Payroll for Your First Employee: Everything U.S. Small Businesses Need to Know Before Making Their First Hire

Congratulations! Hiring your first employee is a monumental step for any small business or freelancer. It means your business is growing, your vision is expanding, and you’re ready to take on new challenges. But with this exciting milestone comes a crucial responsibility: payroll.  For many new employers, the word “payroll” conjures images of complex forms, confusing calculations, and potential IRS penalties. It can feel like stepping into a minefield! But don’t let that overwhelm you. While it’s true that payroll compliance requires attention to detail, breaking it down into manageable steps makes it much less daunting. This guide will walk you through everything you need to know to set up payroll legally and efficiently for your very first hire in the U.S. We’ll cover federal and state requirements, common pitfalls, and smart strategies to ensure both you and your new team member start off on the right foot.  Table of Contents Before You Hire: Employee vs. Independent Contractor This is arguably the most critical decision you’ll make upfront. Mistakenly classifying an employee as an independent contractor can lead to severe penalties from the IRS and state labor departments. The IRS uses several factors (behavioral, financial, and type of relationship) to determine classification. When in doubt, err on the side of caution or consult a professional. The consequences of misclassification—like back taxes, penalties, and interest for unpaid payroll taxes (Social Security, Medicare, unemployment)—can be financially devastating. Setting Up Payroll in 7 Easy Steps Once you’ve decided you’re hiring an employee, here’s a checklist to get your payroll system up and running:  1. Get an Employer Identification Number (EIN) The first and most important step is getting your Employer Identification Number (EIN) from the IRS. It’s the unique ID that helps identify your business for tax reasons at both the state and federal levels. The application is free and can be completed online on the IRS website—and you’ll need it to report taxes, hire employees, and open business bank accounts. Once you have your EIN, the IRS’s Publication 15, Employer’s Tax Guide is a must-read resource to understand your ongoing payroll tax responsibilities.  2. Register with State’s Labor and Tax Agencies  This step is crucial and varies by state. At a minimum, you’ll need to register for state income tax withholding (if your state has an income tax) and state unemployment insurance (SUI). These registrations allow you to properly withhold taxes from your employee’s paycheck and pay into your state’s unemployment system.  Many states also require you to secure workers’ compensation insurance, often starting with your very first employee. A quick search for “new employer registration” plus your state name will usually point you to the correct agency. For example, in California you’d register with the Employment Development Department (EDD), while in Texas you’d register with the Texas Workforce Commission (TWC) for state unemployment insurance (since Texas has no state income tax).  3. Gather Employee Paperwork Before your first employee starts, they’ll need to complete several essential forms:  4. Choose Your Payroll Schedule Will you pay weekly, bi-weekly, semi-monthly, or monthly? Bi-weekly (every two weeks) is common for many small businesses, resulting in 26 paychecks per year. Whatever you choose, be consistent and communicate it clearly to your employee. State laws often dictate minimum pay frequency.  5. Understand Federal Payroll Taxes The next critical step is understanding the federal taxes you’re responsible for. As an employer, you have a legal obligation to withhold and pay several taxes on behalf of your employees. These include:  Since tax rates are updated regularly, always confirm with IRS publications or online calculators to verify your withholdings.  6. Understand State and Local Payroll Taxes Beyond federal taxes, you’ll also deal with:  7. Choose a Payroll Method  Now for the big question: how will you actually run payroll?  Estimates from the American Payroll Association (APA) show that automated payroll solutions can reduce processing costs by as much as 80% compared to manual methods. This isn’t just about saving money; it’s about avoiding costly mistakes and the substantial fines that can come with them.  Don’t Let Payroll Be a Headache! Hiring your first employee should be an exciting journey, not a source of stress over tax liabilities and complex regulations. Getting your small business payroll right from the start protects your business, builds trust with your new team, and ensures you remain compliant with the IRS and state agencies. Remember, penalties for late or incorrect filings can quickly add up, turning a small oversight into a big problem for your small business finances. This is where a tool like Fynlo comes in. Our easy-to-use software is designed for small business owners and freelancers, providing the real-time financial insights you need to manage your business effectively. By streamlining your core accounting and bookkeeping tasks, Fynlo gives you a clear picture of your income and expenses, empowering you to confidently manage payroll costs and stay on top of your financial obligations.  Ready to make your first hire confidently? Start a free trial to see how Fynlo can help simplify your financial management.  You may also like these articles: 

Mastering Cash Flow Management: The #1 Reason Small Businesses Thrive

Ever wonder what truly separates a thriving small business from one that struggles? It’s not just a brilliant idea or massive profits; it’s the art of cash flow management. While profit is certainly vital, having enough cash in the bank to cover your expenses, invest in growth, and seize opportunities is the real game-changer. It’s a skill that’s more critical than ever, with a staggering 88% of U.S. small businesses facing cash flow disruptions. The good news is, by mastering cash flow, you gain immense power to protect your business, reduce stress, and set yourself on a path to lasting financial stability.  Let’s explore the essentials of cash flow management, from what it is to how you can take control of it today.  Table of Contents What Is Cash Flow? It’s easy to mistake cash flow for profit, but they’re distinct concepts crucial to your business’s health. Your profit is what remains after you subtract all your expenses from your total revenue over a period—it’s a measure of your business’s overall financial performance.  Cash flow, on the other hand, is the actual movement of money in and out of your business accounts.  Think of your business’s bank account as a reservoir. You want a steady, predictable inflow of water (cash) to keep it comfortably full, ready for any needs or opportunities that arise. Common Challenges to Healthy Cash Flow Even the most profitable businesses can face cash flow challenges. Here are some of the most common hurdles freelancers and small businesses encounter, along with a quick solution for each:  Practical Steps for Better Cash Flow Taking command of your cash flow might seem like a huge undertaking, but it’s really about implementing a few smart, consistent habits.  1. Forecast Your Cash Flow You can’t effectively manage what you don’t anticipate. Start by creating a simple cash flow forecast. Project your expected income and expenses for the next 3-6 months. This forward-looking view is like a financial weather forecast, allowing you to spot potential shortfalls before they happen. If you see a dip coming in two months, you have time to adjust spending or chase new sales.  2. Accelerate Your Income Inflow The faster cash comes in, the healthier your business.  3. Optimize Your Outflow  Be strategic about how and when you pay your own bills.  4. Conquer Your Tax Obligations  Don’t let tax season be a source of anxiety. Implement a system to consistently set aside funds for your tax obligations. A simple method is to automatically transfer a percentage (e.g., 20-30% for federal and state taxes) of every payment you receive into a separate, earmarked bank account. This ensures the cash is available when those quarterly estimated tax payments are due, preventing a major headache and costly penalties.  Empower Your Business with the Right Tools Managing cash flow doesn’t have to be a source of stress or endless spreadsheets. The key to financial well-being for any small business or freelancer is having simple, effective tools that automate the tedious parts and give you clear insights.  This is where a tool like Fynlo truly shines. Our easy-to-use software is specifically designed for freelancers and small business owners. It simplifies tracking your income and expenses, makes sending professional invoices effortless, and helps you stay on top of your estimated tax payments – all crucial elements of strong cash flow management. We take the guesswork out of bookkeeping, so you can focus your energy on growing your business and serving your clients.  Ready to transform your business’s financial future? We’re here to help. You can explore how Fynlo works by starting a free trial, or schedule a call to speak with our team directly.  You may also like these articles:

Self‑Employed FICA Taxes Explained: Rates, Rules, and Smart Savings

If you’re a freelancer or a small business owner, you’ve likely seen a line item on your tax forms that makes your eyes water: “Self-Employment Tax.” This isn’t just another tax; it’s your contribution to Social Security and Medicare, essentially covering both the employee and employer portions that traditional employees split with their boss. For the self-employed, this all falls on your shoulders, and it can be a significant bite out of your income. In fact, many self-employed people in the U.S. don’t even realize they need to make quarterly tax payments, which leads to millions in penalties each year. This highlights the crucial importance of accurate bookkeeping and tax planning.  But here’s the good news: understanding how FICA tax (or self-employment tax, as it’s specifically called for you) works is the first step to managing it effectively. This isn’t just about paying what you owe; it’s about making smart choices to potentially lower your tax burden and ensure you’re on solid financial ground. This guide will break down everything you need to know, from how it’s calculated to strategies for reducing what you pay.  Table of Contents What is FICA Tax for the Self-Employed? When we talk about “FICA tax” for self-employed individuals, we’re actually referring to Self-Employment Tax (SE Tax). FICA stands for Federal Insurance Contributions Act, and it funds Social Security and Medicare.  This tax applies to your net earnings from self-employment, which is your gross income minus your allowable business deductions. You actually calculate it on 92.35% of your net earnings. This 7.65% reduction effectively accounts for the “employer’s share” that you’re paying.  For 2025, the Social Security portion (12.4%) only applies to net earnings up to $176,100. There’s no wage base limit for the Medicare portion (2.9%), meaning it applies to all your net earnings. In addition, high earners may also owe an extra 0.9% Medicare surtax once income exceeds $200,000 (single filers) or $250,000 (married filing jointly).  Who Pays Self-Employment Tax? If you’re a freelancer, independent contractor, sole proprietor, or a partner in a partnership, and your net earnings from self-employment are $400 or more in a given year, you are generally required to pay self-employment tax. This also includes income from side gigs, even if you have a full-time job where FICA taxes are already being withheld. The IRS doesn’t care if it’s your primary income or a small side hustle; if you hit that $400 net earnings threshold, you’re in the game. How to Calculate Your Self-Employment Tax Let’s walk through a simple example for the 2025 tax year: Imagine a freelance writer, Alex, who had $70,000 in gross income and $10,000 in deductible business expenses.  This $8,477.73 is Alex’s total self-employment tax bill.  The FICA Tax Half-Deduction Explained The deduction for half of your self-employment tax is a way for the government to make things fair. Here’s a simpler way to think about it: Imagine you’re both an employee and an employer. As an employee, you have to pay your share of Social Security and Medicare taxes (FICA). As an employer, you also have to pay a matching share. This means you’re paying both halves of the tax. To put you on a level playing field with other businesses, the government lets you deduct the “employer’s half” of that tax. This deduction reduces your overall taxable income, which in turn lowers the amount of income tax you owe. It’s a simple tax break that helps offset the burden of paying both parts of the FICA tax yourself. In Alex’s example, he could deduct $4,238.87 ($8,477.73 / 2) from his income, reducing his overall income tax liability. Paying Your SE Tax and Estimated Tax Unlike traditional employees whose FICA taxes are withheld from every paycheck, the self-employed are responsible for paying their self-employment tax (along with income tax) directly to the IRS. This is done through quarterly estimated tax payments.  The IRS generally requires you to pay estimated taxes if you expect to owe at least $1,000 in tax for the year. Missing these payments or underpaying can lead to penalties.  The due dates for 2025 estimated taxes are:  Based on our example, Alex’s total estimated tax for the year would include both his self-employment tax and his income tax. Assuming a simplified income tax rate of 12% for his income level, his total estimated tax bill would be approximately $15,169.07. To meet his quarterly obligations, Alex should pay $3,792.27 by each of the four deadlines listed above.  Strategies to Lower Your Self-Employment Tax While you can’t escape SE tax entirely (it’s how you qualify for Social Security and Medicare benefits!), there are legitimate ways to reduce your taxable net earnings, and thus your SE tax bill:  Don’t Let Self-Employment Tax Overwhelm You  Understanding and managing your FICA tax (self-employment tax) is a fundamental part of being a successful freelancer or small business owner. It’s not just about compliance; it’s about smart financial planning that allows you to keep more of what you earn and build a secure future.  This is where a tool like Fynlo comes in. Our easy-to-use software is designed for freelancers and small business owners, making it simple to track your income and expenses, identify all your eligible deductions, and stay on top of your estimated tax payments. We take the guesswork out of bookkeeping, so you can focus on what you do best.  Ready to take control of your self-employment taxes? Schedule a call with us to see how Fynlo can help your business thrive.  You may also like these articles: 

The S-Corp Secret: How to Pay Yourself a “Reasonable Salary” and Avoid an IRS Audit 

Deciding to become an S-Corp is a smart move for many freelancers and small business owners. It’s a way to save on self-employment taxes, allowing you to keep more of your hard-earned money. But here’s the catch: you can’t just pay yourself a token salary and take the rest as tax-free distributions. The IRS is watching, and underpaying yourself is one of the fastest ways to land on their audit list.  With great tax savings comes great responsibility. The IRS has a strict rule you can’t afford to ignore: you must pay yourself a “reasonable salary.”  Paying yourself fairly isn’t just a good idea—it’s an IRS requirement. The agency is actively cracking down on S-Corps that pay owners a nominal salary just to avoid payroll taxes. Getting this wrong can lead to serious penalties and a lot of unnecessary stress. This guide will walk you through exactly what a reasonable salary means for your business, providing the facts and advice you need to stay on the right side of the law. Table of Contents Understanding Your Tax Advantage To grasp the importance of a reasonable salary, you first need to understand the S-Corp tax advantage. As a sole proprietor, your entire business profit is subject to a 15.3% self-employment tax.  An S-Corporation is a “pass-through” entity, meaning it does not pay federal income tax on its profits. Instead, the profits are passed through to you, the owner, to be taxed on your personal return. You can legally split your income into two categories:  This powerful tax strategy hinges entirely on your ability to prove that the salary you pay yourself is “reasonable” in the eyes of the IRS.  How the IRS Defines “Reasonable” The IRS doesn’t provide a magic number or a fixed formula. You may have heard advice about splitting your income using a simple ratio, like 50/50 or 60/40. The IRS does not approve of these simple formulas, as they don’t reflect the true market value of the work you do. Instead, they require your salary to be what you would pay an unrelated person to perform your job.  In fact, IRS guidance and case law point to nine factors they often weigh: your training and experience, duties and responsibilities, time devoted to the business, dividend history, payments to non-shareholder employees, timing and manner of bonuses, comparable industry salaries, use of a formula for determining pay, and your business’s overall performance.  In practice, these boil down to a few key areas:  Illustrating the Impact: A Tax Comparison To see the real-world difference, let’s look at two freelance photographers who both operate as S-Corps and net $90,000 in profit.    Photographer A (Reasonable Salary)  Photographer B (Unreasonably Low Salary)  Net Business Profit  $90,000  $90,000  Salary Paid  $55,000  $25,000  Owner’s Distribution  $35,000  $65,000  FICA Tax on Salary (15.3%)  $8,415  $3,825  FICA Tax on Distribution  $0  $0  Total FICA Tax Bill  $8,415  $3,825  Photographer B’s total FICA tax bill is much lower, but by paying an unreasonably low salary, they expose themselves to an IRS audit. If an audit occurs, the IRS can reclassify the distributions as wages and require them to pay the back taxes, plus penalties and interest. This proves that a defensible salary is the safest and smartest long-term strategy.  The High Cost of Non-Compliance Ignoring the reasonable salary rule is a serious risk. If the IRS audits your business and finds your salary to be unreasonably low, they can reclassify your distributions as wages. This will lead to:  There are plenty of cautionary tales. In Barron v. Commissioner, an Arkansas accountant paid himself no salary at all, taking all earnings as distributions. The IRS determined a reasonable salary should have been around $45K–$49K, and he was hit with back taxes. Similarly, in David E. Watson, P.C. v. United States, an Iowa CPA set his salary at just $24,000 while taking over $200,000 in distributions. The court sided with the IRS, which reclassified $175,000 as wages, resulting in nearly $27,000 in payroll taxes owed.  The IRS has publicly stated that S-Corp owner compensation remains a “compliance priority” in 2025. They continue to flag unusually low salaries as an audit trigger — a reminder that this issue is very much alive today. Frequently Asked Questions (FAQ) 1. Can I pay myself only distributions in an S-Corp? No. The IRS requires shareholder-employees to take a reasonable salary before distributions. Skipping salary is one of the fastest ways to trigger an audit.  2. What if my business isn’t making much profit yet? If profits are low, your salary can be modest, as long as it reflects your role and time spent in the business. The key is to keep documentation.  3. How do I prove my salary is reasonable? Use market data (BLS, Glassdoor, Salary.com), document your duties and hours, and keep board minutes or memos showing how you set compensation.  4. What happens if the IRS reclassifies my distributions? You’ll owe back payroll taxes, plus penalties and interest. In rare cases, the IRS can revoke your S-Corp election altogether.  Ready to Simplify Your S-Corp? Navigating the rules of an S-Corp can feel complex, but it doesn’t have to be a source of anxiety. Building smart financial habits and having the right tools can help you confidently run your business and enjoy the tax savings you’ve worked hard for.  This is where a tool like Fynlo comes in. Our easy-to-use software is built for freelancers and small business owners, making it simple to run payroll for your S-Corp, track your income and expenses, and maintain the clean, audit-ready records you need to protect your business. We take the guesswork out of bookkeeping, so you can focus on what you do best.  Ready to take control of your S-Corp finances? Schedule a call with us to see how Fynlo can help your business thrive.  You may also like these articles: 

Stop Overpaying the IRS: Your 2025 Guide to Freelance Tax Write-Offs 

Freelancing is more than just a job; it’s a business. And one of the biggest perks of being your own boss is the ability to lower your tax bill by legally deducting business expenses. Every missed deduction is lost cash — and most freelancers are giving money away without realizing it. IRS data shows that nearly 70% of self-employed filers underclaim business expenses. Misplaced receipts, fear of audits, and assuming “it’s not worth it” are some of the most common reasons.  I’ll admit, in my early days I made the same mistakes and missed out on valuable write-offs simply because I didn’t know what to look for or how to track them. It’s like leaving free money on the table, and who wants to do that?  This isn’t just a list of deductions. Think of it as your personal guide to navigating the ins and outs of freelance finances for the 2025 tax year. We’ll cover everything from the home office to health insurance, helping you keep more of your hard-earned money and avoid a last-minute scramble.  Ultimately, a stress-free tax season starts with good record-keeping, and the journey to a lower tax bill begins today.  Table of Contents What’s the Big Deal with Tax Deductions? Think of a tax deduction as a way to reduce your taxable income. The more you can legally deduct, the lower your taxable income becomes, which means you pay less in income tax.  For example, if you earn $60,000 in freelance income and have $10,000 in eligible business expenses, you’ll only be taxed on $50,000. That’s a huge difference!  However, it’s not just about what you deduct—it’s about doing it correctly. The IRS is known for its strict rules, and getting it wrong can lead to penalties. The IRS requires you to file a tax return if you have net earnings from self-employment of $400 or more. It’s crucial to file on time and accurately report all income and expenses.  The Most Common Tax Write-Offs for Freelancers Here are some of the most popular tax deductions that freelancers and gig workers can claim. It’s vital to remember the golden rule of tax deductions: an expense must be “ordinary and necessary” for your business.  1. Home Office Deduction  This is one of the most significant tax benefits for freelancers who work from home. You can deduct a portion of your home-related expenses if you use a part of your home “exclusively and regularly” as your principal place of business. This includes:  There are two ways to calculate this deduction:  2. Vehicle Expenses If you use your car for business — whether that’s meeting clients, attending conferences, or hauling equipment — those costs are deductible. It’s worth noting that you can’t deduct your normal commute from home to a regular office, but if you travel between temporary worksites or make trips that are directly tied to your business, those miles count.  3. Health Insurance Premiums  Health insurance can be one of the biggest expenses for freelancers, but the good news is that you can deduct the full cost if you’re self-employed and not covered by a plan through your employer or your spouse’s job. That means 100% of what you pay in premiums for medical, dental, and even long-term care insurance can be written off.  This deduction is especially valuable because it directly lowers the income you’re taxed on, not just as part of itemized deductions. In other words, every dollar you spend on health insurance premiums reduces the income the IRS uses to calculate your taxes — which can make a real difference at tax time.  4. Business Supplies and Equipment  The tools of your trade are fully deductible. This includes:  5. Advertising and Marketing  Every successful freelance business needs clients, and getting your name out there comes with costs. The good news is that advertising and marketing expenses are 100% deductible.  This can cover a wide range of things you might already be using to grow your business:  6. Education and Training  Investing in yourself is a smart business move, and the IRS agrees. If the education or training you pay for helps you maintain or improve the skills you already use in your current business, those costs are deductible.  This can include:  Keep in mind that you can only deduct training that builds on the work you already do. If the education prepares you for a completely new career, it doesn’t qualify. For instance, a freelance writer could deduct a course on copywriting, but not the cost of a degree in accounting.  rates and access discounted prices. Take advantage of flat-rate boxes, which can be cheaper for heavier, smaller items. What You Can’t Deduct Knowing what doesn’t qualify is just as important as knowing what does. Mixing in personal expenses is one of the most common mistakes new freelancers make, and it can be a red flag for the IRS. Here are some things that may feel work-related but don’t actually count:  Simple Money Habits That Save You Stress When I first started out, I used to dread tax season. Every March I’d find myself scrolling through old bank statements, trying to remember if that random coffee shop charge in July was a client meeting or just me needing caffeine. If that sounds familiar, you’re not alone. So many freelancers end up scrambling and, as a result, miss out on deductions and peace of mind.  The truth is, managing your finances doesn’t have to be a source of anxiety. With a few simple habits built into your routine, you can save yourself hours of stress and keep more of what you earn.  Here are some of the most valuable lessons I’ve learned along the way:  Don’t Let Tax Season Overwhelm You Taxes for freelancers don’t have to be a source of stress. By understanding what you can deduct and diligently tracking your expenses throughout the year, you’ll not only save money but also feel in control of your business’s financial health.  This

LLC Tax Filing Checklist: Your Guide to Staying Compliant

Navigating tax season for a Limited Liability Company (LLC) can feel like a maze. While an LLC provides legal liability protection, when it comes to taxes, its structure is incredibly flexible, offering different paths you can take. This flexibility is a huge advantage but also means you need to know exactly which route is right for you. This checklist is designed to help freelancers and small business owners in the USA understand their LLC tax filing requirements. We’ll break down the forms you need, the documents you must gather, and the critical deadlines to keep you on the right side of the IRS. Table of Contents LLC Taxation Explained This is where things get interesting. Unlike an S-Corp, an LLC doesn’t have its own tax classification. Instead, the IRS sees an LLC as a “disregarded entity” by default. This means the IRS “disregards” the LLC and taxes its owner(s) based on the business structure they’d otherwise be. This gives you a few different options:  This flexibility is a huge benefit, but the first step is knowing which classification your LLC falls under.  The Most Important Deadline to Know Your tax deadline depends entirely on how your LLC is taxed. These deadlines apply to LLCs with a calendar-year fiscal year. LLCs with a fiscal year ending on a different date have deadlines based on their tax year-end (e.g., the 15th day of the third month after the fiscal year for Partnerships and S-Corps, or the fourth month for C-Corps). Consult a tax professional to confirm your specific deadlines.  No matter your classification, if you need more time, you can file for an extension using the appropriate form (e.g., Form 4868 for a Sole Proprietorship or Form 7004 for a Partnership or Corporation). This gives you an additional six months to file, but remember, an extension to file is not an extension to pay.  The LLC Tax Filing Checklist Let’s get down to business. Here are the items you’ll need to prepare for your LLC tax filing, based on your classification.  1. Essential Financial Records  Start by getting your financial house in order. Make sure invoices and receipts are organized and complete. This is the foundation of every tax return.  2. Key IRS Forms  Feeling a bit overwhelmed by the list of forms? Don’t worry—you don’t have to be a tax expert to understand the essentials. Here’s a breakdown of the most important forms you’ll encounter and a heads-up on what to watch out for.  Form 1040 & Schedule CFor single-member LLCs, this is the main event. You will file Schedule C, Profit or Loss from Business, as part of your personal Form 1040. This form reports all your business income and expenses. A common mistake here is mixing personal and business expenses, which can lead to messy audits.  Form 1065 & Schedule K-1For multi-member LLCs, this is the main informational return. Your LLC will file Form 1065, U.S. Return of Partnership Income. This form reports the business’s overall financial activity. You’ll then use Schedule K-1 to report each partner’s individual share of the profits and losses, which they then use to file their personal returns. A frequent error is miscalculating each member’s ownership percentage, which can lead to incorrect allocations.  Form 1099-NEC: Nonemployee CompensationThis form is for reporting payments to freelancers or independent contractors who are not employees. You must file a 1099-NEC for each person you paid $600 or more during the year.   The most common mistake with this form is missing the filing deadline, which is January 31, 2026. Since that date falls on a weekend, the due date is the next business day, which is Monday, February 2, 2026. The penalties for late filing of returns due in 2025 are tiered. The penalty is $60 per form if filed within 30 days after the due date, $120 if more than 30 days late but filed by August 1, 2025, and $310 if filed after August 1, 2025, or not filed at all. Penalties for 2026 returns due in 2027 may increase due to inflation adjustments; check IRS updates for exact amounts. Note that businesses filing 10 or more returns in 2026 must e-file and obtain a Transmitter Control Code (TCC) by November 1, 2025.  Another frequent error is using the wrong form (e.g., using a 1099-MISC instead of a 1099-NEC for non-employee compensation) or entering an incorrect Taxpayer Identification Number (TIN), so be sure to double-check that information.  3. Don’t Forget These Details!  A few small mistakes can lead to big problems. Double-check these items before filing.  The Cost of Missing a Deadline The penalties for filing late depend on your LLC’s tax classification.  Get Ready for a Smoother Tax Season Preparing for an LLC’s tax filing can feel like a big responsibility. But with a clear plan and the right tools, it’s entirely manageable. By proactively gathering your documents and paying close attention to deadlines, you can minimize stress and avoid costly penalties. Disclaimer: The information provided in this guide is for informational purposes only and does not constitute legal or tax advice. For specific tax situations, always consult with a professional accountant or tax advisor. This is where having a reliable accounting system can make all the difference. When all your financials—from income and expenses to payroll—are organized and synced in one place, generating the reports you need for your tax professional (or for filing yourself) becomes a streamlined process. Fynlo is designed to simplify these tasks, so you can focus on what you do best: running your business. Ready to see how Fynlo can transform your tax prep? Schedule a call with our experts to find out more! You may also like these articles:

C-Corp Tax Filing Checklist: The Definitive Guide to Corporate Filing 

Navigating tax season for a C-Corporation can feel like a significant responsibility. Unlike a pass-through entity, a C-Corp is a separate legal and taxable entity, making its tax filings more involved. But with a clear checklist and a solid understanding of the deadlines, you can get through it with confidence.  This guide is designed for business owners in the USA who have chosen to incorporate as a C-Corporation, helping you understand the necessary forms, documents, and key dates to stay compliant with the IRS.  Table of Contents C-Corp Taxation Explained First, a quick refresher. A C-Corporation is a legal entity entirely separate from its owners. A key distinction is that the C-Corp itself pays corporate income taxes on its profits. Then, when it distributes dividends to its shareholders, those individuals are taxed on that income as well—a process commonly referred to as double taxation.  Despite this, C-Corps offer significant advantages for certain businesses, such as unlimited growth potential, the ability to raise capital by selling stock, and robust legal liability protection for shareholders. This structure is often favored by startups with plans for venture capital funding or eventual public offerings.  The Most Important Deadline to Know For a calendar-year C-Corp, the main deadline for filing your federal return is April 15, 2026 (for the 2025 tax year). This is also the due date for your first quarterly estimated tax payment. For the 2026 tax year, the deadline will be April 15, 2027.  If you need more time, you can file for an extension using Form 7004, which gives you an additional six months to file, pushing your deadline to October 15, 2026. However, remember that an extension to file is not an extension to pay. If you expect to owe any tax, you must pay it by the April 15 deadline to avoid penalties and interest.  The C-Corp Tax Filing Checklist Let’s get down to business. Here are the items you’ll need to prepare for your C-Corp tax filing. 1. Essential Financial Records Start by getting your financial house in order. Make sure invoices and receipts are organized and complete.  2. Key IRS Forms Feeling a bit overwhelmed by the list of forms? Don’t worry—you don’t have to be a tax expert to understand the essentials. Here’s a breakdown of the most important forms you’ll encounter and a heads-up on what to watch out for.  3. Don’t Forget These Details! A few small mistakes can lead to big problems. Double-check these items before filing.  The Cost of Missing a Deadline Filing a C-Corp’s tax return late can be costly, and the IRS imposes two main types of penalties:  If both penalties apply in the same month, the late filing penalty is reduced to 4.5%, so the combined monthly penalty is 5%.  If a return is more than 60 days late, the minimum penalty is the lesser of $510 or 100% of the unpaid tax. This is an increase from the $485 penalty that applied for the 2024 tax year.  Remember, interest is also charged on all unpaid amounts, which can add up quickly. It’s always best to file on time even if you can’t pay the full amount due. Get Ready for a Smoother Tax Season Preparing for a C-Corp’s tax filing can feel like a big responsibility. But with a clear plan and the right tools, it’s entirely manageable. By proactively gathering your documents and paying close attention to deadlines, you can minimize stress and avoid costly penalties.  Disclaimer: The information provided in this guide is for informational purposes only and does not constitute legal or tax advice. Tax rules are subject to change, so always check IRS.gov or consult with a professional accountant or tax advisor for your specific situation.  This is where having a reliable accounting system can make all the difference. When all your financials—from income and expenses to payroll—are organized and synced in one place, generating the reports you need for your tax professional (or for filing yourself) becomes a streamlined process. Fynlo is designed to simplify these tasks, so you can focus on what you do best: running your business. Ready to see how Fynlo can transform your tax prep? Schedule a call with our experts to find out more!  You may also like these articles: 

S-Corp Tax Filing Checklist: Simplify Your Tax Season

Tax season for a small business owner is a bit like a marathon—you know the finish line is coming, but getting there requires preparation, stamina, and a good plan. For S-Corporations, the process has its own unique rules and deadlines. Missing a step or a key date can lead to a lot of headaches (and penalties!).  This checklist is designed to help freelancers and small business owners in the USA navigate their S-Corp tax filing with confidence. We’ll break down the forms you need, the documents you must gather, and the critical deadlines to keep you on the right side of the IRS.  Table of Contents S-Corp Taxation Explained First, a quick refresher. S-Corps are known as “pass-through” entities. This means the business itself typically doesn’t pay federal income tax. Instead, the profits, losses, deductions, and credits “pass through” to the shareholders (that’s you!) who then report them on their own personal tax returns. This is a huge benefit because it avoids the “double taxation” that C-Corporations face. However, just because the business doesn’t pay income tax doesn’t mean it gets a free pass. You still need to file an informational return with the IRS, which is where this checklist comes in. The Most Important Deadline to Know For a calendar-year S-Corp, the main deadline for filing your federal return is March 17, 2025 (for the 2024 tax year), because March 15, 2025 falls on a Saturday and the due date moves to the next business day. For the 2025 tax year, the deadline will be March 16, 2026 (since March 15, 2026 falls on a Sunday). Mark your calendar and don’t miss it!  If you need more time, you can file for an extension using Form 7004, which will give you an additional six months to file. But remember, this only extends the time to file, not the time to pay. If you expect to owe any tax (for things like built-in gains or excess passive income), you must pay it by the filing deadline (March 17, 2025; March 16, 2026) to avoid penalties and interest.  The S-Corp Tax Filing Checklist Let’s get down to business. Here are the items you’ll need to prepare for your S-Corp tax filing. 1. Essential Financial Records Start by getting your financial house in order. Make sure invoices and receipts are organized and complete.  2. Key IRS Forms As a business owner, you become an expert in many things—and tax forms are no exception. Here’s a breakdown of the most important forms you’ll encounter and a heads-up on what to watch out for.  3. Don’t Forget These Details! A few small mistakes can lead to big problems. Double-check these items before filing.  The Cost of Missing a Deadline Filing late can be expensive. For the 2024 tax year, the penalty for a late S-Corp filing is $245 per month (or part of a month) the return is late. This penalty is multiplied by the number of shareholders. For example, if your S-Corp has two shareholders, the penalty is $490 per month. This can add up quickly! Get Ready for a Smoother Tax Season Filing taxes for an S-Corp can feel daunting, but with a clear plan and the right tools, it’s entirely manageable. By proactively gathering your documents and paying close attention to deadlines, you can minimize stress and avoid costly penalties.  This is where having a reliable accounting system can make all the difference. When all your financials—from income and expenses to payroll—are organized and synced in one place, generating the reports you need for your tax professional (or for filing yourself) becomes a streamlined process. Fynlo is designed to simplify these tasks, so you can focus on what you do best: running your business. Ready to see how Fynlo can transform your tax prep? Schedule a call with our experts to find out more!  You may also like these articles: 

20 Easy Ways to Cut Costs

When you’re running your own business, every dollar counts. Lately, expenses have been climbing faster than revenues. According to Biz2Credit’s Small Business Earnings Report, average monthly costs rose from $209,400 in January 2023 to $575,300 by April 2024.  The good news is that cutting costs does not require huge sacrifices or an entire operational overhaul. Often, the biggest savings come from small, strategic tweaks that add up over time. It’s about working smarter, not cheaper. Whether you’re a freelancer or a growing small business, here are 20 easy ways to trim the fat and boost your profitability today.  Table of Contents Slash Your Software & Tech Spending 1. Conduct a Subscription Audit. Are you still paying for that project management tool you haven’t used in six months? Go through your bank statements and list every recurring subscription. You’ll likely find services you can cancel, downgrade to a free plan, or consolidate. 2. Embrace Open-Source and Freemium Software. Before you pay for expensive software, check for powerful free alternatives. Use LibreOffice instead of Microsoft 365, GIMP instead of Adobe Photoshop, or the free version of tools like Mailchimp and Trello, which are often more than enough for small-scale needs. 3. Buy Refurbished Tech. You don’t always need the latest and greatest model. Reputable manufacturers like Apple and Dell offer certified refurbished laptops, monitors, and phones that work like new but come with a significantly lower price tag and a warranty. 4. Consolidate Your Web Services. Are you paying one company for your domain, another for web hosting, and a third for your business email? Many providers, like Google Workspace or Hover, allow you to bundle these services, often resulting in a simpler bill and a nice discount. Optimize Your Workspace & Operations 5. Go Fully Remote (or Hybrid). The most significant overhead for many small businesses is rent. If your work allows, giving up a physical office can save you thousands per month in rent, utilities, and commuting costs. 6. Use a Coworking Space. If you need an office but don’t want the commitment of a long-term lease, a coworking space is the perfect middle ground. You get a professional workspace, meeting rooms, and amenities for a flexible monthly fee. 7. Go Paperless. Switch to digital invoicing, contracts, and note-taking. You’ll save money on paper, ink, printers, and postage, while also making it easier to find documents and reduce your environmental footprint. 8. Optimize Your Shipping. If you ship products, don’t just stick with one carrier. Use shipping software (like Pirate Ship) to compare rates and access discounted prices. Take advantage of flat-rate boxes, which can be cheaper for heavier, smaller items. Market Smarter, Not Harder 9. Focus on Content Marketing. Create a blog, post helpful tips on social media, or start a simple newsletter. Providing value builds trust and attracts customers organically over time without the high cost of traditional advertising.  10. Launch a Referral Program. Your happiest customers are your best salespeople. Offer a small discount, a gift card, or a service credit to clients who refer new business your way. It’s one of the most cost-effective ways to acquire new, high-quality leads.  11. Master Email Marketing. Building an email list is a direct line to your audience that you own. Unlike social media, you aren’t fighting an algorithm. It consistently delivers one of the highest returns on investment in marketing.  12. Barter Your Services. Connect with other freelancers or small business owners. Need a new logo, but you’re a great copywriter? Find a graphic designer who needs help with their website content and propose a skill swap. It’s a win-win that saves cash, builds relationships, and provides access to a new professional network. Rethink Your Team & Outsourcing 13. Hire Freelancers Over Full-Time Staff. When you need help, consider hiring a contractor for a specific project. You get specialized expertise without the long-term financial commitment of a salary, benefits, and payroll taxes.  14. Automate Repetitive Tasks. Use tools like Zapier or IFTTT to connect your apps and automate simple workflows. You can automate social media posting, data entry, and email responses, freeing up your valuable time to focus on revenue-generating activities.  15. Outsource Your Weaknesses. Struggling with bookkeeping or taxes? Trying to do it all yourself can lead to costly mistakes. Hiring a freelance bookkeeper or accountant for a few hours a month is often cheaper than the time you’d waste and the penalties you might incur. Manage Your Finances Wisely 16. Renegotiate with Your Suppliers. If you’ve been a loyal customer to a supplier or service provider, don’t be afraid to ask for a better rate. The worst they can say is no, and you might be surprised at what they’ll offer to keep your business.  17. Review Your Insurance Policies Annually. Don’t just auto-renew your business insurance. As your business changes, so do your needs. Shop around for quotes each year to ensure you have the right coverage at the best possible price.  18. Switch to a Fee-Free Business Bank. Many modern online banks offer business checking accounts with no monthly maintenance fees, no minimum balance requirements, and unlimited transactions. Compare this to traditional banks that can charge $15-$25 per month for the same service.  19. Negotiate Credit Card Processing Fees. If you accept credit cards, those processing fees can add up. As your sales volume grows, contact your provider (like Stripe, Square, or PayPal) and ask if you qualify for a lower rate.  20. Pay Invoices Early for Discounts. Review the payment terms from your vendors. Some offer a small discount (typically 1-2%) for paying an invoice within 10 days instead of the usual 30. If you have the cash flow, it’s an easy way to save.  Putting It into Practice Choose two or three strategies that hit your biggest costs first. Set clear targets (for example, reduce software spending by 20 percent or trim utility bills by 15 percent) and review your progress each month. Reinvest every dollar saved into activities that drive

How Accountants Keep Your Business Out of Trouble

When you run your own business, you manage everything from client work to backend logistics—often in the same hour. One moment you’re pitching new clients, the next you’re processing invoices or troubleshooting a tech issue. While most of these roles are focused on growth and creativity, some—like acting as your own Chief Financial Officer—come with significant risk.  It’s easy to think of an accountant as a cost—someone you hire once a year to handle your tax return. But that’s a dangerously narrow view. A great accountant isn’t a reactive expense; they are a proactive shield, your first line of defense against a host of troubles that can derail a thriving business.  The financial landscape is complex. According to a report from the National Small Business Association (NSBA), about one-third of small business owners spend over 80 hours per year—two full work weeks—just dealing with federal taxes alone. That’s a huge drain on your time, and it’s just one of the many financial challenges you face.  A good accountant does more than just file your taxes. They actively work to keep your business safe, solvent, and on the right side of the rules. Here’s how. Table of Contents 1. They Keep You Out of Tax Trouble This is the most obvious, but also the most critical, role an accountant plays. The tax code is notoriously complicated and constantly changing. An accountant ensures you’re not just meeting deadlines, but doing it right the first time.  They go beyond basic compliance by:  2. They Keep You Out of Cash Flow Trouble Here’s a hard truth for many business owners: profit does not equal cash in the bank. You can have a profitable month on paper but still not have enough cash to make payroll. And it matters—a study found that 82% of small business failures are due to poor cash flow management. It’s one of the leading reasons businesses that seem successful still shut their doors.  An accountant is your safeguard against this. They help you:  3. They Keep You Out of Compliance & Legal Trouble Beyond taxes, there are other regulatory areas where a simple mistake can lead to significant penalties. An accountant helps steer you clear of these common landmines.  One of the biggest is worker classification. Misclassifying a W-2 employee as a 1099 independent contractor can lead to severe penalties from the DOL and IRS for back taxes and benefits. An accountant provides crucial guidance to make sure you classify your team correctly from the start. They also ensure payroll is run accurately and that you’re maintaining the clean, professional records required for securing a business loan, renewing insurance, or even selling your business down the line.  4. They Keep You Out of Strategic Trouble Some of the most expensive mistakes in business aren’t about compliance; they’re about strategy. A good accountant acts as an objective, data-driven sounding board for your biggest decisions.  Before you make a move, they help you answer the tough questions:  They prevent you from making emotionally-driven decisions that your finances can’t actually support. By modeling the financial impact of your ideas, they help you grow your business sustainably and avoid costly strategic errors.  Your Proactive Partner, Powered by Smart Technology Think of a great accountant not as a cost, but as an investment in your business’s safety, stability, and long-term health. They are the expert on your team whose entire job is to watch your back. But their strategic advice is only as good as the data they receive.  Today, the most effective accountants work in partnership with their clients through modern, cloud-based accounting software. This approach creates a collaborative relationship where your financial data is always up-to-date. The software automates the tedious work of data entry and organization, freeing up your accountant to focus on what really matters: providing the proactive advice that keeps your business out of trouble.  Having clean, organized financials is the first step to empowering them—and yourself.  If you’re ready to build a financial foundation that supports smart decision-making, schedule a free call with one of our specialists. Or, if you prefer to dive in yourself, sign up for free and start exploring today.