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Business Accounting Systems

June 15, 2021
Bill Kimball

setting up an accounting system for a new company

If that’s the case, you might consider outsourcing your accounting process or hiring a part time accountant for your business. It’s important to find the right person who is trustworthy and has the relevant skills and experience to manage your businesses finances. But if you can afford it, this can bring you some peace of mind and give you and your team back some valuable time. From there, you need to continue to update your software program or accounting system, or designate a team member to do so. Integrations with your accounts and your bookkeeping program can also make this easier. Whichever method you land on, the IRS requires you to stick with it.

setting up an accounting system for a new company

They monitor the overall performance of the company and their recommendations can bring long-term changes in its operations and policy. Maintaining an effective accounts system is a tough job. Accountants usually have multiple function to perform and can get stressed out with the work pressure. The company can take certain steps to ensure that the accounting department works efficiently and the accountants are not burdened with excessive workloads. Here are some important factors to take note of when setting up an accounting department. Nowadays very few businesses use this method as it is very difficult and time-consuming to enter a large number of transactions daily in a ledger.

How To Implement An Accounting System

Workers may receive on-the-job training, they may be sent elsewhere to professional development classes. Thanks to all authors for creating a page that has been read 58,939 times. wikiHow is a “wiki,” similar to Wikipedia, which means that many of our articles are co-written by multiple authors. To create this article, 19 people, some anonymous, worked to edit and improve it over time. It is difficult to make company-wide changes without endorsement of the people who will be training others. Millions in relief funds meant to keep employees on the payroll were instead blown on extravagant personal spending sprees.

Create custom reports to provide information in a format you need. These reports incorporate both operational areas as well as financial areas. Establish a backup of the system data to protect against hardware failure. This needs to be followed up by testing and checking to confirm that the right files are being backed and the process is correct. Note that backing up SQL products are handled differently. Install or adjust the operating system and ancillary software such as Microsoft Windows Server, SQL Server, Small Business Server, IIS, etc.

Before and after reports must be run to confirm that the data imported flowed through correctly. We recommending bringing in non master record information through data entry screens to have it post through where possible. This checks the data integrity and lets you keep drill downs inherent in most of today’s systems.

setting up an accounting system for a new company

Usually every month, columns are added up and journal entries are booked to the general ledger, kept separate in a columnar pad. If you intend to get a softwareinstalled, make sure its utility is worth the money that you are paying. Oftentimes companies buy expensive software and do not make use of most of its features because they are useless for them. Instead get your software customized if need be to get the maximum utility. If you have employees in these early stages, you’ll need a payroll provider. Depending on your needs, you may choose a provider who offers piecemeal services or one that provides a full-service HR solution, including employee benefits.

This person should have extensive experience in company-wide projects. Knowledge of the bookkeeping and accounting departments will allow them to understand the budget, resources and support that is needed.

Review Quarterly Payroll Reports And Make Payments

Whether you make payments online or drop a check in the mail, keep copies of invoices sent and received using accounting software to really make things easier during tax time. Record each transaction (billing customers, receiving cash from customers, paying vendors, etc.) daily or weekly, depending on volume. Although recording transactions manually or in a digital spreadsheet is acceptable, it is probably easier to use a small business accounting software like QuickBooks. At QuickBooks, our business accounting software is intuitive and easy to use, to ensure you can achieve these tasks with ease. From managing your taxes to generating financial reports, our business accounting software can make running your business easier than ever. Take a look at the accounting duties you will have to manage for your business below.

Also, there is also a danger of incorrect amounts being entered, which can lead to problems for the company. They monitor the overall performance of the company, and their recommendations can bring long-term changes in its operations and policy. An inventory is a list of items that the company holds for the ultimate purpose of resale.

  • An inventory is a list of items that the company holds for the ultimate purpose of resale.
  • If you take away nothing else from this article, the most important advice I can give you for setting up your accounting function is not to do it yourself!
  • In return for this loan they will receive a fee, similar to interest on a standard bank loan.
  • No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation.
  • If maintaining and managing your inventory is important to your business, BizSight provides you with the tools for inventory control, physical count, and costing.

A business banking account with online component will help you to eliminate unnecessary manual processes and better manage your cash flow. Your bank account should automatically invoice your customers and help you to avoid cash shortfalls, by pulling in receivables and stretching out payables. Also, your account should seamlessly integrate with your accounting software. If your company is in the early stages, pre-funding, now may not be the right time to worry about 409A valuations or top-down financial projections. But it is the time to set up your simple accounting function—if you haven’t already. You don’t want to get too far in the game without establishing a simple accounting system, but you also don’t want to make it too complicated. The early stages are the time when you need to establish the structure that will support your company finances, and help define your financial strategy, as you grow.

Documents For Your Business

Having to review, select, install software, gather the accounting data, configure the accounting system and learn how to use it properly takes a lot of time. If you think about it who’s going to say “I don’t have anything else to do so I can devote all my time getting this done.” In today’s business environment this is extremely rare indeed. Essentially, the accounting department helps to run the overall operations of the business. Their function is more like that of advisors to management than that of a separate department within the company.

Keep copies of all invoices sent, all cash receipts , and all cash payments (cash, check, credit card statements, etc.). Accounts receivable is money owed by customers for any purchase of goods or services they made, which is often listed as a creditable asset because they are legally obligated to pay. Accounts payable is money that you owe to creditors and vendors, which are listed as liabilities because you are legally obligated to pay. Work flow processing–providers often can help a business see if their processes are the most efficient possible. Training needs to be timed correctly so it is long enough ahead of go live to learn, but so far ahead where employees forget what they learned.

It also helps to perform more monotonous and routine tasks quickly and efficiently. Accountants provide many varied financial services to the company. Among their list of functions is recording accounts payable and receivable, payroll, procurement and inventory, property accounts and all other financial elements.


Let’s talk about how your product can solve the business needs of our visitors. Once transactions fill out an entire columnar page, it is time to add up all columns and move the totals to the next page to continue booking transactions. Make sure to identify each page with the name of the journal or general ledger. Select your journals and a paper with columns, traditionally in light green color. You could have a sales journal where you book all your cash sales, and a receivable journal to book your receivables. Have a separate journal for expenses with columns to identify the types of expense.

They are affordable, easy to use and give you all the facilities for recording, reporting and analyzing your transactions. They may prefer collecting from quality business customers where the numbers of accounts are smaller and invoice values higher than sales to consumers. You could have an apparently good business on paper, but that’s meaningless if there’s no money flowing into the bank. If you are selling a great deal to one client and they are late with their payments, your P&L may look good but your Cash Flow statement may not. A third factor to consider is cash flow and that tells you WHEN money is coming in or going out of the business. Accounting is simply a way of tracking, monitoring and managing every financial transaction or event.

TIP – If you do two or more payrolls a month, you could reduce costs by running payroll monthly or alternate weeks. But, if you have employees who depend on a weekly paycheck, it may not be practical. For income, show the different revenue streams for products, services and other revenue sources so that you can compare sales in each category. Create a spreadsheet or use an online service or software package such as Quickbooks. They have a ‘cloud-based’ service where you can pay an affordable monthly fee. If you invoice clients, you could wait 30, 60 or 90 days to receive payment. That is, each monthly P&L statement reflects what you sold not what you actually received.

If you’re looking to create an accounting system for small business use, here are some of the most important steps to keep in mind. You Have to Use the System — once you’ve taken the time and energy to setup an accounting system, you have to actually utilize it properly. This means entering every transaction, check, bill, charge or refund. Few topics in small business are as confusing as accounting, especially to the new business owner (also known as “bookkeeping” or “doing the books”). This section is dedicated to helping the small business owner understand accounting and provides some helpful resources. Businesses can choose between a manual or computerized accounting system.

setting up an accounting system for a new company

In addition to payroll, the business incurs many different kinds of expenses over the year. The accounting department prepares all these checks and forwards them to the intended person for signatures. It keeps up-to-date records of all payments cleared and all payments outstanding.

All your accounting entries take place in the background. Make journal adjustments, print financials and tax reports, and reconcile to your bank statement.

Small Business Trends

In some cases, you may have to report to multiple states. Payroll can be one of the more demanding areas to track and manage because of the variables for each employee and the requirements for reporting tax liabilities.

Business accounting is the process of gathering and analyzing financial information on business activity, recording transactions, and producing financial statements. The following accounting checklist lays out a recommended timeline for the accounting functions that will show the state of your business and allow you to streamline your tax preparation. For a thorough understanding of business accounting, continue reading. If you’re looking for a specific answer, use the links below to jump to a section of your choosing. Kianoff Associates for providing many of the details above. Lisa and her staff since 1986 have been helping businesses get the most out of their new accounting software. Implementing accounting best practices can improve the efficiency of the accounting department, boost employee morale and improve data quality.

Instead of you spending 8 hours to accomplish one of these items your software provider might be able to do the same task in 2 hours instead. A study conducted by SAP found that even for small companies 3+ months is typical for implementation and 39% of all ERP implementations took over 9 months to complete.

A manual accounting system without dates can become a nightmare fast. Accounting systems don’t need to be complicated, and many small businesses do well with a manual system. Paper and pencil used to be the way accounting was done before the advent of computers.