Business By The Books with Danielle Hayden

Kickstart Accounting, Inc.
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Business By The Books with Danielle Hayden

Welcome to Business By The Books, the podcast for women entrepreneurs who want to leverage their financials to grow their business and achieve their goals. Your host Danielle Hayden, owner of Kickstart Accounting Inc., is a reformed corporate CFO who is on a mission to help empower women entrepreneurs to understand their numbers so they can gain the confidence needed to manage and grow their business.

  1. HÁ 3 DIAS

    Why AI Isn’t the Answer to Managing Your Business Finances – Ep. 202

    If you’re thinking about automating your bookkeeping, there are a few things you may want to know and take into consideration first. In this episode, Danielle Hayden, host and founder of Kickstart Accounting Inc., welcomes Kelsey Chester, Kickstart’s Lead Account Manager, back to the show to discuss a topic that's taken the world by storm this year: Artificial Intelligence (AI). They dive into how the popularity of AI-driven technologies are impacting bookkeeping and financial management.  They explore both the intriguing possibilities of AI and the potential risks of relying solely on it to do your business’s finances. From tools like ChatGPT to automated invoicing systems, they’re breaking down what’s hype, what’s helpful, and where human expertise still rules. Before you put your bookkeeping in AI’s hands, take a listen to this episode!   Key Takeaways:  The Buzz Around AI: How AI tools have been incorporated into business software and you may not even know you’re using it at times.  AI’s Role in Bookkeeping: Key tasks AI claims to streamline, including automated data entry, expense categorization, invoicing and billing, and financial analysis and tax prep. Why AI Alone Isn’t Enough: Real-life examples of AI mishaps in bookkeeping, including costly errors like misclassified expenses, duplicated revenue, and even invoicing chaos. The Importance of Expertise: Why trusting AI without knowledge of bookkeeping basics can be a recipe for disaster and why a skilled money team is still irreplaceable. Security Concerns: What happens to your financial data when you use AI? You may not be able to ensure sensitive information stays protected when using it.  The Value of the Human Touch: Insights into how a dedicated team brings expertise, accountability, and personalization that AI simply can’t replicate. Topics Discussed:  AI in Bookkeeping: Overview (00:00:19:18 - 00:00:52:00) Potential Uses of AI in Financial Management (00:00:52:00 - 00:02:31:01) AI’s Limitations in Bookkeeping (00:02:31:01 - 00:06:53:17) Expense Categorization and Automation Issues (00:06:53:17 - 00:08:01:14) AI Challenges with Invoicing and Payments (00:08:01:14 - 00:09:23:29) The Need for Human Oversight (00:09:23:29 - 00:11:05:07) Security Concerns with AI (00:11:05:07 - 00:12:05:09) Complexity, Cost, and Human Trust (00:12:05:13 - 00:13:47:04)   Book a Call with Kickstart Accounting, Inc.: https://www.kickstartaccountinginc.com/book    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    17min

  2. 17 DE DEZ.

    8 Actionable Steps to Increase Cash Flow in Your Business – Ep. 201

    Cash flow is the lifeblood of every business. In this episode, guest host and Kickstart’s Business Development Manager, Aubrey Philipp, walks through 8 actionable steps you can take to help improve cash flow and keep a consistent inflow, whether you’re looking to boost short-term profits or build a strong foundation for long-term success.  From determining your financial focus to strategically using debt, this episode has tips every entrepreneur and business owner can apply today to take control of their cash flow! Key Takeaways:  Understand Your Financial Focus: Decide whether to prioritize short-term profits or long-term value. This clarity will guide your decisions and strategies. Assign Ownership: Every line on your income statement should have a designated team member who takes responsibility for that line to ensure accountability and alignment with your business’s goals. Assess Client Profitability: Identify clients or services that are consistently unprofitable and consider letting them go to free up resources for more lucrative opportunities. Collect Payments Upfront: Improve cash flow and reduce unpaid invoices by requiring deposits, retainers, or full payments before work begins. Bill Early and Often: Frequent billing keeps cash coming in and reduces delays in payments. Break invoices into smaller, more manageable installments if possible. Dedicate Time to Implementation: Block time regularly to act on strategies that enhance your cash flow. Consistency is key to success. Use Debt Strategically: When planned properly, debt (like a line of credit) can be a powerful tool to stabilize cash flow and fund growth. Monitor and Adjust Regularly: Cash flow management is an ongoing process. Review your finances regularly and tweak strategies as needed to stay ahead. Topics Discussed:  The Importance of Cash Flow (00:24 - 00:50) Step 1: Determine Your Financial Focus (00:51 - 01:25) Step 2: Assign Responsibility for Each Line in Your Income Statement (01:25 - 02:03) Step 3: Assess Profitability by Client and Service (02:03 - 02:29) Step 4: Collect Payments Upfront (00:03:03 - 00:03:35) Step 5: Bill Early and Bill Often (03:35 - 04:01) Step 6: Dedicate Time to Implement Strategies (04:01 - 04:28) Step 7: Use Debt Strategically (00:04:28 - 00:04:48) Step 8: Monitor and Adjust Regularly (04:48 - 05:14)   Resources: Episode 200 | Cash Flow: Are You the Problem? Why Consistency is Key to Sustainable Revenue   Book a Call with Kickstart Accounting, Inc.: https://www.kickstartaccountinginc.com/book    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    6min

  3. 10 DE DEZ.

    Cash Flow: Are You the Problem? Why Consistency is Key to Sustainable Revenue – Ep. 200

    In this episode, Danielle Hayden, host and founder of Kickstart Accounting Inc., dives into a challenge many entrepreneurs face: how to bring cash into your business without falling into the trap of constant pivoting. With cash flow struggles top of mind for many business owners, Danielle makes the case for staying consistent with your core offerings rather than introducing new ones. She explores the common mistakes visionary entrepreneurs make when they chase shiny new ideas, shares the importance of giving strategies time to yield results, and emphasizes why consistent effort is the key to long-term, sustainable cash flow.  Key Takeaways:  Consistency > Constant Change: Real business growth happens when you stick with your core strategies and offerings long enough to see results. Shiny Object Syndrome: Visionary entrepreneurs thrive on new ideas but often struggle with focus. Resist the urge to pivot every time progress feels slow. Compounding Efforts: Success lies in the “boring” repetition of what works. Consistency builds trust, credibility, and, ultimately, cash flow. Balance Innovation with Fundamentals: Leave room in your budget to experiment with new strategies while staying committed to your foundational offerings. Topics Discussed:  Introduction: The Challenge of Cash Flow (00:00 - 00:29) Why Visionaries Struggle with Consistency (01:24 - 03:12) Sustainable Cash Flow through Consistency (03:32 - 04:27) Applying Pressure and Staying Consistent (05:22 - 06:22) Balancing Innovation with Consistency (06:59 - 07:48)   Book a Call with Kickstart Accounting, Inc.: https://www.kickstartaccountinginc.com/book    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    9min

  4. 3 DE DEZ.

    Tax-Savvy Gift-Giving: A Guide for Business Owners This Holiday Season – Ep. 199

    The holidays are here, and it’s the perfect time to show appreciation for the people who make your business thrive—your employees, contractors, and clients. But we know that gift-giving as a business owner can feel tricky. So, how do we balance generosity while staying compliant with the IRS?  In this episode, host Danielle Hayden, CPA and founder of Kickstart Accounting, Inc., is here to guide you through the gift-giving process in a way that’s simple, stress-free, and keeps you tax-compliant. From what counts as a deductible gift to thoughtful ways to give your team a boost of morale and company culture, Danielle breaks it all down in an easy-to-follow framework. Whether you’re planning something small or looking to go big, this episode will help you gift confidently and compliantly, all while making your team and clients feel truly valued. Key Takeaways:  Follow IRS Gift Rules: Gifts to employees must be tangible and under $75 to remain tax-free, while cash or gift cards are always taxable. Use a Gift-Giving Framework: Clarify your motivation, identify the recipient, consider the perceived value, and ensure the gift aligns with IRS limits. Make Payroll Gifts Meaningful: Create special moments around payroll-based gifts with personalized communication or gross-up amounts to cover taxes. Document for Deductions: Keep detailed records of all business gifts, including cost, recipient, and purpose, to ensure tax compliance. Consider Personal Gifting Options: Use owner’s draws for personal generosity while ensuring compliance with salary requirements for S Corp owners.   Topics Discussed:  What Qualifies as a Business Gift (00:00:50 - 00:01:25) Framework for Business Gift-Giving (00:02:17 - 00:04:36) IRS Rules for Gifts to Employees (00:05:03 - 00:08:38) IRS Rules for Gifts to Contractors & Clients (00:08:39 - 00:10:18) Gift Recordkeeping (00:12:09 - 00:13:01) Giving Gifts with Owner’s Draws (00:13:28 - 00:15:21)   Resources:  Free Guides | https://kickstartaccountinginc.com/Gift/  How to Pay Yourself as a Business Owner 6 Tax Tips Every Business Owner Should Know    Book a Call with Kickstart Accounting, Inc.: https://www.kickstartaccountinginc.com/book    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    17min

  5. 26 DE NOV.

    How Gratitude Fuels Financial Success and Business Growth – Ep. 198

    In this episode, we’re diving into something unexpectedly powerful: how gratitude can transform our mindset and lead to financial success. Host Danielle Hayden, founder and CEO of Kickstart Accounting, Inc., has helped thousands of entrepreneurs take control of their numbers and build thriving businesses over the years. But here’s the thing, success isn’t just about the numbers. Our mindset plays a huge role, and that’s where gratitude comes in. Danielle shares how a simple daily gratitude practice can help reduce stress, boost motivation, and shift from a scarcity mindset to one of abundance. Whether we’re tackling tough financial decisions, working toward big business goals, or just looking for ways to stay energized and focused, taking a moment to celebrate our progress can help us find new focus and continue to grow businesses we love!  Key Takeaways:  Why Gratitude Matters: Discover how gratitude enhances relationships with team members and clients, shifts your mindset from scarcity to abundance, and boosts motivation and focus. Gratitude as a Daily Practice: Learn how listing things you're grateful for—whether 3 or 20—can rewire your brain, reduce stress, and help you celebrate progress. Overcoming Financial Stress: Danielle explains how gratitude can help business owners release financial anxiety, make more strategic decisions, and stay motivated during challenging times. Budgeting with Gratitude: Shift your perspective on budgeting from limitation to empowerment, focusing on the opportunities it brings for growth and impact. How to Start Your Gratitude Practice: Simple, actionable steps to incorporate gratitude into your daily routine, including journaling, setting goals, and celebrating wins with your team. Topics Discussed:  Introduction to Gratitude and Financial Success (00:00:00 - 00:00:57) Shifting from Scarcity to Abundance (00:02:06 - 00:03:01) Boosting Motivation and Celebrating Small Wins (00:03:01 - 00:03:54) Reducing Financial Stress with Gratitude (00:03:54 - 00:04:56) Practical Steps to Start a Gratitude Practice (00:07:45 - 00:08:48)   Resources:  Money Personality Quiz | kickstartaccountinginc.com/quiz    Book a Call with Kickstart Accounting, Inc.: https://www.kickstartaccountinginc.com/book    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    11min

  6. 19 DE NOV.

    Get Tax Season Ready: Everything You Need to Know About W9s and 1099s – Ep. 197

    As the year winds down, it’s time to tackle an important yet often overwhelming task for many business owners: preparing for 1099s and tax season! In this highly-requested episode, Danielle Hayden, CPA and founder of Kickstart Accounting, Inc., teams up with Kelsey Chester, Kickstart’s Lead Account Manager, to deliver a step-by-step guide to staying organized and compliant with IRS rules when filing your taxes.  Whether you’re a seasoned business owner or just starting out, this episode has something for you. From IRS compliance to best practices for collecting W9s and knowing when to transition contractors to employees, Danielle and Kelsey cover it all with practical advice and actionable insights to help you tax prep with confidence. Key Takeaways:  Understanding W9s and 1099s: A W9 gathers contractor info, while a 1099 reports payments over $600—always collect a W9 before paying contractors. Best Practices for W9 Collection: Collect W9s electronically, store them securely, and require submission before issuing payments. Payment Methods and 1099 Requirements: Personal Venmo/Cash App payments may require a 1099, while business platforms like PayPal might issue them automatically—verify with the platform. Contractor vs. Employee: Contractors control their work methods and tools, while employees follow your guidance, schedule, and use your resources. Making the Shift to Employees: Transitioning to employees ensures compliance, builds retention, and avoids IRS penalties for misclassification. Plan Ahead for Payroll Setup: Start payroll planning early to streamline the January rush. Topics Discussed:  What is a 1099 and a W9? (00:01:08 - 00:02:57) Best Practices for Collecting W9s (00:02:57 - 00:04:12) Storing W9s and Organizing Financial Records (00:04:12 - 00:05:10) Who Needs a W9 and When to Collect It? (00:05:10 - 00:06:34) Payment Methods and IRS Guidelines (e.g., Cash App, Venmo) (00:06:34 - 00:08:23) Difference Between Contractors and Employees (00:08:23 - 00:11:32) When to Move Contractors to Employees (00:11:32 - 00:14:20) Benefits of Hiring Employees (00:14:20 - 00:15:00) Clarification on Employee Benefits for Part-Time Employees (00:15:00 - 00:15:19) Summary and Getting Help (00:15:55 - 00:18:28)   Resources:  Tax Forms | https://www.irs.gov/  Free Guides | https://kickstartaccountinginc.com/gift/  6 Tax Tips Every Business Owner Should Know    Book a Call with Kickstart Accounting, Inc.: https://www.kickstartaccountinginc.com/book    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    18min

  7. 12 DE NOV.

    Avoid THESE Costly Mistakes from Mixing Business & Personal Expenses – Episode 196

    Have you ever found yourself using your personal credit card for business expenses? Or maybe you’ve accidentally paid for a personal expense from your business account? Trust us, you’re not alone! In this episode, host and CEO of Kickstart Accounting, Inc., Danielle Hayden, breaks down why it’s crucial to keep your business and personal finances separate and the steps you can take to make sure it’s all sorted (even if things have gotten a little mixed up already). Danielle dives into the often-overlooked consequences of commingling funds, which can impact your legal protections, make bookkeeping messy, and even increase your risk of an IRS audit. But don’t worry! We’re here to help you understand the risks and, most importantly, what to do if you’ve already blurred those lines a bit with practical steps you can implement now.  Key Takeaways:  Legal & Financial Protection: Danielle explains how mixing funds can “pierce the corporate veil,” leaving personal assets exposed in case of legal claims. Keeping accounts separate ensures you maintain your business’s legal integrity. Impact on Business Health: When you blend personal and business expenses, it becomes nearly impossible to get a true read on your financial health. Separating expenses helps you pinpoint what’s working in your business, what isn’t, and whether cash flow issues are related to personal or business spending. IRS Risks & Tax Deductions: Discover why commingling could increase your chances of an audit and how clean financial records can help you maximize deductions and minimize stress. Action Steps if You’ve Already Commingled: Danielle walks through actionable steps to sort it all out, from categorizing personal expenses as owner’s draws to creating an accountable reimbursement plan. Regularly Reviewing Credit Cards: Thinking about rewards? Danielle shares why it’s worth finding a business card with perks you love, so you won’t feel tempted to use your personal card. Get Help When You Need It: If managing finances alone feels overwhelming, Danielle invites you to connect with her team at Kickstart Accounting for reliable, ongoing support to keep your finances in check. Topics Discussed:  Examples and Risks of Commingling (00:00:28 - 00:02:20) Impact on Business Health (00:02:46 - 00:04:03) Cash Flow and Commingling (00:04:03 - 00:05:01) Challenges in Tax Deductions and IRS Risks (00:05:01 - 00:06:25) What to Do if You Have Already Commingled (00:06:25 - 00:07:34) Action Steps for Business Owners (00:08:04 - 00:11:12) Wrap-Up – Importance of Recording All Business Expenses Properly (00:11:12 - 00:12:03)   Resources:  Free Guides | https://kickstartaccountinginc.com/gift/  How to Pay Yourself as a Business Owner 6 Tax Tips Every Business Owner Should Know    Book a Call with Kickstart Accounting, Inc.: https://www.kickstartaccountinginc.com/book    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    13min
  8. The Ultimate Guide to Giving Team Bonuses That Make Financial Sense – Ep 195

    5 DE NOV.

    The Ultimate Guide to Giving Team Bonuses That Make Financial Sense – Ep 195

    It’s that time of year again! In this episode, host and CEO of Kickstart Accounting, Inc., Danielle Hayden, dives into the topic on every business owner’s mind toward the end of the year—bonuses—a perfect way to celebrate and reward your team’s hard work! With Danielle’s easy 4-step framework, she’ll walk you through how to structure bonuses thoughtfully, so you can show appreciation while keeping your business financially strong. Get ready to learn practical, step-by-step strategies that will help make rewarding your team a stress-free, financially savvy experience! Key Takeaways: Determine Profitability: Only consider bonuses if your business is profitable, verified by examining the year-to-date net income. Check Cash Reserves: Ensure that sufficient cash is available to avoid cash flow issues. Ideally, set aside funds throughout the year to prepare for bonuses. Allocate a Bonus Pool: Danielle recommends distributing 10% of net income as a guideline, though this depends on your business's performance and goals. Identify Eligible Employees: Assess eligibility by listing all employees and evaluating their tenure, alignment with company values, and overall performance over the year. She suggests categorizing performance levels (exceptional, meets expectations, or below expectations) to ensure fair distribution. Plan the Timing: Choose when to pay bonuses based on tax strategy. Paying before year-end counts toward this year’s expenses, while paying afterward counts toward next year. Topics Discussed: Introduction to Team Bonuses and Financial Stability (00:00:00 - 00:00:51) Framework Overview for Bonus Distribution (00:00:51 - 00:01:25) Step 1: Determine Year-to-Date Net Income (00:01:25 - 00:02:45) Step 2: Check Cash Balance (00:02:45 - 00:03:27) Step 3: Decide Bonus Pool Amount (00:03:27 - 00:04:09) Step 4: Identify Eligible Employees (00:04:09 - 00:06:28) Step 5: Importance of Timing for Tax Purposes (00:07:30 - 00:08:47) Summary of Bonus Distribution Framework (00:08:47 - 00:09:55)   Book a Call with Kickstart Accounting, Inc.: https://www.kickstartaccountinginc.com/book    Connect with Kickstart Accounting, Inc.: Instagram | https://www.instagram.com/Kickstartaccounting YouTube | https://www.youtube.com/@businessbythebooks  Facebook | https://www.facebook.com/kickstartaccountinginc

    11min
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Sobre

Welcome to Business By The Books, the podcast for women entrepreneurs who want to leverage their financials to grow their business and achieve their goals. Your host Danielle Hayden, owner of Kickstart Accounting Inc., is a reformed corporate CFO who is on a mission to help empower women entrepreneurs to understand their numbers so they can gain the confidence needed to manage and grow their business.

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