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Tax Avoidance and Tax Evasion

We’ve been hearing a lot about Donald Trump’s taxes lately. Did Trump avoid paying taxes? Did Trump cheat on his taxes? We are curious too. However, before we pass judgment, it’s important to understand the differences between tax avoidance and tax evasion.

Tax Avoidance

The IRS defines tax avoidance as “an action taken to lessen tax liability and maximize after-tax income”. Therefore, tax avoidance is financially advisable and even the IRS says it’s “perfectly legal.”

Tax avoidance involves claiming deductions, credits, and adjustments allowed by the U.S. tax code. Most Americans practice tax avoidance. Simple examples of business tax avoidance include:

  • Deducting legitimate business expenses, such as loan interest or business travel
  • Setting money aside in a Health Savings Account (HSA)
  • Accelerating depreciation (expensing the cost of capital faster than it becomes obsolete or wears out)
  • Changing your business structure to lower its tax rate

Few people want to pay more taxes than necessary. However, some business owners aren’t aware of all the ways they can legally minimize taxes. That’s why it’s advisable to engage a CPA to prepare your taxes.  A skilled CPA stays up-to-date on the latest tax code changes to help you minimize your business’s tax liability.

Momentum CFO offers services where we will work with you and your CPA to help ensure your business pays as little as legally possible. We create financial projections for you to assist with tax planning. These projections forecast your business’s profit or loss for the year.

Your CPA inputs numbers from Momentum CFO’s projections into their tax planning software. Then, he or she can estimate how much your business may owe. Next, Momentum CFO works with you to take actions that will further minimize your liability. 

 Tax Evasion

On the other hand, we have tax evasion. According to the IRS, tax evasion is “the failure to pay or a deliberate underpayment of taxes”. Unlike tax avoidance, tax evasion is illegal. You could face jail time, fines, or both if you are caught. 

There are many ways business owners can evade taxes.  Momentum CFO does NOT condone tax evasion. Examples of evasion include:

  • Under-reporting income
  • Inflating expenses
  • Paying employees in cash to avoid employer-paid income taxes
  • Claiming personal expenses as business expenses
  • Not paying taxes at all

As a business owner, you should never avoid paying your taxes. However, if you do feel stuck come tax time, drop us an email, and let’s see how we can help you reduce your tax liability. 

The Bottom Line

So… did Trump avoid or evade taxes? Since Momentum CFO hasn’t reviewed his tax filings, we don’t know. It will be interesting to learn more when his taxes are made public.

What we do know is that savvy business owners practice tax avoidance. With smart planning, you can reduce your business’s tax liability. Engage Momentum CFO to create a profit and loss forecast for your business. And, be sure to work with a CPA to confirm that the tax minimization actions you take comply with the U.S. tax code.  

Ready to get started on your financial projections?  Book your free consultation today and let’s work together to minimize your business taxes.

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What are the key difference between a bookkeeper, CFO & CPA?

Bookkeeper vs CPA vs CFO , which one to choose? As a small business owner, it’s wise to engage a team of professionals who will help you manage your finances. However, who should be on your team? And how do their roles differ? 

Before we dive into the details, here’s the big picture:

  • A bookkeeper processes and records financial transactions in accounting software.
  • A CFO is a highly experienced finance professional who’s responsible for your business’s overall financial strategy and management. Momentum CFO specializes in providing outsourced CFO services. 
  • A CPA is a licensed accounting professional who generally focuses more narrowly on accounting and tax matters.

1 | Bookkeeper

A bookkeeper is usually the first professional that a small business owner will engage with to assist with their finances. Generally, bookkeepers process and record financial transactions in accounting software such as QuickBooks Online. Typical bookkeeping tasks include:

  • Recording sales, expenses, accounts receivable and accounts payable
  • Reconciling bank statements to records in your accounting system
  • Paying bills
  • Sending invoices
  • Tracking inventory
  • Organizing and maintaining documents such as purchase receipts


A good bookkeeper will provide a few basic monthly financial reports. At a minimum, you should receive a profit and loss statement (P&L), balance sheet, and statement of cash flows. Keep in mind that bookkeepers often will not: 

  • Analyze your financial results
  • Provide guidance on how to improve your numbers
  • Create financial projections of profit or cash
  • Make decisions about the financial direction of a business. 

Making these decisions is where a CFO comes in.

 2 | CFO

A CFO is the Chief Financial Officer of a business. Therefore, a CFO will focus on your financial strategy and overall financial management.  A CFO’s role typically includes:

  • Developing a strategy and detailed plans for achieving your business’s financial objectives
  • Providing comprehensive guidance to help you make important financial decisions
  • Preparing annual budgets and financial forecasts (projections)
  • Measuring and improving financial performance
  • Maximizing profit 
  • Assessing and minimizing financial risks
  • Managing cash
  • Establishing policies and procedures to ensure smooth financial operations
  • Raising capital
  • Handling mergers and acquisitions
  • Managing relationships with shareholders, investors, and lenders
  • Overseeing all other accounting and finance staff and coordinating activities among them


At Momentum CFO, we offer outsourced CFO services for small business owners. In addition, the term ‘outsourced CFO services’ may also be referred to as fractional CFO services, part-time CFO services, or CFO consulting services.

How can your business benefit from a CFO? 

Most small businesses will benefit from having a CFO on their team. However, not all small businesses need a CFO on a full-time basis. Furthermore, hiring a CFO full-time can be expensive! 

Therefore, fractional CFO services are a more affordable option for small businesses that need strategic financial guidance on a part-time basis. As a result, you can avoid the hefty salary, bonuses, cost of benefits, and employer payroll taxes that come with hiring a full-time CFO by outsourcing the CFO function. 

What should you look for in a CFO? 

Skilled CFOs have many years of corporate finance experience. They are trustworthy and analytical. Additionally, CFOs are collaborative and can explain complex financial concepts in straightforward language to anyone on your team. Finally, CFOs have excellent decision-making abilities.

Momentum CFO’s leadership has over 20 years of experience. We’ve led finance organizations at various size businesses. From small startups to Fortune 500 enterprises. As a result, we bring the benefits of large company expertise to smaller businesses like yours.   

Ready to learn more?  Schedule a free consultation! Together we’ll explore how Momentum CFO’s part-time CFO services can help you achieve your financial objectives.

3 | CPA

A CPA (Certified Public Accountant) is an experienced accountant who is licensed by the state. In other words, all CPAs are accountants, but not all accountants are CPAs. 

As an example, obtaining a CPA license requires years of accounting study, experience, and passing a comprehensive exam. But, before you hire a CPA, always confirm that they are licensed and in good standing with your state’s board of accountancy. Californians can check their CPA’s license here.

A CPA is a valuable member of your financial team. However, don’t confuse the roles of a CPA and CFO. A CPA typically focuses on accounting and tax matters. A CFO focuses on broader financial strategy and management.

Common responsibilities of a CPA include: 
  • Keeping and auditing financial records
  • Preparing financial statements in accordance with GAAP (Generally Accepted Accounting Principles)
  • Ensuring compliance with tax laws
  • Preparing and filing taxes
  • Developing strategies to minimize taxes
  • Representing you in the event of an audit
  • Interfacing with IRS representatives (the least appealing part of the job!)

More differences between a CPA and CFO

Some CPAs offer CFO services. However, a CPA doesn’t usually have the same depth of strategic finance experience as a CFO. Just as a CFO doesn’t have the same depth of tax experience as a CPA. 

CFOs are focused on:
  • Setting forward-looking financial strategy
  • Developing budgets
  • Creating long-term financial projections
  • Managing all aspects of a business’s finances 

In short, the two roles are complementary but different. Therefore, it’s a good idea to engage financial professionals who specialize in various domains of accounting and finance. This will help you successfully manage your business finances with more precision.

Need a CPA? We’re happy to recommend a few great ones here in San Diego. Drop us an email.

The Bottom Line

In summary, all three – a bookkeeper vs CFO vs CPA have important roles to play in your small business. Now that you understand the key differences, you’ll know who to turn to for help with various aspects of your business finances.

Still have questions? Need help forming a superstar accounting and finance team? No problem! At Momentum CFO, we coordinate activities among your financial professionals and will recommend trusted professionals to add to your team if needed. 

Ready to get started? Book your free consultation today and let’s work together to grow your business profitably!

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Increase Profitability Through These 6 Simple Steps

In this post, I’ll share 6 ways for small business owners to increase profits. We know that, when comes to profit, small business owners often feel like they’re on a roller coaster ride. Whether you’re just starting up or you have an established business, you’re likely experiencing some ups and downs. 

One year your profit is great and the next year you might not be able to avoid a loss. This is especially true when unexpected events like the coronavirus pandemic throw a wrench in your plans.

If you’re unsure if the sum of all the financial decisions you’ve made will ultimately equal a profit or loss at the end of the year, here are some concrete steps you can take to put yourself on the path to consistent profits. 

1 | Set a Goal and Make a Plan

First, start with the basics.  Set a goal for increasing profit. What are you trying to achieve? Do you want to increase your small business’s profit by 10% compared to last year? Hit a specific number by a certain date? Make your goal specific, realistic, and time-bound. Realistic goal setting is the most important of the ways for small business owners to increase profits over the long run.

After you’ve set a goal, creating a financial plan is a vital next step.  As Antoine de Saint Exupery wrote, “A goal without a plan is just a wish”. A financial plan is like GPS for your small business.  It helps you:

  • Chart the course to your desired destination 
  • Navigate roadblocks you encounter along the way
  • Measure whether you are on track to achieve your profit goals

A CFO will develop a financial plan based on knowledge of your business, goals, historical financial performance, and what’s feasible in the current economic environment.  Not working with a CFO just yet due to budget constraints? We offer consulting services, along with packages specifically for start-ups and small businesses. 

 2 | Understand Your Numbers

Understanding your numbers and how they affect the profitability of your business is one of the most important ways for small business owners to increase profits. But where should you start? Well, your bookkeeper records all the financial transactions that occurred during the month. In addition, she should provide a few basic financial reports that summarize what happened.  

Need a good bookkeeper? We’re happy to recommend a few great ones here in San Diego.  Drop us an email.

If you didn’t study finance, you may feel intimidated or confused by those bookkeeping or financial roll-up reports. You are not alone.  If you don’t know the differences between an income statement (a.k.a “P&L”), balance sheet, or statement of cash flows, not to worry.  Ask for help. Here at Momentum CFO, we conduct monthly financial review meetings for all of our clients. What’s included:

  • Easily understandable charts so you can visualize your financial results
  • Analysis of your financials, and an explanation of why they occurred (in plain English vs. finance jargon)
  • Identifying early warning signs of potential problems that can decrease profitability
  • Comparing the results to your plan to ensure you achieve your goals
  • Providing clear recommendations for improving profit

3 | Evaluate Your Pricing

A third way to boost profit is evaluate your pricing strategy. You may learn that your products or services aren’t optimally priced. 

How did you originally set your prices? Was it based on “gut feel”? Did you research current market conditions and your competitors’ pricing?  

If you don’t have a clear advantage over your competitors, too-high prices can result in lower sales volume. Customers can buy a similar, lower-priced product or service elsewhere.

If your pricing is too low, your sales volume may be high, but you’re probably leaving money on the table that could boost your bottom line.     

In addition, when you set your prices, did you account for all your costs of doing business?  Your total costs aren’t just the direct costs of the labor and materials it takes to produce your product or service.  You also need to factor your general business overhead expenses (e.g. rent, office supplies, software applications, administrative staff support, etc.) into your pricing. 

Your prices should reflect your direct costs, indirect costs, and an appropriate markup to generate a profit.  If you haven’t had a moment to really sit down and figure all this out, fill out our contact form and let’s see how we can help! And remember pricing is one of the subtle yet powerful ways for small business owners to increase profits over time. 

4 | Analyze Product and Service Profitability

Do you know which of your products and services are the most and least profitable?  It’s not uncommon for small business owners to be unaware that they’re losing money on some of their products and services. Some business owners deliberately sell their products at a loss to gain market share from their competitors. However, unprofitable sales aren’t a sustainable long-term solution.

Analyzing product and service profitability involves reviewing your prices, discounts, and the total costs of your products and services. When you know how much profit or loss you’re generating, you can make better decisions about what to do next. Working with a financial consultant or a CFO can help you with your pricing and discounting strategies. Furthermore, they can identify ways to reduce your costs of production and delivery.  

5 | Take a Close Look at Expenses

If you’re looking for ways to increase profit, take a close look at your monthly expenses. To boost your profit by cutting expenses, first identify which of your expenses are necessities for running your business. Necessities include expenses such as rent, cost of goods to produce your products, and business insurance. 

Second, look for expenses you can reduce or eliminate. Ask yourself questions like am I:

  • Paying a recurring monthly fee for a product or service I no longer use? 
  • Spending too much on meals and entertainment?  
  • Setting spending limits for my employees? Or, are they buying whatever they want, whenever they want? 

Few small business owners relish cutting costs because it implies that they must give up something. We can help you be creative and find ways to reduce your expenses! Some tactics we’ve used with other clients include:

  • Renegotiating contracts with your suppliers
  • Refinancing high-interest rate debt (more on this below)
  • Analyzing the return on your investment on marketing or other services intended to increase sales

6 | Refinance High Interest Rate Debt

Small business owners often finance the growth of their business with loans. However, high loan interest expense can substantially decrease your profit. 

Are you generating a consistent annual profit? If not, you’ll have limited options for securing a loan. Furthermore, if you don’t meet the lending criteria set by commonly known financial institutions, you might turn to smaller online lenders. These are a great option for small businesses and startups. However, small online lenders provide that much-needed cash at a high cost. In addition, loans from these lenders frequently carry high double-digit interest rates that can exceed 30% APR.  Reducing high-interest debt is one of the more powerful ways for small business owners to increase profits.

We excel at working with small business owners to generate higher, consistent profits so you can qualify for loans at reasonable rates. Furthermore, we’ve helped numerous clients refinance and consolidate loans. 

As an example, we recently helped a small business reduce their monthly debt payments by over 70%! Now that’s a good return on investment!  

Final Thoughts

A business can’t stay in business for the long term without healthy profits. Therefore, by taking the steps outlined above, you can reap additional benefits such as:

  • Opportunities to grow and expand to new markets or locations
  • Ability to hire more employees and incur new expenses that help you grow
  • Better chances of being able to borrow money at reasonable rates
  • Ability to attract better investors
  • More cash in the bank 
  • Increase in the market value of your business
  • Peace of mind that you are on the path to financial success

Need more help boosting your profit?   Book your free consultation today and let’s work together to grow your business profitably!

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Paycheck Protection Program Loan Forgiveness

What is the Paycheck Protection Program Flexibility Act?

Have a Paycheck Protection Program (PPP) loan? If so, you may be wondering how to qualify to have the loan forgiven. 

Well on June 5, 2020, the Paycheck Protection Program Flexibility Act (PPPFA) was signed into law.  This means the PPPFA makes it easier for small business owners to obtain loan forgiveness by relaxing the original PPP rules. 

Need to know what changed? Let’s dive in!

PPP Forgiveness Time Period

The Paycheck Protection Program (PPP) is a federal financial assistance program that provides forgivable loans to small businesses. So as a small business owner, you receive funding equal to 2.5 times your average monthly payroll costs. 

Originally, business owners had only 8 weeks to use the loan funds and obtain forgiveness. However, the PPPFA extends the forgiveness period from 8 weeks to 24 weeks after loan origination. 

How Can PPP Funds Be Spent?

The primary goal of the Paycheck Protection Program is to help small business owners continue to pay employees.  For the loan to be forgiven, you were originally required to spend at least 75% of PPP funds on payroll-related expenses. However, many small business owners were unhappy with this requirement. 

Why? Most small businesses were running at a fraction of their original capacity.  They suffered from greatly reduced income. To protect what profit they did have, many businesses decided to reduce their expenses. In many cases, this meant laying off staff.

Therefore,  the PPPFA reduces the requirement for payroll-related spending from 75% to 60%. Furthermore, no more than 40% of the funds can be spent on rent, mortgage interest, and utilities.

Rehiring Deadline and Requirements

The PPPFA also extends the deadline for you to rehire laid-off workers by six months. You now have until December 31, 2020 to rehire your team. In addition, the PPPFA relaxed the requirements for rehiring workers. 

Are you still operating with less staff? Well you may be eligible for loan forgiveness if you demonstrate an inability to:

  1. Rehire similarly qualified employees as those that were laid off
  2. Return to previous levels of business activity
  3. Rehire someone the business employed on or before February 15, 2020

What to Track to Qualify for PPP Forgiveness

How do you apply for PPP Forgiveness? First, keep detailed records of how you used your PPP funds. Be sure to spend only on approved expenses.

Second, provide payroll and other financial information. Thankfully, many payroll processors have developed PPP payroll reports specifically for this purpose. Not working with a CFO? Schedule your free financial consultation now and learn how we can help!

Additional information you’ll need to share:

  • your number of employees
  • how much you spend on mortgage or rent
  • your utilities 

Did you receive an SBA EIDL loan? If so, you’ll be asked to report the loan and loan advance amounts you received. 

How to Apply for Paycheck Protection Program Forgiveness

Here’s the steps to take to apply for loan forgiveness:

  1. Complete the SBA’s revised 3508 application or the 3508EZ form. 
  2. Unsure of which one to use?  Review this checklist to see if you qualify for using the simpler EZ form. 
  3. Check with your lender for specific requirements for submitting your application.
  4. Submit your application.
  5. Need assistance gathering the required documentation? Your payroll processor, CPA, or CFO may be able to help. Operating without one? Momentum brings the benefits of Fortune 500 financial expertise without the expense of hiring a full-time CFO. Schedule your free financial consultation now.

Repayment of Unforgiven Funds

The PPPFA enables more small business owners to obtain full loan forgiveness. However, if based on your use of the funds, you still feel you will not receive full loan forgiveness, there’s good news. The PPPFA extended the repayment term for the loan from two years to five years.  

In addition, the annual interest rate for the loan was left unchanged at 1.0% annually. 

Need more information about the Paycheck Protection Program Flexibility Act? View the full text of the Act here. 

Still Have Paycheck Protection Program Questions?

Need more help with PPP loans and long-term financial planning? Well, we offer services for small to mid-size businesses to help them avoid the expense of hiring a full-time CFO! 

Save money and time by contacting us at 858.284.0314. Or, schedule your free financial consultation.

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5 Financial Tips for Reopening a Small Business

You may be wondering, “is it safe and financially feasible for reopening a small business?” Well, after an extended period of closures to reduce the spread of the coronavirus (COVID-19), businesses that survived the economic downturn are starting to reopen.  

In this article, we’ll review financial tips to help you with reopening a small business and stay open during these uncertain times.

1 | Avoid liability by complying with health and safety regulations

There are daily changes to city, county, and state requirements to help curb the spread of COVID-19. Live in California?  Here’s the latest from Governor Newsom.  

If your business has been closed for an extended period, you’re probably already running low on cash. Therefore, the last thing you need is to face costly fines or lawsuits for non-compliance.  In addition, non-compliance could put the lives of your employees and customers at risk. 

Research what is required to for reopening a small business such as yours.  Stay informed of the latest changes.

Do your employees need to wear masks?  Are you required to post signs about coronavirus?  Must you implement touch-free payment systems?  Change your business practices as required to keep yourself, your employees, and your customers safe and avoid unnecessary expenses. 

2 | Don’t lose sight of deferred expenses for your small business

Have you deferred payments to vendors and lenders?  Don’t lose sight of the fact that you may owe a large sum of money in the future.  Deferring payment allows you to more time to pay your bills. However, it doesn’t eliminate your obligation to pay them.  

Make a list of all the expenses you’ve deferred and include them in your cash forecast.  Don’t be caught by surprise by large lump-sum payments.  

Furthermore, are you worried that you won’t be able to pay your expenses by the deferred due date? If so, contact vendors and lenders now to make alternative payment arrangements.  As a small business during this COVID-19 crisis, they may be willing to make further accommodations. They would much rather see you reopen your small business and make a late payment. It’s much better than no payment at all. 

3 | Understand the Payment Protection Program loan forgiveness requirements

Did you receive a Payment Protection Program (PPP) loan to help you maintain pre-pandemic staffing levels? If so read our latest blog on new requirements for PPP loan forgiveness now to get the steps needed to have your loan forgiven.

Here’s the quick scoop: PPP loans are fully forgivable (you don’t have to repay) if you use the funds for approved purposes.  At least 60% of PPP funds must be spent on payroll-related costs within 24 weeks of receiving the loan, and no more than 40% of the funds may be used for rent, mortgage interest, and utilities.  

First, read our PPP loan forgiveness post first.  Second, contact your lender. You’ll be asked to provide evidence of how you used the funds. Therefore, make sure you are tracking your expenses accordingly.  Not using a payroll system or running your small business without a CFO?  Drop us a line and let’s get you set up for success.

4 | Update your cash projections before reopening a small business

Your account balances may be sufficient now. However, when reopening a small business, your expenses will begin to go up again. What will your accounts look like in six weeks?  

If you are uncertain of how to predict this, create a cash forecast that lists all weekly inflows and outflows of cash.  Still not sure how to proceed?  Send us a message and we can provide consultation as if we were your personal CFO!

A cash projection provides crucial information about when you may experience a shortfall.  Knowing when cash will run low helps you act now to change your future financial circumstances.   


5 | Start prepping your small business to weather the storm

COVID-19 is not going away anytime soon. Furthermore, the coronavirus has put a spotlight on the financial weaknesses of small businesses.  Almost all of us have seen one or more of our clients press pause. Or, worse yet, our favorite small businesses close completely during the pandemic. Some yet to reopen. 

Why? Due to local and state regulations. In addition, because there wasn’t enough cash to continue operating.  

Therefore, here are a few key steps you can take now before reopening your small business. Ensure you are better prepared for reopening post-COVID-19, and for future financial emergencies.

Financial Steps to Reopening a Small Business:

  • Build a cash cushion equal to three or more months of expenses.  Treat savings as a monthly expense that you must “pay” to a separate savings account.
  • Apply for a line of credit to draw from during emergencies.
  • Consider alternate ways of generating revenue, including digital sales.
  • Cut non-essential expenses. 
  • Identify alternate vendors to supply goods and services if your primary vendors can’t deliver.
  • Develop business continuity and disaster recovery plans.  Need help developing a specific financial plan for your small business?  Contact us at 858.284.0314 or schedule your free financial consultation. 

Final Thoughts on Reopening A Small Business

This is a stressful time for most small business owners. We are all navigating uncharted waters. Therefore, don’t hesitate to ask for financial help.

With thoughtful planning and careful financial management, you can rest easier knowing that you are better prepared to weather the current COVID-19 economic crisis.  

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Coping With the Coronavirus Cash Flow Crunch

If you’re like most small business owners, you are suffering from cash flow challenges due to the coronavirus pandemic.  With lots of money going out the door and much less coming in, what should you do to cope with the coronavirus cash flow crunch? 

In this article, we’ll discuss four critical steps to take to ensure your business survives this unprecedented time:

  1. Forecast cash flow
  2. Adapt your business practices to generate income
  3. Cut costs
  4. Apply for financial assistance programs

1 | Forecast Cash Flow

Cash deficits are the #1 reason businesses fail. COVID-19 is exacerbating the problem. How long will it take for your business to run out of cash if you have reduced or no income in the near future? You will surely feel stressed and anxious if you don’t have a good handle on how much money you need to sustain your operations. 

The solution is a cash flow forecast that predicts future inflows and outflows of cash.  By looking ahead, you’ll eliminate the much of the uncertainty about the cash you’ll have on hand next week or three months from now.  Not sure of how to set this up?  Reach out and we can help! 

Remember, do not manage cash simply by checking your bank account balance. A bank account balance is simply a snapshot in time that doesn’t provide insight into how much cash you’ll have in the future.   

Want to set up your own cash flow forecast? Great! Here’s how to create a basic cash flow forecast:

  • Start with your beginning bank account balance for the time period at hand, whether it’s the current week or month. 
  • List all your inflows of cash from sales, loans, or other sources. 
  • List all your outflows of cash such as payroll, rent, and credit card payments. 
  • Add your total cash inflows to and subtract your total cash outflows from your beginning bank balance. Then you will have a forecast of your ending account balance for the time period. 

Still feeling overwhelmed, don’t have a bookkeeper, let alone a CFO?  We offer services for both startups and small businesses. In addition, we already have experience helping businesses reopen and bringing them out of their cash flow crunch due to COVID-19. 

2 | Adapt Your Business Practices to Generate Income

Many states have ordered non-essential businesses to close. If your business was forced to close, and you are still suffering a loss of income, it’s time to get creative.  Brainstorm how you can continue to offer your products and services in a different way. For many, this many mean switching to e-commerce services or product sales. 

Do you typically meet clients in person? Determine if you can deliver your services online via video conference instead. Were you selling products at a storefront? Well, you might be able to promote digital gift cards or offer delivery services! 

Either way,  set up safe, socially-distanced options for your customers to continue to work with you. Stay top of mind. And, don’t overlook the power of social media to do this. Offer special promotions to keep clients engaged. 

Be sure to stay on top of your accounts receivable and follow up with customers who are late on payments. Bill customers as soon as you deliver your product or service. Consider using a factoring company (factor) to get an advance on the receivables your customers owe you before their payments are due to you. For more information on factors, see our article on cash flow. 

3 | Cut Costs to Increase Cash Flow

If you’re suffering from a severe cash-flow shortage, cost-cutting is essential. What should you do? First, reduce or eliminate all non-essential expenses.  Postpone major purchases. Sell excess inventory. Delay payments to vendors as much as possible. 

Rent and payroll are the two biggest operating expenses most businesses incur. Ask your landlord or mortgage lender if you can defer payments to a future date. Some lenders are offering rate reductions on existing debt. Payment deferments of up to six months are available on Small Business Administration 7(a) and 504 business loans and microloans.  Learn more about SBA loan deferments. 

Lastly, in this exceptionally low-interest rate environment, consider consolidating and refinancing any existing debt at a lower rate to save on interest expense. Contact your lender or finance professional for assistance. 

To learn more about how we’re helping businesses reopen post COVID-19, contact us at 858.284.0314 or schedule your free financial consultation.

4 | Apply for Financial Assistance

The Small Business Administration’s Economic Injury Disaster Loans (EIDLs) and the Paycheck Protection Program (PPP) forgivable loans are federal financial assistance programs available to small business owners. 

SBA Economic Injury Disaster Loans are available to businesses and non-profit organizations suffering losses from COVID-19. The funds from disaster loans can be used to pay your employees, vendors, and creditors.  Disaster loans provide up to $150,000 in assistance for business owners and have favorable terms including low-interest rates, and long payback periods.

The Paycheck Protection Program provides forgivable loans to small businesses to pay their employees during the pandemic. The loan amount is based on 2.5 times your average monthly payroll cost. The entire loan amount will be forgiven (you don’t have to repay it) if you use the proceeds to pay for payroll costs, rent, mortgage interest, and utility costs and you maintain staffing and compensation levels. 

Contact your local bank to find out if it is participating in the program.  Get all of the details about the Paycheck Protection Program.

In addition to exploring federal assistance programs,  research financial assistance programs that are specific to your industry and location. Special funds have been established for businesses in various industries. In some areas, local government agencies are also providing assistance. 

For example, the City of San Diego’s Small Business Relief Fund is available to local businesses affected by COVID-19. The fund provides grants and forgivable or low to zero interest rate loans to eligible small businesses. 

Final Thoughts on Increasing Your Cash Flow

This is a stressful time for most small business owners as we are all navigating uncharted waters. Don’t hesitate to drop us a message about how we might be able to work together to get you through this cash flow crunch.

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The Paycheck Protection Program

Editor’s note: This article was last updated on June 9, 2020. It reflects loan forgiveness changes outlined in the Payment Protection Program Flexibility Act.

If you’re like many small business owners, you may be struggling to retain employees during the COVID-19 pandemic. Fortunately, federal financial assistance programs can help. In this article, we’ll discuss the Paycheck Protection Program (PPP). 

What is the Paycheck Protection Program?

The Paycheck Protection Program provides forgivable loans to small businesses. You may be wondering, how big of a loan can you get? Up to 2.5 times your average monthly payroll costs.

Ready for the great news? The entire loan amount will be forgiven if you meet the forgiveness criteria. Forgiveness means you don’t have to repay the loan.

Who can apply for the Paycheck Protection Program?

In general, small businesses with fewer than 500 employees, non profits, and veterans organizations. Sole proprietors, independent contractors, and self-employed individuals may also apply. 

In certain circumstances, businesses with more than 500 employees are eligible. Learn more about the SBA’s size standards for small businesses. 

Unlike other types of business loans, no collateral or personal guarantee is required for PPP loans. 

How must PPP funds be used? 

The primary goal of the Paycheck Protection Program is to help small business owners continue to pay their employees. 

Business owners must spend 60% of PPP funds they receive on payroll-related expenses. They must do so within 24 weeks after receiving the loan. No more than 40% of the funds can be spent on rent, mortgage interest, and utilities. 

Your loan won’t be fully forgiven if you don’t use all of your PPP funds on approved expenses. There are also restrictions on decreasing headcount or wages that may limit your ability to achieve 100% loan forgiveness. 

How do I apply for a Paycheck Protection Program loan?

Don’t delay in applying for a PPP loan. Loans are available on a first-come, first-served basis. The CARES Act initially allocated $350 billion to the Paycheck Protection Program. Later, lawmakers approved an additional $310 billion of funding.

Most lenders began accepting applications for Paycheck Protection Program loans in early April 2020. Which organizations can accept PPP applications? SBA lenders, federally insured depository institutions, and other regulated lenders approved by the Treasury. Find an approved lender here. 

First, see if you can apply with the financial institution you bank with. Some lenders will only take applications from their current customers. They may also require borrowers to meet other criteria. This may include having an existing lending relationship with them. 

If you don’t qualify, you can still apply with another lender that has different borrowing requirements. 

What if my PPP loan isn’t forgiven?

If you’re required to repay your loan, repayment starts 6 months after receiving the funds. 

Payments are deferred for 6 months. But, 1% annual interest will begin accruing immediately. Full repayment is due 5 years after receiving the loan. There is no pre-payment penalty for repaying it sooner. 

About Momentum CFO

Momentum CFO is a boutique firm specializing in outsourced Chief Financial Officer services for small to mid-size businesses. We bring the benefits of Fortune 500 financial expertise to your business without the expense of hiring a full-time CFO. 

To learn more, contact us at 858.284.0314 or schedule your free financial consultation.

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Economic Injury Disaster Loans (EIDL) for Small Businesses

As a small business owner experiencing a loss of revenue from the novel coronavirus (COVID-19) pandemic, you’re probably losing sleep at night wondering how your business will survive in these uncertain times. The mental narrative playing on repeat in your head may sound something like this:

“Coronavirus is crushing my business! How will I serve my customers? Am I going to lose even more of them? And my employees… will I have to lay them off? I’m not sure I can afford my next payroll. What about my bills and debt payments? I could lose my business! ” 

These concerns are enough to make anyone feel worried and anxious. Fortunately, disaster loans are available to help businesses weather the pandemic’s impact. 

What are Disaster Loans?

Note: the following information was sourced from the SBA’s website and was updated on July 21, 2o2o.

Disaster loans help businesses recover from physical and economic damages caused by a disaster such as a hurricane, flood, or in these times, COVID-19. 

The Small Business Administration (SBA) provides Economic Injury Disaster Loans (EIDL) to businesses and non-profit organizations suffering losses from COVID-19. These loans provide essential cash to help keep your business afloat. The funds from disaster loans can be used to pay your employees, vendors, and creditors. 

The SBA’s economic injury disaster loans provide emergency funding for business owners and have favorable terms including low interest rates and long payback periods. The interest rate for disaster loans is 3.75% for small businesses and 2.75% for private non-profit organizations. The length of the loan payback period will vary based on your ability to repay it, and can be as long as 30 years. 

Which Businesses are Eligible?

Small business owners in all U.S. states and territories are currently eligible to apply, provided that your business meets the SBA’s size standards. In general, to be considered a small business, you must not have more than 500 employees, but there are exceptions. Use the SBA’s Size Standards Tool to find out whether your business qualifies. 

SBA Disaster Loan Process

How to Apply for a Disaster Loan

You can apply for an SBA disaster loan online, by mail, in person at a disaster center, or by calling the SBA Customer Service Center at 1-800-659-2955.  The SBA recently introduced a streamlined application process.  Click here to access the application. 

Be sure to have your financial statements on hand before you apply. Among other things, you’ll be asked for information about your revenue and cost of goods sold, for the twelve months prior to the date of the disaster. The SBA defined January 31, 2020 as the disaster date. 

What Happens Next? 

After you submit your loan application, an SBA loan officer will review your credit, verify your eligibility, and approve or deny your loan application. If your application is approved, congratulations! It’s time to move on to the loan closing process and receive funding. 

You’ll receive an e-mail from the SBA that directs you to log into their website. There, you’ll have an opportunity to decide if you want to receive all or only some of the total loan amount that was approved.

What Else Should I Do?

Regardless of whether you’re approved for a disaster loan, there are other things you can do to mitigate the impact of COVID-19. 

  • Maintaining a cash forecast  that predicts your business’s future inflows and outflows of cash is vital to the health of your business.  By looking ahead, you’ll eliminate the much of the uncertainty and anxiety about what your business can afford in future. Check out our previous article for more tips on cash flow. 
  • You should also reduce or eliminate all non-essential expenses. If you’re running out of cash and have a line of credit, now is the time to draw funds from it. 
  • Consider seeking professional financial guidance to help you through this challenging time. While it may seem like one more expense you can’t afford, professional help may save your business from permanent closure. An experienced CFO will ensure that today’s problems don’t snowball into bigger ones down the road. If you need assistance coping with the financial fallout of COVID-19, engage a CFO today.  

About Momentum CFO

Momentum CFO is a boutique firm specializing in outsourced Chief Financial Officer services for small to mid-size businesses. We help business owners increase profit, improve cash flow, plan, and make smart financial decisions. Enjoy the benefits of Fortune 500 financial expertise without the expense of hiring a full-time CFO.

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5 Financial Tips for a Prosperous New Year

Every year, millions of people make New Year’s resolutions, hoping to improve some aspect of their lives. As a small business owner, you probably have many ideas about how to improve your finances in 2021. But with so many opportunities, where should you begin? Start by reading up on these 5 financial tips for a prosperous 2021! 

1 | Set Measurable Financial Goals

2021 is the year to think big for your business. What do you want to achieve this year? Setting measurable financial goals is the first step toward ensuring your business is prosperous in 2021. 

The best goals are “S.M.A.R.T.” – specific, measurable, acheivable, realistic, and timely. Instead of setting a general goal such as “I’ll increase my profit in 2021”, try “I’ll increase my profit 10% by December 31, 2021”. 

2 | Create a Budget to Achieve Your Goals

The next financial tip for a prosperous new year is to think about how you’ll achieve the financial goals you just set. Whether you want to maximize profit, expand operations to a new location, pay down debt, or hire new employees, a budget is the key to your success.  

Think of it as GPS for your small business. A well-crafted budget charts the course to your desired destination and helps you navigate roadblocks you may encounter along the way. It provides the road map for achieving your goals and the yardstick for measuring whether your performance is on or off track. 

When you compare your monthly financial results to your budget, you can spot warning signs of a potential problem. Then, you can take corrective action to avoid unfavorable results. And, if you find that you’re achieving or exceeding your goals, you’ll have a reason to celebrate! 

Still not convinced?  Learn why budget planning is so important for the success of your small business.

3 | Stay on Top of Your Numbers

It’s critically important for business owners to review and understand their financial results.  Timely, accurate, and meaningful financial reporting and analysis provides the information you need to successfully manage your business finances. 

Was there a profit or loss last month? Why? What needs to change to ensure you achieve your profitability goals?  Having insight into your numbers reveals opportunities to understand and improve your small business finances.

4 | Have a Backup Source of Cash

Ongoing cash deficits are the #1 reason small businesses fail. And aside from the obvious jeopardy your business will be in without steady cash flow, you’ll surely feel stressed and anxious about the future. 

How do you avoid that risk and discomfort?  Savvy business owners plan for seasonal cash shortages.  How? Here are a few ways:

  • Build cash reserves (an “emergency fund”)
  • Obtain a working capital line of credit
  • Monitor your accounts receivable. Ensure your customers are paying you on time. Immediately follow up with those who have past due bills. 
  • Maintain a cash forecast that predicts your future bank account balance. Today’s balance doesn’t give you visibility into your cash balance at the end of this month, next month, or six months from now. 

Need more tips? Check out this article on common cash flow mistakes and how to avoid them.

5 | Know When to Ask for Help

It takes tenacity and perseverance to build a business. But as your business grows, so do the financial responsibilities, decisions, and demands for your time. It’s okay to ask for help. 

As an educated and intelligent business owner, you might feel overwhelmed or embarrassed about your never-ending financial to-do list or challenges. Believing that you “should” be able to manage your business finances on your own won’t change the situation. Going it alone could result in compounding problems. Outsourcing to an expert makes the best use of your time and yields better, faster results.

If you’re struggling to keep up with your small business finances, set up a free introductory meeting to learn how Momentum CFO can help. 

The Bottom Line

A new year brings new opportunities for greater small business success. These five simple financial tips are the foundation for a great 2021. 

Have a happy, healthy, and prosperous new year!

About Momentum CFO

Momentum CFO is a boutique firm specializing in outsourced Chief Financial Officer services for small to mid-size businesses. We bring the benefits of Fortune 500 financial expertise to your business without the expense of hiring a full-time CFO. 

To learn more, contact us at 858.284.0314 or schedule your free financial consultation.

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6 Cash Flow Mistakes to Avoid

“Entrepreneurs believe that profit is what matters most… But profit is secondary. Cash flow matters most.”  – Peter Drucker

Cash is truly the lifeblood of your business.  Without it, there’s no money to hire employees, buy supplies, or repay debt.  According to a US Bank study, 82% of businesses that fail do so because of cash flow problems.  Don’t be a statistic- learn six cash flow mistakes that can sink your business, and how to avoid them.

1 | Overestimating Sales 

If you have a financial plan for your business that projects your income, expenses, and expected profit, congratulations! You’re on the right track.  However, if your sales projections are overly optimistic, you may find yourself short on cash.  If you’re counting on every one of those sales to materialize in order to afford your business expenses, take a step back.  Most businesses don’t generate significant sales in their first few months (or sometimes years) of operation.  

While it’s great to have a “best case scenario” financial plan for your business, it’s also important to have a more conservative backup plan.  Identify expenses that you can reduce, postpone, or eliminate if sales aren’t as strong as you expected, and immediately cut costs when needed. 

2 | Overdue Customer Invoices

You’ve made the sale and sent the invoice… now you need your customers to pay you on time so you can pay your own business expenses. 

To avoid coming up short, review your accounts receivable (A/R) aging report each month and contact customers that have overdue invoices.  Include consequences such as late payment fees in all your customer contracts, such as 3% of the invoiced amount for each month that the invoice remains unpaid.  Set clear collections policies for unpaid invoices and be diligent about following up. 

3 | Out of Sync Payment Terms

If the payment terms you offer your customers are significantly different than those you have with your vendors, you’ll quickly wind up with a cash flow deficit.  For example, if you give your customers 45 days to pay your invoices but your vendors require you to pay in 15 days, you’ll need extra cash on hand to cover the 30-day gap in payment terms.  

To close the gap, renegotiate your contracts with customers and vendors.  If that’s not possible, consider offering your customers a small early payment discount, typically 1 – 3%, to give them an incentive to pay invoices before they’re due.  

If out of sync payment terms are a consistent problem, invoice factoring may be a solution.  Factoring companies advance qualified businesses short-term cash secured by the value of customer invoices.  Here’s how it works: You send your customer an invoice for $25,000 that’s due in 60 days. The factoring company advances you $25,000 immediately, and then collects payment from your customer when it’s due.  As with any type of financing, be sure you fully understand the costs of the factoring arrangement.  Factoring companies generally offer their services in exchange for a percentage of the invoice value.

4 | Not Having a Cash Flow Forecast

When you first started your business, managing cash flow may have seemed as simple as ensuring you had enough money in your bank account to cover your expenses.  But a bank account balance is simply a snapshot in time that doesn’t provide insight into how much cash you’ll have in the future.  

The solution is a cash flow forecast that predicts future inflows and outflows of cash.  By looking ahead, you’ll eliminate the much of the uncertainty about the cash you’ll have on hand next month or six months from now.  You’ll be able to pinpoint times when you expect a cash flow deficit and create a plan to ensure it doesn’t put your business in jeopardy.  

5 | Not Having a Backup Plan

Cash crunches are sometimes inevitable.  It’s impossible to predict the future with perfect accuracy, so it’s crucial to have a cash cushion or “emergency fund” to fall back on when you have a cash deficit.  Your emergency fund should include enough cash to fund at least 3 months’ worth of operating expenses.  Keep the funds in an account that isn’t at risk of losing value, such as a savings account.  

You can also consider applying for a line of credit that you can draw from when your cash flow forecast indicates that there will be a deficit.  Interest rates for lines of credit are variable, so stay on top of your borrowing costs by reviewing your monthly statements.  

6 | Not Knowing Your Numbers

Last but not least, you must know your numbers to have positive cash flow and a profitable business. It’s tempting to put managing your finances on the back burner while you focus on generating the revenue needed to sustain your business. But without a solid understanding of your monthly financial performance, it’s difficult to pinpoint problems and determine how to adjust course when things don’t go as planned. 

Each month, review your cash flow statement, which reflects your inflows and outflows of cash, and your P&L, which details your income, expenses, and resulting profit or loss.  Those two reports will give you an understanding of your sources and uses of cash. 

Final Thoughts

Maintaining healthy cash flow is a common challenge for entrepreneurs.  If you stay on top of your finances and regularly update your cash flow forecast, you’ll set yourself up for future success.  If you have a cash flow problem and aren’t sure what to do next, make it a priority to engage a qualified financial professional.  When you have little cash to begin with, it may seem counterproductive to spend more of it.  But just as a doctor helps you get well when you’re sick, an experienced CFO can help your business return to financial health.  Engage a CFO today.  Your bank account will thank you! 

About Momentum CFO

Momentum CFO is a boutique firm specializing in outsourced Chief Financial Officer services for small to mid-size businesses. We bring the benefits of Fortune 500 financial expertise to your business without the expense of hiring a full-time CFO. 

To learn more, contact us at 858.284.0314 or schedule your free financial consultation.