How do you write a letter to a lord?

My mother-in-law is a bit of a raconteur. One of her many family stories is how her father started up a filter cloth business in the 1960s. As the story goes he was listening to the news on the radio and became very exercised about something he heard. He came running into another room and shouted to his wife, 'How do you write a letter to a lord'?

What had caused his excitement was listening to a lord (it would be a better story if we knew his name) bemoaning the fact that a local firm was having to import filter cloths for commercial vehicles from overseas despite the fact that (at the time) we had our own cotton industry. My wife's grandfather, who at the time was a bus driver, thought he could do something about this by supplying filter cloths from a local cotton mill in Lancashire. He knew people at the mill and felt sure he could use his contacts and knowledge to good effect. 

He wrote his letter to the lord who agreed to arrange an introduction to the firm looking to purchase the filter cloths. He managed to secure the contract and his business was launched. It became a thriving and respected small family business supplying filter cloths to firms in the U.K. and overseas. It improved the income and quality of life of my wife's grandparents in the latter years of their working life and the business was eventually sold giving them a comfortable retirement.

So that may be a good family story but what are the business lessons to be learned? Well the main one for me that my wife's grandfather didn't just have an idea, he acted on it. He wrote his letter to the lord, used his contacts at the mill and won the contract. Every business starts with a first step towards winning that initial order or making that first sale. Something needs to be done to follow up on that great idea or flash of inspiration. So what will your 'Letter to a lord' be this week?

www.base52.co.uk

9 things to do before the end of the tax year

It's that time of year again when some planning in the last few weeks before the end of the tax year could provide a useful tax saving.

The tax year end for individuals is 5th April 2017. Many self employed people also have their accounting year end as 5th April or 31st March to coincide with the tax year. For private limited companies, 31st March is also a common date for the year end.

Here are some ideas:

1) Buy business assets and bring forward expenditure before the year end

If you are thinking of investing in business assets - new plant & machinery, vehicles, office furniture, computer equipment it is sensible to make your purchase before the end of current financial year, rather than the start of the next one. Timing your investment could mean that you can claim your capital allowances sooner, saving on cashflow. Similarly if you are intending to carry out some repairs or maintenance work, doing this before the year end will reduce your next tax bill.

Click here for more details

2) Manage your income

If you are in the fortunate position of being able to manage your income, plan now to optimise your income for tax purposes. For example, as a company director and shareholder, you may be able to reduce salary or dividends to keep your income below the key tax thresholds of £43,000, £100,000 or £150,000. An income level of £50,000 where child benefit is withdrawn from the highest earner in a household is another key threshold to monitor.

The £100,000 threshold is particularly painful from a tax perspective as the personal allowance is withdrawn. This gives an effective rate of tax at a very painful 60% at income levels between £100,000 and £122,000. So best avoided if you don't need the income and can defer this to another year.

3) Consider the effect of the new dividend tax

A new dividend tax was introduced from 6th April 2016. This affects people who receive a significant amount of dividend income each year. There is a £5,000 dividend allowance where dividends are free of tax. Above this level however new rates of dividend tax apply for varying levels of income. 

The dividend tax has a significant impact on business owners who may be used to drawing a relatively high proportion of their income as dividends. If possible the higher rate dividend rate of 32.5% is best avoided by capping gross income at the basic rate threshold of £43,000. Gifting shares to a spouse so that they can utilise the dividend allowance may be appropriate in some cases

Click here for more details

4) Contribute to a pension

Pension contributions before the year end are a tax efficient way of saving for the future and reducing your tax bill. Advice should be sought from a suitably qualified Independent Financial Advisor to ensure that your particular circumstances are considered.

5)  Use gift aid for donations

Using gift aid for charitable donations has the effect of raising the basic rate tax band and saving 20% tax for higher rate tax payers. So for every 80 pence you donate, your chosen charity receives £1.00. 

6) Use your tax free savings allowance

If you are lucky enough to have surplus cash, make sure that you use your annual ISA allowance. Within an ISA, all income and gains are tax free. 

You can save up to £15,240 for 2016/17 and the limit will be increased to £20,000 for 2017/18. You can choose how you split this between stocks & shares and cash ISAs. 

Click here for more details

7) Use your annual capital gains exemption

If you have personal assets (shares, property etc) and are intending to sell them soon, consider the capital gains tax implications in advance. You may be able to time the sales of shares for example to spread over 2 or more tax years and utilise your £11,100 2016/17 annual exemption effectively. For married couples and civil partners consideration should be given to each spouse/civil partner using their allowance.

Click here for more details

8) Review use of the VAT Flat Rate Scheme

For businesses using the VAT Flat Rate Scheme the government have introduced a new definition of a 'Limited Cost Trader' whose expenditure on goods is less than 2% of VAT inclusive turnover. If using the scheme you should consider if you are a LCT in which case it is likely to be advantageous to revert to Standard VAT Accounting from 1 April 2017.

Click here for more details

9) Set money aside for your tax bill

If you take some of the steps above you should be able to reduce your 2017 tax bill. 

If all or some of your income is not taxed at source however, it is likely that you will be faced with a tax bill for 2016/17.

Setting a percentage of your income to one side to cover your tax bill and placing it in a deposit account is a sensible measure and will help avoid any last minute panics in January trying to find the funds. Another tip is to get your tax return completed as soon after the end of the tax year as possible. This give you an early warning of any additional tax due so that you have sufficient time before the payment deadline in January.

Note - This draws on a Blog first published in February 2016 and is updated for new tax rates and allowances.

www.base52.co.uk

Join our VAT simplification scheme - oops no, that's aggressive tax abuse

The VAT Flat Rate scheme was introduced by HMRC in 2002 as a 'simplification scheme'. The idea being that it was simple and beneficial for the small businesses who were eligible to participate and simpler for HMRC in terms of compliance. Essentially the way it works is that a business pays a lower 'flat rate' VAT to HMRC which varies according to their sector. As a trade off the businesses are not able to recover any VAT on expenditure. So a win/win and small businesses signed up for the flat rate scheme in droves. HMRC even offered a 1% discount on the flat rate for the first year of VAT registration.

So all this changed in the last Autumn statement. HMRC have introduced a new concept of a 'Limited Cost Trader' to describe businesses which have minimal expenditure on HMRC's definition of 'goods'. For these businesses they will need to use a new flat rate of 16.5% of VAT inclusive turnover which by my maths comes out at 19.8%. Er...no thank you, we might give that a miss. 

That's all fine but instead of HMRC saying they got it wrong initially and the rates were too generous (even without the 1% first year discount they threw in) or that economic circumstances have changed, low and behold, HMRC have blamed it all on the businesses who took up the scheme.  There is a Technical Note on HMRC's website with the heading, 'Tackling aggressive abuse of the VAT Flat Rate Scheme'  - as if these businesses were doing something wrong? I'm struggling to understand what is aggressive or abusive about adopting a scheme which HMRC devised and promoted and then changed their minds about.

For many businesses the best option will be to revert to standard VAT accounting and recover VAT on their expenses. Depending on their turnover and business sector some businesses will be a few thousand pounds worse off each year as a result of this change. Coming on the back of the dividend tax introduced last April and pensions auto enrolment it's another unwelcome burden for some of the smallest of small businesses. Implying that it was their fault that the scheme is being changed adds insult to injury.

www.base52.co.uk

Accountants aren't just for the year end

Many business owners have a 'once a year' relationship with their accountants. They do their own bookkeeping and VAT administration in house, maybe with a part-time bookkeeper and their accountant is engaged to prepare the year end accounts, possibly with a bit of payroll thrown in.

This arrangement can work fine, especially if you have a good and reliable bookkeeper. It may be more problematic if the in house bookkeeper is not very good or if they decide to move on. In the latter case, finding a replacement can be difficult and an overhead as the newbie learns the ropes and settles in.

So what about outsourcing as an alternative? Outsourcing all of your financial administration including booking and VAT to your accountants can have a number of benefits, including:

• Continuity - the firm you engage should have cover so that if there are staff changes, it's their problem, not yours
• Scalability - if you business grows or contracts they can adapt the level of resources (and costs) to suit your needs
• Synergy - as your accountants are dealing with your bookkeeping they should gain efficiencies on year end work, reducing costs
• Familiarity - with regular contact they get to know you and your business and what makes it tick. They can add value by preparing monthly or quarterly management accounts on the back of the bookkeeping work
• Certainty - you should be able to agree a fixed monthly fee for all the accountancy work so you can budget with certainty

For a small business, outsourcing can be a cost effective and attractive alternative to 'bookkeeper plus accountant'.

A high proportion of the accountancy support we provide at Base52 is as a comprehensive outsourcing package. We like it because we get to know our clients better and we think we can provide a more proactive service with regular contact with our clients.

Please see our website and video for more details

www.base52.co.uk/services/outsourced-accounts-and-tax

Another busy January

I was just thinking about our January tax return workload and reflecting on how things have changed over 14 years at Base52.

In the early years there were just a handful of tax returns, mainly for our business clients. I did the tax returns myself along with most of the business accounts.

14 years on we now deal with a range of tax returns from the routine with self employment profits or PAYE and dividend income, to the more complex with capital gains tax computations, entrepreneurs' relief, foreign income, enterprise investments schemes etc. We have also seen the rapid growth in buy to let ownership. Nowadays, many of our clients have buy to let income on their tax returns. Another change has been the requirement for 'high income' taxpayers who earn more than £100,000 per annum to file a tax return.

One thing that hasn't changed is the January rush. Almost inevitably a high proportion of our tax return work still falls in December and January. There is a nothing like a deadline for focussing minds and helping everything to come together before HMRC penalties apply.

We do try and keep a little in reserve however so despite being a very busy time we are still, 'open for business' in December and January and delighted to welcome new clients.

There is more change on the horizon with the introduction of a dividend tax and changes in buy to let tax from this tax year and Digital Tax Accounts and quarterly reporting from 2018. We are already making plans for the new digital reporting regime and want to be in the best position to support our clients and help them adapt to the new requirements.

So it's heads down for a busy last few weeks to the end of a another tax season. Roll on January 31!

www.base52.co.uk

What is an exit strategy and do you need one?

An exit strategy is a strategy for exiting from your business at a future date, in a manner that achieves a good outcome for you as the business owner.

Many business gurus recommend that business owners should have an exit strategy from the first day they start a business. The reason for this is that they can then shape the business and develop their strategy to achieve the maximum value at exit.

So if it makes good business sense why do many business owners ignore this advice and not really think very much about exit, often until circumstances beyond their control (bad health, industry change, loss of key personnel etc) force them to consider it? Probably the main reason for this is that they are focussing on the 'day to day' - getting the next order, managing a difficult customer or staff issue etc, exiting from the business seems a long way in the future. Considering their exit in advance however, ideally a few years before they intend to step away from the business can significantly increase their exit value.

Some serial entrepreneurs will have many 'exits' during their business life. A more typical scenario is an 'owner managed' business which an owner has built up over several years. So what are the exit options available in this case?

Exit options could be:

1. Sell the business outright to an external buyer
2. Merger with a similar business
3. Sell the business or shares in the business to key employees
4. Develop a management team, retain ownership but step down to a part-time, less 'hands on' role, continuing to draw income from the business

These are probably the main options but there are 'hybrid' versions, for example making a partial sale but retaining some ownership and involvement in the business.

All of the above options need careful planning and professional help to execute. So if you are starting to think that you might move on from your business in a few years, start thinking about how you will do it now and develop your exit plan. It could be one of the most useful and rewarding things you do in your business life.

www.base52.co.uk

What do you do when the phone stops ringing?

Business owners like being busy. Too busy to get through the urgent task list, speak to that important customer, deal with a tricky problem raised by a member of the team.  They like the buzz, the adrenaline rush, up and out of the door early, in the office before everyone else and work, work, work. Doing stuff until it's time to go home.

But suddenly it seems, something strange happens. The customers who used to contact you directly are dealing with members of your team. The volume of emails and phone calls you have to deal with has slowed down to a trickle. Business is still coming in and work is getting done but it's happening without you. 

It's a strange and unnerving feeling.

So what do you do? Well for some the need to be busy takes over. They will pile in and take on some work from the team to fill up the time. Before long they have their head stuck in a tricky customer project and they don't have time to sort out their important jobs again. They are needed and fixing problems. Job done? Well maybe not. They are busy but busy in their own comfort zone and the cycle starts again.

So if you are a business owner and this happens to you, my advice is pause and take some time before doing anything. Embrace not being busy for a while and use this time to think. What should your role be? How can you really move your business forward?

Steve Jobs at Apple went through a period of restructuring and consolidation and building up reserves in his business. Someone asked him what his plans were and why he wasn't moving forward with new initiatives. His reply was, 'I'm waiting for the next big thing'. That big thing was the change to downloading music and out of that came iTunes and the iPod and the resurgence of Apple.

As small business owners we maybe aren't setting our sights as high as Steve Jobs but we all have 'things' happening in our industries which will affect how we do business in the years to come. Maybe we should get busy seeing how we can exploit this rather get busy doing what makes us feel comfortable? 

www.base52.co.uk