Fractional Controller & CFO | Small Business Accounting Blog

Fractional Accounting for Small Businesses and Startups

Don’t lose six figures due to poor internal controls

A Cautionary Tale for Small Business Owners

An article featured in a Local Newspaper highlighted an office manager who wrote checks to herself for over 4 years, allegedly stealing more than $200,000 from her employer.

This isn’t just a shocking headline; it’s a crucial cautionary tale for every small business owner. It’s common for dedicated office managers or administrative staff to handle bookkeeping to save costs. While convenient, this practice can create massive, unseen risks when proper oversight is missing.

The core issue is a lack of internal controls. When one person has the authority to both write checks and manage the books, there is no system of checks and balances. This is why segregation of duties is not just corporate jargon; it’s a fundamental principle for protecting your assets.

Key controls to implement include:

  • Ensuring the person who authorizes payments is different from the person who makes them.
  • Having a separate individual reconcile bank accounts from the one handling daily transactions.
  • Requiring owner or senior manager review and approval of all bill payments and financial statements each month.
  • Utilize credit card payments or ACH in conjunction with Spend Management platforms like Ramp, Bill.com, or Stampli that centralizes AP, approvals, and supporting documents all in one platform.

Many business owners believe they are saving money by avoiding professional accounting help. However, as this $200K case illustrates, the potential cost of fraud, undetected errors, and inaccurate financial reporting can be catastrophic. Proactive accounting and financial oversight are not an expense; they are a critical investment in your company’s long-term health and security.

From Chaos to Clarity: How Designers Can Master Cash Flow in Q4

Creative Interior Designers and Graphic Designers thrive on ideas, not accounting software and spreadsheets—but consistent profit requires more than great design

In the creative world, passion sometimes overshadows the practical details—like tracking each project’s true costs or monitoring client payments while new expenses pile up. As the year winds down, this disconnect becomes painfully obvious. Suddenly, tax season looms, vendors expect payment, and that “profitable project” turns out to be a money pit in disguise.

Common challenges for creative businesses:

  • Slow-paying clients (We can help manage your AR to identify those slow paying clients before it takes a toll on your business)
  • Unexpected expenses (We can help you put together a budget for your larger projects to help you stay on track)
  • Tracking costs per project – (To ensure you price your projects profitably it is essential to not just track total revenue and total expenses but understand and measure the revenue and expenses per job)

Let Q4 be the wake-up call and the perfect time to partner with an accounting solution for financial insights, to eliminate chaos, and start the new year confidently, creatively, and with positive cash flow.

Contact Tekio Advisors Today!

Fractional Controller & CFO | Small Business Accounting Blog

What if founders could simplify one of the trickiest areas: stock compensation?

Startups are always racing against time and cash—and every minute spent on technical accounting is a minute NOT spent building the dream.

Big news for private companies: ASC 718’s practical expedient lets startups use a 409A valuation to determine the current price input of equity-classified share-based awards issued to both employees and non-employees using the reasonable application of a reasonable valuation method, sparing them complex models and wall-to-wall spreadsheets. This means startup teams can focus on scaling, not sweating over share price calculations.

For founders, this is more than technical relief—it’s a chance to keep accounting streamlined and VC investor-ready, with fewer headaches before potential exits or public listings. 

Smart finance isn’t just reporting; it’s about staying nimble while building the vision ~ that’s where a Fractional Controller can help.

💡 If your startup is looking to offload the accounting and GAAP compliant financial reporting requirements for your investors (👋ASC 606, Internal Use Software, Lease Accounting) Contact Tekio Advisors Today❗️

#startups #stockcompensation #accountingforstartups #founders #ASU2021-07

#ASC718

#PCC 2018-01

#SAAS

Is your accounting hiding a costly mistake? Undeposited Funds – the financial graveyard – where bookkeeping mistakes are buried

Undeposited funds can silently disrupt your finances. Watch out for these common issues:

  • Duplicate entries inflating your income. Is your bookkeeper forcing the bank reconciliation by adding credit card payments received from customers from the bank feed and recording the amount to cash and sales? For accrual basis Companies it is important to coordinate with the accounts receivable person and obtain the merchant statement to ensure the amounts are applied to the customers invoice and then properly recording the batch deposit into the cash account so QBO will reclass the batch credit card deposit out of undeposited funds into the cash account enabling QBO to properly match the transactions during the bank reconciliation process.
  • Delayed bank deposits messing with your cash flow. Still getting customer checks? After you receive the customers checks, do you apply the customer payment to the invoice timely yet there is a significant delay in depositing them into the bank?
  • Incomplete records leading to inaccurate month end financial reports.
  • Ballooning Undeposited Funds Balance: Over time, failure to correctly clear out undeposited funds can lead to a large, inaccurate balance that does not reflect true money in process or cash on hand. This can indicate underlying system problems or bookkeeping errors.
  • Tax and Reporting Issues: An overstated undeposited funds balance can result in overreported profit, leading to potential overpayment of taxes and an inaccurate balance sheet.

Best Practices to Avoid Undeposited Funds Problems:

  • Regularly review and reconcile the undeposited funds account—ideally on a weekly basis to ensure the account is zeroing out or if there is a balance due to timing differences that you know what they are from and that they clear out within a reasonable period thereafter (approximately 1-3 days).
  • Use systematic workflows for receiving payments and grouping deposits.
  • Double-check that payments are matched to bank deposits properly, especially when multiple payments are bundled together, and that the person preparing the bank reconciliation isn’t forcing the bank and books to match by simply adding the bank feeds to the books without investigating why there is no match when the books are on the accrual basis.

Links to QBO videos regarding the undeposited funds:

What’s the Undeposited Funds Account

How to record a bank deposit

Let Tekio Advisors LLC handle your accounting and bookkeeping services in New York! Get Started today with our small business bookkeeping and Tell Us About You!

We primarily focus on small business bookkeeping growing E-Commerce Companies (Consumer Product Goods industry), SAAS startups, HVAC Companies, and Professional Services – accounting and bookkeeping services for Interior Designers, Architecture Firms, and Occupational & Physical Therapy Companies.

Building the Foundation for Reliable Financial Reporting

The Critical Role of Monthly Bank Reconciliations:

Keeping accurate books isn’t just a best practice—it’s a necessity for every successful business. At the heart of reliable accounting and trustworthy financial reports lies one simple but often overlooked process: monthly bank reconciliations. Here’s why making this a non-negotiable habit will set your business on the path to financial clarity and compliance.

What Is a Bank Reconciliation?

A bank reconciliation compares your business’s internal financial records (your books) to the bank statement for the same period. The goal: to ensure all recorded cash transactions actually made it to (or from) your bank account, and that there are no unexplained discrepancies.

Why Monthly Bank Reconciliations Matter

  • Ensures Accuracy: Catching errors—like missing deposits, double payments, or unauthorized transactions—early prevents small mistakes from snowballing over time. Reconciling monthly means you spot problems when they occur, not months or years later.
  • Guards Against Fraud: Regular reviews and reconciliations serve as a deterrent to fraudulent activity. You’re more likely to spot unauthorized withdrawals or unusual transfers quickly and take action.
  • Supports Clean Financials: Most end-of-year accounting headaches can be traced to sloppy monthly reconciliation. Accurate reconciliations feed directly into your financial statements, providing a true and fair view of your company’s performance and cash position.
  • Simplifies Audits and Tax Preparation: When your books match your bank’s records each month, auditors and tax preparers can work efficiently. This reduces the risk of costly penalties, delays, or unnecessary IRS attention.
  • Enhances Decision-Making: Up-to-date and accurate information allows owners and managers to make smarter, more timely business decisions—such as managing cash flow, budgeting, or seeking financing.

What Can Go Wrong Without Regular Reconciliations?

  • Cascading Errors: If a mistake in January isn’t caught until December, every subsequent report—and decision based on that report—may be compromised.
  • Inaccurate Financial Statements: Profit and loss reports, balance sheets, and cash flow statements lose credibility, making it hard to attract investors, renew loans, or sell your business.
  • Hidden Bank Fees or Errors: Without reconciliation, recurring fees or accidental charges from the bank may go unnoticed, quietly eroding your bottom line.
  • Potential Compliance Issues: For companies with investors or lenders, improper reconciliations can lead to compliance problems and internal control issues when undergoing a financial statement audit or review by your CPA firm.

Create a Reconciliation Habit Into Your Monthly Routine

  1. Set a recurring date each month—ideally soon after your bank statement is available.
  2. Use accounting software with bank feeds or reconciliation modules to automate parts of the process.
  3. Audit any discrepancies immediately. Investigate the cause and document your findings.
  4. Keep supporting documentation organized and attached to each transaction.
  5. Have an independent review—if possible, assign someone other than the preparer to review the completed reconciliation.

Accurate, timely bank reconciliations are more than a bookkeeping chore—they’re the bedrock of sound financial management. Make them a priority, and your business will be equipped with better data, fewer headaches, and more trust in every number you report. For QBO users see bank reconciliation guide from intuit: https://quickbooks.intuit.com/r/accounting/bank-reconciliation/

Refreshing Cash Flow Tips for NYC Interior Designers

Cash Flow Management Tips for our Creative Interior Designer Clients

Interior design is a profession that seamlessly blends creativity and practicality. While an eye for design, and an understanding of spatial aesthetics are essential to your business, successful interior designers also require robust business and financial skills to maintain a thriving business with positive Cash flow to meet your business and personal financial goals.

Interior designers face unique challenges in cash flow management due to the nature of their projects. These challenges include:

  • Project-Based Revenue: Payments often depend on project completions, which can lead to progress billing and irregular income streams.
  • High Upfront Costs: Designers often need to purchase materials, furniture, and decor before receiving payment from clients.
  • Client Payment Delays: Late payments from clients can further exacerbate cash flow issues, leaving designers struggling to cover their expenses.
  • Seasonal Demand: The interior design industry often experiences seasonal fluctuations, with more demand during certain times of the year and lulls in others.

Strategies for Effective Cash Flow Management

1. Develop a Detailed Budget

A budget provides a clear overview of your financial situation and helps you make informed decisions on allocating expenses based upon projected revenues. A well-planned budget is the cornerstone of effective cash flow management.

2. Implement a Retainer or Milestone Progress Billings System

One of the best ways to mitigate cash flow issues is to structure your payment terms. Instead of waiting for full payment at the end of a project, break it into milestones:

  • Initial Deposit: Secure a percentage upfront before starting the project to cover preliminary expenses.
  • Progress Payments: Request payments at key stages of the project, such as after the design concept is approved or once construction begins.
  • Final Payment: Collect the remaining balance upon project completion.

This approach ensures a steady stream of income and reduces the financial burden on your business.

3. Set Aside an Emergency Fund

Set aside a portion of your earnings into an emergency fund to build a reserve that can sustain your business for at least three to six months. Having a financial cushion ensures that you can weather unexpected expenses or periods of sluggish revenue without jeopardizing your operations.

4. Negotiate Payment Terms with Clients and Vendors

Don’t hesitate to negotiate payment terms that work in your favor. For clients, establish clear payment expectations in your contracts and consider upfront deposits, early-payment discounts, or late-payment penalties. For vendors, explore options like extended payment terms or bulk discounts when purchasing frequently used materials.

5. Monitor and Reduce Overheads

Regularly review your overhead costs to identify areas where you can decrease costs and alleviate cash flow pressures.

6. Implement an Effective Accounting Solution

Modern accounting software, such as QuickBooks Online, can be a game-changer by helping you track income and expenses, monitor Accounts Receivable, monitor outstanding payments, and track your cash balance. However, outsourced accounting and bookkeeping for interior designers can provide insights into the overall financial health of your business while providing suggestions to reduce costs and insights into your most profitable projects and customers.  Let’s Talk ! Book a Virtual Meeting!

7. Cash Flow Forecast

A cash flow forecast is like a budget in that it estimates incoming cash and outgoing cash based on past performance, factoring in current economic and business conditions. It aims to help your company minimize the impact of a cash shortage by being proactive in mitigating potential issues during an economic period where costs are rising due to increased materials costs from tariffs or slow payments from customers due to rising interest rates. It may be helpful to forecast future cash flows for 3, 6, or 12 months. Contact us for our Controller and CFO services today!

Conclusion:

As an interior designer, your creative vision is your greatest asset! By implementing the strategies outlined in this guide (budgeting, structuring customer payments, and cash flow forecasting) your business can better navigate financial challenges and maintain steady cash flow so you can focus on doing what you love: designing beautiful spaces that inspire and transform living spaces!