes:

· All relevant contracts, or written ‘statement of particulars’

· Taking out employer’s liability insurance.

When you register as an employer, you will get an Employers PAYE reference. This is sometimes needed by your insurers.

Once you have registered for a PAYE scheme, you must regularly report to HMRC or you will receive a fine.

I have a PAYE scheme, so how do I ‘run’ payroll?

You need payroll software – the days of doing this on paper have long gone!

HMRC do have a free tool, and there are some other software providers that offer (basic) free software also. Generally, these are only good for paying under 10 employees.  

There are plenty of paid payroll software providers. Big players such as Xero and QuickBooks who sell this service as a bolt-on to their accounting software.

With payroll software, you usually need to:

· Add new employees to the system

· Set up their pay

· Set up their tax codes

· Run the software to calculate the amounts to pay your team

· Supply payslips (printed or PDFs)

· Report to HMRC through the digital reporting inside the software

· Pay any tax deducted from their wages to HMRC by the 22nd of the month following

Paying employees monthly is much easier from this perspective, as you only need to calculate and report once a month.

The other option is to outsource your payroll to a payroll provider, (such as us!). This ensures the right deductions are made, and that payroll is done on time, every time. Again, monthly payroll is cheaper to outsource as the calculations are carried out once a month, rather than each week.

What else do I need to consider?

Workplace pensions are a biggie. They are basically a form of employee rights protection. The workplace pensions will come into play when you have a team member earning over £10,000 a year (at time of writing).

When this happens, generally you will need to ‘auto enroll’ them into a pension scheme. Once on the scheme, you will need to deduct pension contributions from their pay. As the employer you must contribute to an employee’s workplace pension as well. The employee can choose to opt out of the scheme, but only after they’ve been entered.

For you as the business owner, employee workplace pensions have some cost and/or hassle to set up a pension scheme whether it was ultimately needed or not. As a side note, most directors in a small owner managed business scenario won’t need a workplace pension.

We will do another blog on this subject, but for now you can see a guide on the HMRC site.

 

What happens if I don’t do all of this?

The usual thing – fines! HMRC issue fines for not following the rules, as does the Pensions Regulator.

From your employees’ point of view, if you don’t submit payroll records, HMRC and other government bodies (such as the Universal Credit system) will not have any record of their earnings. This can cause problems for them.

As a business, if you don’t report your payroll correctly, you could also put your tax deduction for the wages paid at risk.

 

I’m still perplexed about payroll

Ask your accountant for help. If you don’t have an accountant, or are looking to outsource running your payroll, we’d love a chat about how we can help.

· Call us

· Send us a message

 

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How to claim business mileage from your own company

As a limited company owner, you probably know you can claim the business miles you do in your own personal vehicle.

What you may not understand is how to physically ‘claim’ the money from your company.

So, in this blog we cover a few ways you can do this. As usual, we are presuming you are a director of your own UK limited company, as the rules and process would vary in other situations.

A quick reminder on business travel

Business travel may seem simple, but what journeys are actually claimable can be a complex topic. So before following some of the steps below, remember to work out if the journey is claimable in the first place!

For example:

· You cannot claim for regular commuting to your office every day

BUT

· You can usually claim for travel to a ‘temporary workplace’

· 

Business travel – the basics

We covered some of the basics in our previous blogs on the subject:

Claiming limited company fuel expenses

Travel costs for the self-employed (Technically it’s slightly different for limited companies, but the broad concepts are similar.)

 

Steps to claiming your mileage

There are a few crucial steps to making a mileage claim from your limited company.

1. Log your miles

This may sound completely obvious, but you will need to record the qualifying business miles. Various apps can do this for you (including Xero and QuickBooks). Otherwise, a simple spreadsheet, or even a pad and pen will do!

Record as much detail on the reason for the trip as you can, along with the mileage.

2. Calculate your claim

Be careful on tracking your mileage amounts as they are per tax year (6th April – 5th of the following April), not per company year.

The mileage rates used to be pretty nice as they were intended to cover some wear and tear, running costs of the vehicle etc. However, with current fuel prices as they are and the fact the values haven’t moved for some years, the current rates do not feel that generous!

At the time of writing, you can claim 45p per mile for the first 10,000 miles in a tax year, and 25p thereafter.

3. Enter into your records

You now need to enter your claim into your accounting system. This will either be:

o An auto entry created by a mileage accounting app

o A tab on your spreadsheet

o An entry on your accounting records book

o An ‘expense claim’ or ‘bill’ in your accounting software

o Entering a ‘journal’ with the claim into your accounting software (see below)

Many accounting apps now include a mileage tracking feature using GPS and other technology. Some will charge for the feature, some don’t, but you don’t have to use that feature.

You could just enter the claim directly into your software another way. Even with some of the automatic calculations in the software apps, you still have a manual process later to approve and/or categorise the claim.

If you’d like to enter a single entry either annually or whenever you remember throughout the year, one option is to create a ‘journal’.

You can usually find a button somewhere to ‘add a journal’. You then need to enter details into the journal, which may look something like this:

 4. Decide if (or how!) you will repay yourself

In the journal entry example above, we categorised it as ‘Directors Loan Account’. This means that the company owes you the money at a later date, or will offset some of any money that you’ve potentially already drawn.

If the company has funds and you’d like to repay yourself the exact amount, you can simply do so on your online banking app straight to your personal account.

5. A key point to remember about repaying yourself

Unless you are getting physically paid mileage by your client / customer, there is no ‘extra’ free money to pay yourself this mileage amount.

So, you are paying yourself out of the available company money.

Many business owners struggle with this concept. It is not an extra invisible pot of cash. You are ‘creating’ some money by reducing the tax you might have to pay over, but it’s not 100% of the claim.

A few words on VAT

If you are VAT registered, it’s likely you could claim some VAT back on that mileage figure. We’ve not covered that here as its detailed and somewhat complex, but you we’d like you to know it’s a possibility.

 

Muddled about mileage?

First ask your accountant about any mileage allowances that might apply to you, and where to enter them in your software. If you don’t have an accountant, or feel you aren’t making the most of your mileage allowances with your current accountant, we’d love a chat about how we can help.

· Call us

· Send us a message

 

How to plan for your ‘dividend tax’ bill

Are you paying yourself from your limited company with dividends? It’s often a tax-efficient method, but it’s not generally tax-free. So, make sure you plan ahead and budget for the ‘tax bill’. Here’s how.

Dividends and personal tax

As a small business owner running a ltd company, you can often take some funds from the business as dividend. Many owners do this because it is usually efficient, and the paperwork is often easier actual ‘salary’.

When you do this, it’s very likely that you will have some personal tax to pay on those dividends. This is the #1 area we see limited company business owners trip up on – failing to plan and manage this tax bill.

If you get this wrong, it can seem like you are going round in circles. You could be constantly playing catch up and paying tax out, and feel like you are in a hole that you can’t get out of.

So, here are some thoughts on how you could plan for paying this tax and avoid that hole!

 

A quick reminder on how dividends work

Dividends are paid out of ‘retained profit’. So, what is ‘retained profit’?

This is the profit remaining after you’ve paid all of your expenses, accounted for the depreciation on any equipment, vehicles etc. the company may own. More importantly, you must have taken into account any tax the company owes now and in the future.

Keeping this super high level, what is then left is in theory a pot of money that is available for dividends to be paid from. This may include past profits not yet paid out.

The most important point of all

Needless to say, technically there is more to it than this, but it does show the key point about what profits are usually available. This is the crucial issue of the tax point. Many owners come unstuck because they fail to realise that the ‘pot’ of retained profit that is available needs to take into consideration CURRENT company tax bills.

Personal tax and payment via dividends

When you are paid using dividends, you are taxed personally on these.  

So how can you plan for your personal ‘dividend’ tax bill? There are 3 common strategies here.

1) Additional dividend

When the bill arrives, draw the money as an additional dividend to pay your personal tax from your company, when the time comes. BUT (and it’s a big but), this is by far the most dangerous option, as you could be in a situation where there are not enough profits to pay out a dividend to you to allow this.

You could be in a situation where you have the cash to do this, but technically on paper there are not the profits to do so. This can cause further tax issues. For example, you may currently have the cash because the company has a future tax bill due at a later date. So, whilst the cash is there, it’s not technically available to be a dividend.

This is the option where you find you can get into that loop of, draw money > get tax bill > draw extra money (that creates another tax bill) to pay tax > next year get larger tax bill > draw extra money (that creates another tax bill) to pay tax > etc.…

2a) Set aside some money

Set some of the money you draw aside for your personal tax bill. Some owners will do a ‘provision’ to give them some funds that should roughly cover the bill.

At the time of writing, a solid rough provision would be:

o 10% of the money you draw, up to the first £50,000,

then

o 30% on the next £50,000

If you are drawing more than £100,000, you would need to carry out more accurate planning.

The keen eyed will realise that 10% is more than the actual tax rate on those dividends, and 30% is slightly less than the tax on the higher rate dividends. Our experience is that if you put aside these percentages, you generally will have the funds to pay the bill. It’s never an exact science when using a provision approach.

2b) Work out what you will owe

This involves setting some of the money you draw aside for your personal tax bill, but working out in advance what that bill will be. You then have a goal to work towards. This will make it easier if your personal cashflow needs fluctuate month to month. It would give the ability to save more some months, and less on others!

I’m still confused about paying myself with dividend/s

Ask your accountant about payment by dividends, or book a consultation with us. We offer a paid 1 hour, 1-2-1 consultation so you can ask simple questions of an accountant. You don’t have to become a client, so it’s a great way for you to get the help, when you need it.

· Call us

· Send us a message

If you don’t have an accountant, we’d love a chat about how we can help.

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Blogs

Filing Limited Company Accounts: What You Need To Know

Accounting Mistakes

One of the main things we do is help business owners deal with their limited company accounts. Knowing what – and when the deadlines are for filing limited company accounts is the trick to helping the ‘legal bits’ of your business tick along seamlessly. Here is a brief roundup of what you need to file each year, and what might happen if you don’t.

Annual Accounts (to Companies House & HMRC)

These are the ‘full’ accounts that show you how the company has done in the year.

These work out the corporation tax you have to pay. Before these accounts can be filed, they must be produced to very specific accounting standards.

This ‘full’ set gets attached to the company’s tax return (see below) each year and is sent to HMRC.

There is an opportunity to get caught out when you’re filing limited company accounts, in that this is due to be submitted to Companies House 9 months after the company year-end. Directors often get caught out in the first year as its 21 months from registration, so is usually a slightly shorter deadline in year one.

Helpfully, your company’s registration on company’s house will also show you the due date for your accounts. 

You usually prepare a separate ‘filleted’ (previously known as ‘abbreviated’ ) set of accounts for Companies House, as these are publicly visible to anyone. This set doesn’t show you turnover, profits etc., just the overall ‘position’ of the business (useful for banks, lenders etc). 

Nearly all limited companies have accountants, as there are very limited free software (at time of writing) to help produce the accounts. They have to be ‘electronically tagged’ to be transmitted in a specific way to HM Revenue & Customs. This software (and the know-how) sits with accountants. 

Like all returns, there are penalties for not submitting your accounts to Companies House. You can expect them to range from £100 – £1500, but if you’ve been late before, they double. 

Ultimately, if you do not submit the accounts, you can also end up in court, so be sure to check the dates.

Corporation Tax Return (to HMRC)

With the full accounts in hand, you need to complete a corporation tax return that tells you and HM Revenue & Customs what tax to pay on the profits. This return is sent along with the full accounts. It is also ‘electronically tagged’ and sent via a specific electronic software system to HMRC. The deadline for the tax return is actually 12 months after the year-end. This may feel odd as the Companies House accounts are due at 9 months. Any tax payable is due at 9 months & One Day after the year-end – before the return is actually due!

It is worth being extra careful on the first-year tax return. It is very common for dates to not line up correctly, and possible that two returns need to be done. As you would expect, there are penalties for late filing, starting at £100. If you need support with filing limited company accounts, then contact us as, we’d be glad to help.

How often can you pay dividends from your limited company?

For a new small business owner, how to access the funds you need to live on yourself is a crucial question!

One of the primary ways you can take money from a limited company is via dividends. This basically a payment to you of the profit (or part of it), from your business, after tax and adjustments.

So, how often can I take a dividend?

The short answer:

As often as you want really!

BUT

There are some things you’ve got to get right to do so.

The slightly longer answer:

There is a general myth about dividend payments. This dates back to when companies would often only declare ‘final’ dividends at a company’s Annual General Meeting. Indeed, some ‘Articles of Association’ (the document that governs certain legal procedures around the company) might have even required this to be the case.

However, times have changed. Most small limited company owners will instead take regular ‘Interim Dividends’.

 Interim Dividends and the law

To make these dividends legal, you still need to take certain steps including:

· To ‘declare’ the dividends

· To keep specific records

in the meantime, here’s a quick check list. You need:

· Proof that you had the profits to pay out (usually company accounts or a current Balance Sheet)

· Meeting minutes declaring the dividend

· An entry in your records / book-keeping software

· Production of a Dividend voucher is recommended

At this point you would usually take the money, although you don’t have to. It could instead be marked in your ‘Director’s loan account’ for payment later, for example.

A few final words on dividend payments

Dividends can be a really useful tool for tax-efficiently extracting money for a limited company.

However, they can also be technically challenging, and planning for the potential personal tax bill on them can cause a major headache.

To help put yourself in the best position with this, check out the following:

· Do I need to pay tax on dividends?

· How to plan for your ‘dividend tax’ bill

You can also ask your accountant. Or you can book a paid 1 hour, 1-2-1 consultation with us so you can ask simple questions, and then go on to divvy out the dividends with more confidence yourself. It’s a great way for you to get the help you need, when you need it.

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Filing Accounts with HMRC

In addition to submitting accounts to Companies House, limited companies must file a Company Tax Return (CT600) accompanied by full statutory accounts to HMRC. This submission calculates the Corporation Tax owed based on the company’s profits. The deadline for filing the Company Tax Return is 12 months after the end of the accounting period it covers. However, any Corporation Tax due must be paid within 9 months and one day after the end of that period.

Joint Filing Options

To streamline the process, companies that do not require an auditor can file their accounts and Company Tax Return simultaneously using HMRC’s online service. This integrated approach ensures that both HMRC and Companies House receive the necessary documents, reducing administrative effort.

Consequences of Non-Compliance

Failure to file accounts or pay Corporation Tax on time can lead to significant penalties. Companies House imposes fines starting from £150 for late accounts, increasing with the length of the delay. HMRC may also levy penalties and interest for late tax returns or payments. Persistent non-compliance can result in the company being struck off the register or directors facing personal liability

Frequently Asked Questions (FAQs) about Filing Limited Company Accounts

1. Can I prepare and file my own limited company accounts?

Yes, company directors can prepare and file their own accounts. However, many opt to hire professional accountants to ensure accuracy and compliance with the latest regulations. Even with professional assistance, directors remain legally responsible for the company’s filings.

2. What records must a limited company maintain?

A limited company is required to keep accurate financial records, including details of all income and expenditure, assets and liabilities, and records of all goods bought and sold. These records support the information submitted in the annual accounts and tax returns.

3. What happens if I miss the filing deadline?

Missing the filing deadline for accounts or tax returns results in automatic penalties. The longer the delay, the higher the penalty. For example, late filing of accounts with Companies House can incur penalties starting from £150, escalating if the delay continues. Similarly, HMRC imposes fines and may charge interest on any unpaid tax.

4. Do dormant companies need to file accounts?

Yes, even if a company is dormant (not trading), it must file dormant accounts with Companies House annually and inform HMRC of its dormant status to avoid unnecessary tax filings.

5. Can I change my company’s accounting reference date?

Yes, a company can change its accounting reference date, which alters its financial year-end. This can be done by notifying Companies House and is often used to align the company’s financial year with the calendar year or the financial periods of parent companies.

For detailed guidance and access to online filing services, visit the official GOV.UK website

Categories
Blogs

Key 7 Numbers that are vital in your business

Key 7 Numbers that are vital in your business

Do you feel in the dark about your business’s numbers?
Many small business owners feel there is a real lack of data available to them. This is usually due to a combination of:
a) not knowing what numbers are important (and why)
and
b) not having a system to produce them regularly
So, here’s your business owner’s guide to 7 of the most impactful numbers you could know about your business. Once you know them, they can give you some real insight into what’s happening in the business, and help you understand how to push the business forward.
Some of these numbers you will easily be able to pull from your records, and some might need a more detailed calculation. We don’t cover the detail of the calculation here. Right now, we just want you to be aware what key numbers you should be looking at are, and why they are important.
Know your numbers
First, we’ll talk you through you the ‘Big 3’ key numbers that most owners need a handle on. Then we’ll explore “4 More” that really help you get under the bonnet of the business.

THE BIG 3
1. Revenue
The obvious first number to understand is how much you are selling. Call it ‘sales’, ‘revenue’ or ‘turnover’ – it’s all the same thing.
Knowing this number, and whether it is growing or decreasing will give you a key indication of whether the business is going in the right direction.
It’s not the only number that matters, but it’s a pretty important one!
2. Gross Profit Margin
This one is MASSIVE. The power in knowing this number and actively trying to improve it can change your business, and ultimately your life as an owner.
Your gross profit margin tells you what profit would be left after you pay for your ‘direct’ costs for every £ of revenue you generate. This number is normally a % figure.
For example, if you make a product, it’s usually the profit after you’ve paid for the materials to make it, package it, delivery, etc.
Your gross profit margin shows you how profitable your main business activities are, before considering your fixed costs (overheads)..

3. Net Profit and ‘EBITDA’
Some would argue that Net Profit is actually all that matters. It’s the profit (if any!) that’s left at the end when all other costs have been taken into consideration.
One key version of this number is something known as ‘EBITDA’. This is the profit, but with some of the more ‘unusual’ costs that are normally found in accounts stripped out.
EBITDA means:
Earnings (profit) Before Interest, Tax, Depreciation and Amortization (another form of depreciation).
The best way to use your EBITDA figure is as a percentage of your revenue. This will then in theory tell you, for any given £ revenue figure, what profit is left at the end. So, if you have an EBITDA of, say 35%, then for every £100 you make, £35 as Profit.
It’s very important to keep tracking this figure, so you are also keeping an eye on the direction the business is heading in.

4 MORE
4. Revenue per employee
This number is how much revenue (sales) you produce per employee in the business. This number is impacted by many elements of your business including:

⦁ Efficiency
⦁ Employee costs (holidays, pension plans, etc)
⦁ Training
⦁ Tech and Equipment
⦁ HR and Recruitment
As a result, this number is more of a holistic look at the business and how efficient the team is. If you concentrate on improving this number, you often find many others are positively impacted.
5. Cash Days
Your Cash Days number can also be called ‘working capital days’. It is a measure that gives you a snapshot of how long it takes for money to go through your business.
Your Cash Days calculation combines:

⦁ How long it takes for your customers to pay you
⦁ How long it takes for you to pay your suppliers
⦁ How long it takes for your stock to be turned into cash
⦁ How long it takes any ‘work in progress’ to be turned into cash
Improving this figure (making it lower) can really help improve the cash in your business at any given time. This is particularly important in times of financial stress or market worries.
6. Core Cash Target
This number looks at the ideal amount of cash your business should keep on hand before starting investments or paying profits out.
Depending how you calculate this, it’s usually a number that includes:

⦁ Your total taxes due
⦁ An amount for your fixed overheads
It gives you an idea of what you really need to hold back in reserve before committing funds to other projects or put in your pocket as the owner!
7. Business Return
This number is another indicator of how your business is progressing overall. It is normally calculated by looking at:
⦁ Your net profit over a year
vs
⦁ The overall ‘value’ of your business
You could look at this number as ‘Is the business producing a good enough return?’. For example, would you get more if you just closed the business now, cashed in and stuck the money in a bank?

Summary
And there we have it, 7 key numbers you should know about your business.
If you don’t know them, or are not sure how to find them, we have a range of business advisory services that build in these key numbers at their core.
Our business advisory service includes monthly meetings to:
⦁ Review these numbers
⦁ Understand what’s happening
⦁ Help you set an action plan to move the numbers and push your business forward
Want to know your numbers? Call this number 07877284111– and ask about our business advisory services. We’re here to help.

Categories
Guides

How to File Taxes as a Landlord: A Friendly Guide

Navigating the world of taxes as a landlord can feel daunting, but with a bit of guidance, you can manage it with confidence. In this friendly guide, we’ll walk you through everything you need to know to file your taxes correctly and take advantage of all the deductions available to you. Let’s make tax season a breeze!

  1. Know Your Tax Obligations

First things first: understanding your tax obligations is crucial. As a landlord, you need to be aware of:

  • Rental Income Tax: This is the tax you pay on the income you receive from renting out your property.
  • Capital Gains Tax: If you sell a property, you may have to pay tax on the profit.
  • Stamp Duty Land Tax: This applies when you purchase additional properties.
  1. Keep Perfect Records

Good record-keeping is the backbone of smooth tax filing. Here’s what you should keep track of:

  • Rental Income: Every penny you receive from your tenants.
  • Allowable Expenses: Costs you can deduct from your rental income, like repairs, maintenance, insurance, and letting agent fees.
  1.  Register for Self-Assessment

If you’re new to being a landlord, you’ll need to register for Self-Assessment with HM Revenue and Customs (HMRC). This process allows you to report your rental income and expenses annually.

  • Register Online: Head over to the HMRC website to set up an account.
  • Unique Taxpayer Reference (UTR): After registering, you’ll get a UTR number. This is your unique identifier for all tax-related matters.
  1.  Complete Your Self-Assessment Tax Return

You’ll need to file your Self-Assessment tax return by January 31st following the end of the tax year (which runs from April 6th to April 5th the next year).

  • SA100 Form: The main tax return form you’ll complete.
  • SA105 Form: A supplementary form specifically for declaring rental income.
  1.  Declare Your Rental Income

On the SA105 form, you’ll report your rental income and any allowable expenses. Here’s the breakdown:

  • Rental Income: Report all income received from your tenants.
  • Allowable Expenses: Deduct expenses like property repairs, insurance, and mortgage interest (subject to restrictions).
  1. Claim Your Allowable Expenses

Reducing your taxable income by claiming allowable expenses is a smart move. Ensure you:

  • Keep Receipts: Store all receipts and invoices for claimed expenses.
  • Organize Expenses: Categorize expenses into groups like repairs, insurance, and agent fees.
  1.  Calculate Your Taxable Profit

Subtract your allowable expenses from your total rental income to find your taxable profit. For example:

  • Total Rental Income: £15,000
  • Total Allowable Expenses: £5,000
  • Taxable Profit:£10,000
  1.  Pay Your Tax Bill

Once you’ve submitted your Self-Assessment tax return, HMRC will calculate your tax bill based on your taxable profit. Make sure to pay this by January 31st following the end of the tax year.

  1.  Stay Updated with Tax Changes

Tax laws can change, so staying updated is essential:

  • HMRC Updates: Regularly check the HMRC website for the latest changes.
  • Professional Advice:Consider hiring a tax advisor or accountant specializing in landlord taxes to ensure compliance and optimize your tax situation.

Conclusion

Filing your taxes as a landlord doesn’t have to be stressful. By keeping accurate records, understanding your obligations, and following the steps outlined above, you can manage the process with ease. Staying informed and seeking professional advice can further simplify your tax filing and ensure you’re making the most of available deductions.

For more detailed information or personalized advice, feel free to contact us at Felix Accountants. Our team of experts is here to help you navigate the complexities of landlord taxes and maximize your financial benefits. Let’s make tax time a little less taxing!

Categories
Auditing Services

Auditing Services

Auditing Services for Accurate Financial Assurance in the UK

In the intricate world of business, having accurate financial information is like possessing a reliable compass—it guides you through uncharted waters and helps you make informed decisions. For landlords, property investors, and SMEs in the UK, our auditing services provide that crucial assurance, ensuring your financial statements are precise and comply with UK regulatory standards.

Understanding the Importance of Auditing Services

Imagine you’re a property investor expanding your portfolio. You have promising opportunities but lack clear financial insights. Without accurate data, investing feels like navigating a maze blindfolded. This is where our financial statement audits UK come into play, illuminating your financial landscape and instilling confidence in your decisions.

As James, an SME owner from London, shared:

“Before engaging their auditing services, our financial records were a tangled web. Their expertise not only untangled them but also highlighted areas for growth we hadn’t seen.”

Our Expertise in Auditing Services

Financial Statement Audits UK

We conduct thorough examinations of your financial statements, verifying their accuracy and compliance with UK accounting standards. This process enhances transparency and trust with stakeholders.

Compliance Auditing UK

Staying compliant with ever-changing regulations is challenging. Our compliance auditing UK services ensure your business adheres to all relevant laws, minimizing the risk of penalties.

Internal Audit Services UK

Our internal audits assess your company’s internal controls and processes. We identify inefficiencies and risks, providing recommendations to improve operations and safeguard assets.

External Audit Preparation UK

Preparing for an external audit can be daunting. We assist in organizing your financial records and ensuring all documentation meets regulatory requirements, making the audit process seamless.

person holding pencil near laptop computer
Auditing services

Enhancing Credibility with Stakeholders

Regulatory Compliance Audits UK

We verify that your business complies with industry-specific regulations. This not only avoids legal issues but also builds credibility with clients, investors, and regulatory bodies.

Audit Reporting UK

Our detailed audit reports provide clear insights into your financial health. We highlight strengths, pinpoint weaknesses, and offer actionable solutions.

“Their audit report was an eye-opener. It was comprehensive yet easy to understand, guiding us on exactly what needed improvement.”
— Sarah, Landlord and Property Investor

Mitigating Risks Through Auditing

Risk Assessment Audits UK

We identify potential risks in your financial practices. By addressing these proactively, you can prevent future problems and protect your business’s integrity.

Statutory Audits UK

For businesses required by law to have an audit, we provide efficient and thorough statutory audits UK, ensuring full compliance with legal obligations.

The Value of Financial Accuracy Verification

Financial Accuracy Verification UK

Accuracy is vital. We verify every detail of your financial statements, giving you and your stakeholders peace of mind.

Assurance Services UK

Beyond audits, our assurance services UK offer an independent evaluation of your financial practices, enhancing trust and supporting informed decision-making.

Real-Life Success Stories

Consider Emily, a small business owner who was unsure about her company’s financial standing. After utilizing our auditing services:

  • She discovered areas where expenses could be reduced.
  • Implemented stronger financial controls.
  • Increased her profitability by 15% in the following year.

“Their auditing services didn’t just check a box—they transformed how I view and manage my finances.”
— Emily, SME Owner

Addressing Common Concerns

“Is Auditing Only for Large Companies?”

No. Businesses of all sizes benefit from audits. For SMEs and property investors, audits can uncover opportunities for improvement and ensure compliance.

“Will an Audit Disrupt My Daily Operations?”

We strive to minimize disruptions. Our team works efficiently, respecting your time and operations while conducting a thorough audit.

Taking the Next Step

Navigating financial complexities doesn’t have to be overwhelming. With our expert auditing services, you gain a trusted partner dedicated to your success.

Why Choose Our Auditing Services

  • Expertise: Deep understanding of UK regulations and industry-specific challenges.
  • Personalized Approach: Tailored services to meet your unique needs.
  • Commitment to Excellence: We go beyond compliance, aiming to add value to your business.

Conclusion

In a landscape where financial accuracy and compliance are paramount, investing in professional auditing services is essential. Let us help you build confidence in your financial integrity, enhance stakeholder trust, and pave the way for sustainable growth.

Contact Us Today

Ready to secure your financial future? Get in touch with us to discover how our auditing services can benefit your business.

Frequently Asked Questions

What are financial statement audits UK, and why are they important?

Answer: Financial statement audits involve a comprehensive review of your financial records to ensure accuracy and compliance with UK standards. They’re important because they enhance credibility with stakeholders and aid in making informed decisions.

How does compliance auditing UK benefit my business?

Answer: Compliance auditing ensures your business adheres to all relevant laws and regulations, minimizing legal risks and potential penalties.

What is the difference between internal and external audits?

Answer: Internal audits are conducted by or on behalf of the company to assess internal controls and processes. External audits are independent examinations required by law or stakeholders to validate financial statements.

Why do I need external audit preparation UK?

Answer: Preparing for an external audit ensures a smooth process. We help organize your records and address any issues beforehand, saving time and avoiding potential complications.

What are regulatory compliance audits UK?

Answer: These audits verify that your business complies with specific industry regulations, ensuring you meet all legal obligations and operate ethically.

How can risk assessment audits UK protect my business?

Answer: They identify potential financial and operational risks, allowing you to address them proactively and safeguard your business’s future.

Are statutory audits UK mandatory for all companies?

Answer: Not all companies require statutory audits. It depends on factors like company size and turnover. We can help determine if your business is subject to this requirement.

What does financial accuracy verification UK involve?

Answer: It involves thoroughly checking your financial records for accuracy, ensuring all figures are correct and reflect your true financial position.

What are assurance services UK?

Answer: Assurance services provide an independent evaluation of various aspects of your business’s financial practices, enhancing trust with stakeholders.

How do I start with your auditing services?

Answer: Simply contact us, and we’ll arrange a consultation to understand your needs and tailor our services accordingly.

Let us be your partner in achieving financial clarity and compliance, so you can focus on what you do best—growing your business.