Articles in Category: System Implementation

How to pay yourself if you are a small business owner – Part 1

on Tuesday, 13 January 2015. Posted in Accounting, Consulting, Start-ups, System Implementation, Tax

Actual transfer of the cash from business to owner

How to pay yourself if you are a small business owner – Part 1

Photo title: Money being cut into many pieces. Source:


What is the most tax effective and correct way to get the profit of your business in your personal bank account?

This is a problem that numerous small business owners struggle with. I will attempt to clarify some of the issues relating to this, give advice on the correct practical way to handle the profit extraction and the tax implications thereof. This will be done in a series of blog entries. At the end of each entry I will give the business owner a practical change to implement in his/her business.

Sole proprietor

I would first like to clarify that if the business trade as a sole proprietor, I will still refer to the business as a separate entity. Substance over form, the business is still a separate entity although it has the same legal personality as the owner.

Sole proprietors frequently have one bank account for their business and their personal account. This causes a lack of segregation and at the end of the day there is no transfer of cash from the business to the owner, as the cash is already in the account of the owner. A situation like this makes it very difficult to keep track of how much money the owner is actually receiving from the business.

Although this was not possible at all banks in the past, it is now possible to open a business account when the entity has a legal form of sole proprietor. I have verified that is possible at FNB, I am not sure about the other major banks. If your current bank does not allow this, they will allow a cheque and savings account or an additional savings pocket. You can then use one of the accounts for business and one for personal.

The bottom line is that there needs to be an actual transfer with a paper trail from business to owner.

Close corporation or Private Company

This type of legal entity will have a separate bank account in its own name. The danger here is that the owner uses the business account to pay for personal expenses. This is not illegal, but it creates a lack of segregation and increases the administrative burden of processing the bank account of the business in the relevant accounting software. If this method is used the loan account of the owner (which will be debited with each personal expense) will give rise to a deemed dividend if it has a debit balance, this will be discussed under the tax consequences.

Also here I strongly recommend that there is an actual transfer from the business account to the personal account of the business owner.

Practical change to implement for part 1

Whether you are a trading as a Sole Proprietor, Close Corporation or Company, you need to implement discipline in your business by doing an actual transfer from the business account to your personal account whenever you extract profit to yourself. When you do this transfer on your internet banking, clearly label the description something like “Profit Distribution – Name – Month” or “Salary – Name – Month”.

Author: Chris Herbst


Business growth and good coffee takes time

on Tuesday, 02 April 2013. Posted in General, Consulting, Start-ups, System Implementation

Business growth and good coffee takes time

Why do some small businesses not grow? I believe the main reason is that these small businesses wants their growth the same as their coffee. When their budget is tight they are indeed prepared to make the coffee themselves, so they make instant coffee. When funds become available they buy freshly roasted coffee from a drive through, instantly.

My point is that whether these small businesses have funds or not, they want growth to be instant. Some of these small businesses do implement measures for growth and then they quickly realise there is no instant results. So in most cases the measures fade away because no results are visible. Most real sustainable growth happens over time, similar to planting a seed today and only harvesting the crop in a future season and the crop may fail a few times along the way.

Being a coffee enthusiast myself, I can tell you that a good cup comes at a cost. I prefer to buy my beans from the roaster or a retail outlet that is directly affiliated with a local roaster, meaning they get freshly roasted coffee at least weekly. I do not buy the beans that are on the shelves on most supermarkets as they are in most cases guaranteed to be stale after a month from roasting date. Further I do not buy ground coffee as with that the freshness along with the taste is basically lost 3 minutes after grinding it. I buy beans and grind it myself, preferably with a hand manual grinder. An electric grinder is fine if it is a decent burr grinder, but the decent ones are usually the industrial ones and are rather expensive for the home user. You have the electric blade grinder as a cheap alternative but it gives you an inconsistent grind (coffee particles vary in size) and the heat of the rotating blades damages the coffee's taste. There is a reason to this madness, if done correctly you will get the most amazing and authentic coffee taste. Coffee should never be bitter. And you should never kill coffee with sugar! The reason people drink sugar in their coffee is exactly because it is prepared incorrectly and then tastes bitter.

Please reread the above paragraph with instant versus patient, cheap versus quality and healthy versus unhealthy in the back of your minds. Now compare the analogy to your own business and measures for growth, if any.

I want to communicate to small business owners that they must not give up on implementing strategies to grow, rather develop patience and a long term view. Be relentless in implementing small additions to your main vision of growth and direction, but remember it takes time, so also be relentless in developing patience.

New financial year - time to get your house in order?

on Thursday, 28 February 2013. Posted in Accounting, Consulting, System Implementation

Follow up on the Small Business Sins series - Implementing a business system

New financial year - time to get your house in order?

We are entering a new financial year for the majority of small business owners and individuals. In follow up to my previous blog regarding the small business sins, I believe a new financial year is a great time to start fresh.

For the majority of small business owners, time and money is a scarce resource. Hence implementing a proper structure and system is not at the top of their priority list. Most only spend some resources on complying with statutory obligations for SARS and CIPC, because they have to do so by law.

There are some profound underlying changes that occur when you get your house in order, but for now let’s focus on some of the more obvious ones. The typical small business owner does not want to spend time on creating a structure for their business because they perceive this as a waste of time. The reason they believe it is a waste is that they think they should rather spend their time on making more sales or getting more clients or to just do what they have to do to survive.

Make no mistake, the majority of small business owners work very hard and it is understandable that they may make this critical error in underestimating the value of order because they focus on daily survival. However order is essential for creating spare time in the future. It may seem the other way around at first when you are implementing a new system, but be sure if it is a solid logic system, you will reap the benefit in saving time in the future.

Once you reach the stage where your system takes on maturity and start running on its own, you will be able to start breathing more and returning to your original role of business strategist rather than operational slave. Remember that time when you started your business, your thoughts were occupied with questions such as what will work? What if I change this? How will this influence that? Now you have become operationally enslaved with questions such as: What time do I have to be there? How am I going to remember to do that? When do I have to pay this? What type of part did he want? What was it Mrs Jones ordered? How can he say that is bad service?

How do you ever want to grow without order as a foundation?

Is it time to get your house in order?

The operational trap for Small businesses

on Tuesday, 19 February 2013. Posted in Accounting, System Implementation

The operational trap for Small businesses

I believe the majority of small businesses struggle because they are obsessively focussed on operations and seldom care about words such as administration, systems, structure, controls, data analysis, customer relationship management, budgeting, financial reporting, professionalism, technological advancement, strategic planning …. They just don't have time for all this. They believe this is for bigger businesses. Let's call this Small Business Sins (SBS).

I believe this is what keeping them from becoming a bigger business.

Let's look at an example regarding one of the neglected areas mentioned above, take accounting systems:

A solid business structure and system is crucial for growth and for efficient operations. Without a solid accounting system it is impossible to obtain an accurate reflection of your financial position. Without a reflection of your position you will not be able to make informed decisions. You will not even be able to separate a good month from a bad one. Small business owners tend to over rely on feel and would be quick to defend themselves in saying that I know exactly what is going on in my business. Have you processed your latest trip to Mr Roux, the 20km you travelled to do a job of R 200? Let's say you drive a petrol vehicle with a 1400cc engine which you bought in 2011 at a cost of R 140 000 in your personal name. Your actual cost per kilometre (including fixed cost, maintenance and running costs) will be close to R 4 per kilometre. Thus your cost for the trip was R80. So the profit of R200 that you thought you made suddenly dropped by 40%.

If you have processed this trip on your accounting system you would also have been able to have clear records of your trips. Since the car was bought in your personal name you would have been able to deduct the full R 80 from taxable income. Let's say your effective tax rate is 20% this would have entailed another saving of R 16 on your tax. Not allot? If you were to make two trips a day to a customer on each business day of the week you would save R 8 320 for the year.

So the R2 000 you saved by not implementing a proper accounting system was not that big saving?

We will discuss another example from the list of SBSs in a future blog. Feel free to comment.