Red Flags That Can Invite an Audit

Nobody wants a surprise letter from the IRS. And when it comes to your business income, there are a few red flags that could draw attention even if you’re not intentionally doing anything wrong. Here are some of the most common income-related red flags + how to avoid them:

• You forgot to include side or payment app income. Platforms like Stripe, PayPal, Venmo, + Square report that income now. If you’re only counting what hits your main bank account, it’s easy to miss something.

• Your deposits don’t match your sales. If your bank shows more (or less) than your actual sales, it can look like you're underreporting even if it’s just messy tracking.

• You’re writing off a lot with barely any income. Big deductions with small revenue can raise red flags. Make sure your numbers make sense + match your actual business activity.

• Your numbers look different every year. Sudden drops (or spikes) in income without a clear reason could get noticed. Good records help you explain the “why.”

• Mixing personal + business income. Depositing personal funds into business accounts (or vice versa) without proper documentation makes your financials messy + harder to defend if questioned.

• Inconsistent reporting across documents. What you report on your tax return should match your bookkeeping. Discrepancies between forms, reports, + filings can create unnecessary scrutiny.

• Cash-heavy businesses not properly tracked. If you run a business that handles a lot of cash (like hospitality, beauty, or retail) the IRS pays closer attention. Proper logs + consistent records are essential.

If the numbers are off or things aren’t tracked clearly, your financial picture can look worse than it is. No one wants that!

Need a second set of eyes on your books? Let’s get your finances accurate + audit-ready, without the stress.

How to Spot + Stop Fraud in Your Finances

Fraud can happen in any business, no matter the size. It often starts small - an unapproved expense, a missing transaction, a duplicate payment. If left unchecked, these little red flags can turn into serious financial losses. The good news is that most fraud is preventable when you know what to look for and have the right controls in place.

Warning Signs of Fraud in Your Business

1. Unexplained transactions or missing money that doesn’t match your records

2. Duplicate payments to vendors or employees that go unnoticed

3. Inconsistent financial reports or numbers that don’t add up

4. Unauthorized payroll changes, unusual refunds, or inflated expense claims

5. Vendors you don’t recognize or payments sent to unfamiliar accounts

6. Large cash withdrawals or excessive payments that don’t fit normal business activity

How to Prevent Fraud in Your Business

1. Reconcile your accounts regularly to compare your books with bank statements + catch any unusual activity before it becomes a problem

2. Limit financial access so only the most trusted team members handle sensitive financial data + banking details

3. Use secure payment systems + avoid excessive cash handling to ensure payments are tracked + approved

4. Set up approval processes so large purchases, payroll changes, + vendor payments require multiple approvals

5. Review your financial reports often to stay on top of your Profit + Loss statement, bank reconciliations, + transaction history

6. Encourage transparency by creating a culture where employees feel comfortable reporting suspicious activity without fear

Fraud can be costly, but prevention is always easier than fixing the damage later.

If you need help keeping your books accurate + secure, let’s chat. I’d love to help you safeguard your business finances. Contact me today to learn more.

Rooting for you, always!

Is Your Business Budget Working For You?

Many business owners create a budget once, feel good about it and then don’t look at it again until the following year. But if you’re not reviewing your budget regularly, it isn’t helping you in the way that it could be.

Business isn’t static. Prices change, revenue shifts, expenses creep in and unexpected things pop up. So your budget needs to adjust with you. Here’s how to check if your budget is still working and what to do if it’s not:

Step 1: Look at your actual numbers

Open your Profit & Loss report and compare the last 3–6 months of real data to what you originally planned for.

For example, you might’ve budgeted $200/month for software but now you’re spending $325. Or you expected to bring in $8k/month in revenue for a particular service but you’re averaging closer to $5,500. That’s a clue something needs adjusting.

Step 2: Spot what’s changed

Have you added a new team member? Started a subscription you forgot to budget for? Maybe you’ve invested more into marketing or ads than planned.

Changes are normal, but if your budget doesn’t reflect them, it can throw off everything from cash flow to tax planning.

Step 3: Reconnect it to your goals

Your budget should help you move toward your goals, not just track what you spent. If your focus is growth, is your spending aligned with that? Are you investing in the right things?

Do your numbers support your goals for upcoming launches, promotions or marketing pushes during your busier times?

If your books are messy or your reports don’t make sense, it’s nearly impossible to review your budget accurately. That’s where I come in.

I’ll clean up your books so that you have accurate numbers, help you identify and track relevant KPIs and walk you through how to review your financials with confidence. Contact me today to learn more.

Rooting for you, always!

The Key Numbers You Need to Scale Successfully

Scaling a business is exciting, but growth without financial clarity can lead to cash flow problems, unnecessary debt + unpredictable expenses. If you’re looking to scale your business successfully, these key numbers will help you stay in control + make informed decisions.

1. Revenue vs. Profit

More sales don’t always mean more profit. Track both to ensure you’re not growing at the expense of your bottom line.

2. Cash Flow

Scaling requires investment. Know exactly what’s coming in + going out so you have enough liquidity to support your growth.

3. Profit Margins

Low margins can make scaling unsustainable. Make sure your pricing + expenses allow for healthy profits at any stage of growth.

4. Recurring Revenue

The more predictable your income, the easier it is to plan ahead + invest in your business with confidence.

5. Customer Acquisition Cost (CAC) vs. Lifetime Value (LTV)

Understanding how much you spend to acquire a customer versus how much they bring in over time helps ensure your growth is profitable.

6. Debt-to-Income Ratio

If you’re using financing to scale, make sure your debt is manageable + doesn’t drain your cash flow.

7. Tax Obligations

More revenue often means higher taxes. Stay ahead with proper planning so you’re not caught off guard.

Scaling isn’t just about growing revenue, it’s about growing sustainably. If you need help organizing your finances + making sense of these key numbers, I’m here to help!

4 Ways to Keep Your Business Resilient in Economic Uncertainty

1. Keep an Eye on Cash Flow

Know what’s coming in and going out so you’re never caught off guard. Cut unnecessary costs, ask vendors for better payment terms, and encourage early payments to keep your cash flowing. A strong cash flow means you can cover expenses, invest in growth and avoid relying on credit. Regularly reviewing your cash flow helps you spot potential issues before they become big problems.

2. Spend Smarter

Take a look at your expenses and trim the excess. Cancel things you don’t use, focus on what actually grows your business and use automation & outsourcing to save time and money. Small cost-cutting moves add up, helping you keep more profit without sacrificing quality.

3. Stay on Top of Your Numbers

Good bookkeeping = better decisions. Make sure your records are up to date, reconcile accounts regularly and work with a pro if you need help staying tax-ready. When your numbers are accurate, you can make smarter choices about spending, pricing and budgeting. A clean set of books also helps you secure loans, attract investors and plan for future growth.

4. Get Creative with Revenue

Think about adding new services, offering flexible payment plans or finding new ways to keep customers coming back. Having multiple revenue streams helps protect your business during slow periods.

Keeping your cash flow steady, cutting waste, tracking finances and diversifying income can help your business stay strong no matter what the economy does. Ready to bring in professional help so you can focus on growing? Schedule a call today!