Thursday, January 17, 2019

Tax Fraud: Scammers Ramp Up Their Tactics in 2019


2019 Tax Fraud | Keep Your Personal Information Safe

As the IRS cracks down on tax refund fraud, scammers will be innovating new ways to scheme taxpayers out of their hard-earned money this year. This tax season no one is safe — individuals, businesses, and even tax preparers should be extra cautious with their personal and financial information.

As data breaches surge, the deluge of Personally Identifiable Information (PII) continues to flow into the hands of cybercriminals and malicious actors. Businesses maintain financial documents that include sensitive information fraudsters can use to impersonate the tax identity of employees and customers. One strike to an organization and the bad guys hit the jackpot!

Last tax season, the Internal Revenue Service (IRS) reported approximately $46 million claimed in fraudulent refunds and confirmed 2,204 falsified tax returns involving identity theft.

In response to the prevalence of tax fraud in recent years, the IRS has partnered with state tax agencies and the tax community — including tax preparation firms, software developers, payroll and tax financial product processors, tax professional organizations and financial institutions — to form the Security Summit. The goal of the Security Summit is to combat identity-theft-related tax refund fraud to protect the nation’s taxpayers. But there are only so many fraudulent claims the IRS can catch. Cybercriminals continue to devise new and significant threats to consumers and businesses daily. To prevent becoming a victim of the next wave of inventive identity theft tax fraud and avoid a delay in receiving your tax refund, stay cautious of these emerging scams:

When Phishing Evolves

Scammers are notorious for sending out phishing emails this time of year, hoping to capture W-2 forms from organizations. The Security Summit warns that fraudsters are sending emails to businesses and individuals impersonating the IRS and enticing them to review an attachment labelled “Tax Transcripts”. Upon opening the attachment, Emotet — a type of malware — is installed on your device and can spread throughout an entire organization. The malware captures all financial information present, which can be used to fraudulently file tax returns.

Let’s not forget, fraudsters still use the old school method of impersonating executives within organizations to trick employees. Their tactic begins with an innocent email asking a payroll or Human Resource official for a favor and ends with employees’ W-2s being sent to a criminal. It is important to educate employees on how to detect phishing emails, and to never download unexpected attachments or click on links without verifying them first.



Evaluate Your Tax Professional

Year after year, warnings about dishonest tax return preparers make it to the IRS’s “Dirty Dozen” list of tax scams. With more than half of taxpayers using tax professionals to file their taxes every year, there is an increasing likelihood you may come across a less-than-honest return preparer. Beware of a tax professional promising a large tax refund. This is a warning sign they may be creating false expenses, deductions or credits, and may be an unscrupulous tax preparer.

Although the majority of tax professionals are legitimate, be sure to always ask for a Preparer Tax Identification Number — which is required by the IRS for all paid tax return preparers — and check their history with the Better Business Bureau or proper licensing authority. To protect yourself from potential identity theft, never give your tax documents, social security number, or other PII data to a preparer until you have verified their credibility. You don’t want a dishonest tax preparer to file your returns without your permission or to become subject to IRS penalties or jail time for the actions of a fraudulent tax professional.

Safeguard Your Identity Protection Pin

An Identity Protection Pin (IP PIN) is a six-digit code issued by the IRS used to verify a taxpayers’ identity when submitting a tax return. If you have been a victim of Tax Identity Theft or are a participant in the IRS IP PIN pilot program, the IRS will send you a CP01A Notice containing this IP PIN. The IRS will reject paper and e-filed tax returns if the IP PIN is incorrect or missing.

Protecting your pin is important. Do not share your IP PIN with anyone except for the verified tax preparer who is completing your return.

Criminals may attempt to request a new IP PIN if they have access to your PII or other sensitive information, including: mobile number, email address, social security number, filing status and address from a recent tax return, or a bank or credit card account number. Your IP PIN will renew every year, so watch for a new CP01A notice to arrive. If you lose your PIN, be sure to notify the IRS and request a new one right away.

Tips to Protect Yourself Against Tax Fraud

  • File your income taxes early in the season. Stay ahead of cyber-criminals and lessen the opportunity for them to file a tax return using your personal information. If you have been issued an IP PIN, don’t forget to include it in your return!
  • Never open a link or any attachment from a suspicious email. The IRS will contact you by regular mail if they need to; they never communicate via email or phone without first mailing a letter.
  • Report any fraudulent activity to the IRS.

Stay vigilant this tax season, especially if you believe your information may have been compromised. The last thing you want is the IRS reporting that your taxes have already been filed, or worse — receiving a notice that you’re being charged with tax evasion.


Source: https://www.business2community.com



Theresa Todman, Managing Partner/CEO of B&M Financial Management Services, LLC . Theresa works with small business owners and entrepreneurs to assist them with financial management and creating organized systems and procedures. She specializes in bookkeeping, accounting, QuickBooks solutions, small business tax issues and consulting.

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Slim Budget? Here’s What to Spend Money On When Starting a Freelance Business


You’re probably aware that you have to spend money to make money. The good thing about a freelance business is you can start with a pretty bare business budget and still see results. You can build a solid foundation without spending hundreds or thousands of dollars on bells and whistles. Here are important (and relatively affordable) business tools to invest in first that won’t break the bank:


Get a system to collect money.

By definition, freelancing is working for many different bosses instead of being employed by one boss. Collecting one check from an employer is as simple as pie. Invoicing and tracking many payments can get pretty challenging. Invest in a system that will make this process easier for you and the customer. Due offers invoicing and ways to collect payment online that are affordable.


Start an email list.

An email list is key because it’s where you’ll keep in touch with your people. Typically, email services charge by the number of people on your list. A small email list won’t cost too much to manage in the beginning. MailChimp is the email service I used at first. It’s currently free up to 2,000 subscribers and 12,000 emails sent per month. The next plan up starts at $10 per month. MailChimp has a cool feature where you can estimate the cost of your email list as it grows here.

Sign up for a project management system.

Freelancers juggle many projects at the same time. A project management system is one way to stay organized so you can meet all of your deadlines. The good news here is that many project management systems are completely free to use unless you get premium features. Asana and Trello are both systems that I’ve used in the past to manage different projects. Having a system in place to manage your projects will be a lifesaver when it’s time to outsource.





Invest in the right marketing.

Putting money into marketing can be a tricky business because you can easily go down the rabbit hole. There are many marketing strategies and social media platforms where you could invest your money and time.

If you don’t have much money to invest right now, the foundational elements are your website and social media pages on platforms most used by your audience. Your website and social profiles are like online business cards.

I’ve used WordPress for most of my websites. I’m a non-techy person who taught myself how to build sites with WordPress from scratch. There are a plethora of YouTube videos on how to start a WordPress site. Wix and Squarespace are other “drag and drop” website builders that may be easier to set up.


Invest in teachings that won’t break the bank.

No need to drop a lot of money on a business coach right away. Instead, focus on looking for clients and doing the work. Much of the information you need to learn about business comes from running your own business. If there’s an aspect of business you need to learn from a pro, try books first or affordable courses and then move on to the more costly options when you really need it.


Final Word


Starting a business doesn’t have to be expensive. Build the foundation and then invest back into your business as the money starts coming in.

Source: https://www.business2community.com

Theresa Todman, Managing Partner/CEO of B&M Financial Management Services, LLC . Theresa works with small business owners and entrepreneurs to assist them with financial management and creating organized systems and procedures. She specializes in bookkeeping, accounting, QuickBooks solutions, small business tax issues and consulting.

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Wednesday, January 16, 2019

Tax Day 2019: When Is the Last Day to File Taxes?


Most Americans must file their federal tax returns for 2018 by April 15, 2019. Note that we say "most Americans." Taxpayers in two states have until April 17 to file their 2018 tax returns. Here's why residents of those states get two extra days to submit their 1040s to the IRS.

Patriots' Day, an official holiday in Maine and Massachusetts that commemorates Revolutionary War battles, falls on April 15 this year. Normally, residents of those two states would get an extra day to file taxes. However, April 16 is Emancipation Day in the District of Columbia. The holiday honors the end of slavery in Washington, D.C. Since April 16 is a legal holiday in D.C., and the IRS can't require that tax returns be filed on a legal holiday, taxpayers in Maine and Massachusetts get yet another extra day to file. Got it?

No matter which state you live in, if for some reason you can't file your federal tax return on time, you can get an automatic six-month extension if you file IRS Form 4868 before April 15 (or April 17 if you live in Maine or Massachusetts). You can also get an automatic extension by making an electronic tax payment by the due date.

Keep in mind, however, that an extension to file doesn't extend the time to pay your tax. If you don't pay up by the original due date, you'll owe interest on the unpaid tax. You could also be hit with additional penalties for filing and paying late.

By the way, the earliest you can file your taxes in 2019 is January 28. That's when the IRS begins processing 2018 tax returns.




Source: https://www.kiplinger.com
Image Credit: Getty Images

Theresa Todman, Managing Partner/CEO of B&M Financial Management Services, LLC . Theresa works with small business owners and entrepreneurs to assist them with financial management and creating organized systems and procedures. She specializes in bookkeeping, accounting, QuickBooks solutions, small business tax issues and consulting.

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Why Updating Your Business Software Helps You Stay Ahead of the Curve and How Outdated Technology Could Be Harming Your Business


Technology has become a vital tool for businesses, and with new advancements constantly developing, it’s imperative that your business stays ahead of the curve when it comes to the software that it uses.

Many businesses make the mistake of overlooking outdated business software (also known as legacy software), putting off replacing it or waiting until a major issue occurs before taking action to update it.

Leaving the old software in place can often seem like the ‘easy route’, however, this comes with a number of major risks which can harm your business. This article, researched by retail management software providers PragmatiQ Solutions, will highlight the key risks involved with using outdated business software and explore the benefits of upgrading.

Of course, upgrading your business software won’t fix everything overnight, nor is it an easy decision; it comes with its own challenges such as training staff and moving company data. However, this article will help you to gain a better understanding of the benefits associated with moving to a new system and how they massively outweigh the risks of using older software.

1.  Increased risk of failure

Society today operates on an ‘on-demand’ basis, where customers expect their services to be available when they need them, reliable and uninterrupted. If you’re using legacy software, downtime can often be unavoidable if a problem occurs, meaning services are unavailable for a period of time.

This result of this can have damaging effects on any business, posing a threat of losing customers permanently, if your services are inaccessible or unreliable. One of your competitors is more than likely using new, possibly cloud-based technology.  Therefore, if your clients aren’t getting the level of service they expect, they could be lost to a competitor, able to give them what they want, when they want it, with much less risk involved. Increased failure rates can also incur extra costs, such as:

  • Lost employee productivity; a lot of time is wasted fixing and maintaining legacy software
  • IT and data recovery costs
  • Lost sales
  • Brand damage

Legal and Regulatory Risks 

Using outdated business software can put your company at risk from data-thieves and hackers. If you’re seen to be relaxed about updating your technology, you are increasingly more vulnerable than if you were to have modern software.

Laws around data storage are there to ensure data is kept in a secure and legal way, and if your business is using unsupported, outdated software you could be breaking these regulations, having detrimental consequences for a business.

The GDPR was designed to modernize data protection laws relating to the personal information of the individual. This change only highlights the importance of storing consumer data in the correct way and having the right technology to do so. For more information on GDPR, see the European Commission website.



Increased Costs

It can be expensive to run outdated business software and although upgrading to a new system can prove quite costly, it will likely save your business money in the long run as well as lowering the risk to your business. All the risks carried with outdated systems, as stated in this article, are expensive to amend if they occur. Not only this, old technology doesn’t integrate well with new, modern technology.  That means the opportunity to leverage this new functionality is missed and business processes are not as efficient as they could be.

Stats show that companies that engage both their employees and customers, gain a 240% boost in performance-related business outcomes, so ensuring staff is armed with the right technology to succeed, such as Microsoft Dynamics 365, goes hand-in-hand with employee success and work satisfaction. goes hand-in-hand with employee success and work satisfaction.

Security

According to a recent study by Microsoft, 70-80% of the top malware detected by companies could be avoided completely using up-to-date technology.

Using old technology exposes businesses to a whole realm of security vulnerabilities, putting data at risk at all times. Security updates that are often automatically rolled out with new cloud-based technology, are there to protect your data.  However, if you are using unsupported technology, these critical updates will not be available, and your data is at risk of being breached.

To provide you with an example, if your company is running Windows 10, you are much less likely to be infected by malware than if your company is running Windows XP. For those running applications like Office 2003 and Windows Server 2003, again you will be at a much greater risk of a cyber attack.

The benefits of upgrading your business technology:

The following list contains some of the main benefits that customers have found, after replacing their legacy software with a new system for their business:

  • Competitive Advantage: 49% of businesses said it helped them to compete against larger organizations
  • Reduced Costs: 66% of businesses say it has reduced their IT costs
  • Company Growth: 49% of business owners say new technology has been a key factor in allowing them to grow
  • Improved Security: 94% of companies gain security advantages when using the cloud


In conclusion, there is a great deal of risk associated with using outdated software, which is far outweighed by the numerous benefits provided by upgrading.  As technology continues to develop, it is even more essential that your business has the right software to support its growth. By upgrading your software now, you are taking the first step in ensuring your business is ready for the future and in a good position within your market amongst competitors, who may potentially already be leveraging this technology. Although there is clearly an upfront expense incurred, the long-term cost of a new system will be absorbed by the benefits your company will receive.



Source: https://tweakyourbiz.com
Image Credit: Depositphotos



Theresa Todman, Managing Partner/CEO of B&M Financial Management Services, LLC . Theresa works with small business owners and entrepreneurs to assist them with financial management and creating organized systems and procedures. She specializes in bookkeeping, accounting, QuickBooks solutions, small business tax issues and consulting.

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Tuesday, January 15, 2019

12 Easy Things Small Business Owners Can Do to Start the New Year Off Right


We’ve just rung in 2019. What can you do to get this new year off to a good start? Here are a dozen ideas. You may not need to implement all of them, so choose the ones that will help you the most—and get going!

Start the New Year Off Right With These Ideas


1. Clean up your act. Go through your old files — both digital and paper — and purge what you don’t need. You’ll feel lighter and more energized. Plan a company wide cleanup day for all your employees to get their work spaces in order, too.

2. Simplify your technological life. How many apps do you have on your phone? How many of them do you actually use? Ditch the unnecessary apps and streamline your home screen to just the ones you need.

3. Get on schedule. Is your calendaring solution working for you? If not, find a new one. (Maybe it’s a paper calendar — that’s OK. The point is to find the system that’s most effective for you.)

4. Give your business a makeover. If customers come to your place of business, January is the perfect time to give it a new look. Decide if you need new signage, a new coat of paint, or new furniture and fixtures to update it for the coming year.



5. Revisit your plans from the past year. When 2018 started, what goals did you set? Have you achieved them? If not, do you still care about them? If you do care, figure out what stopped you from following through in 2018 and what you can do differently this year.

6. Drop a quick note to your 10 most important contacts, letting them know how much they mean to you and why.

7. Reconnect with colleagues and prospects. Maybe you talked about a big project with a colleague last summer, but both of you dropped the ball. Reach out to the person again to see how you can work together in 2019.

8. Commit to learning. To stay on top of your industry’s news and trends in the coming year, find a new blog, publication or newsletter in your field to follow. Sign up for an upcoming industry conference or event.

9. Get your tax documents in order. There are lots of big tax changes in store this year, so get a head start on tax time now. Gather all your 2018 documents and data in one place and make an appointment with your accountant.

10. Set up a date this month to meet with each of your employees and discuss their goals for 2019. Set measurable goals for each person; if possible, tie their success to a bonus plan or other reward. It’s a great way to keep employees motivated.

11. Help your employees be healthier this year. Employee health and wellness are increasingly important to worker satisfaction. Figure out ways your company can support employees in reducing stress and becoming more physically fit. For instance, you could schedule twice-daily “stretch breaks” or invest in standing desks. A companywide weight loss challenge is also a great idea for January.

12. Don’t overwhelm yourself. If you’re the type who likes to make New Year’s resolutions, it’s easy to overburden yourself with dozens of unrealistic goals. Keeping your resolutions manageable will make them easier to live by. Try making one resolution each for your mental, physical and emotional health, or one resolution for your business and one for your personal life.

Along those lines, make time this year to occasionally relax and recharge. It will help you stay energized and focused throughout 2019.


Source: https://smallbiztrends.com
Image Credit: Shutterstock

Theresa Todman, Managing Partner/CEO of B&M Financial Management Services, LLC . Theresa works with small business owners and entrepreneurs to assist them with financial management and creating organized systems and procedures. She specializes in bookkeeping, accounting, QuickBooks solutions, small business tax issues and consulting.

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Monday, January 14, 2019

When Is the Earliest You Can File Your Tax Return in 2019?


The sooner you file your tax return, the sooner you’ll receive any refund due. But if you were worried that the partial government shutdown was going to push back the start of tax filing season, don’t be. The IRS just announced that it will start accepting 2018 tax returns on January 28, 2019, a day earlier than last year, and provide tax refunds on time according to its normal schedule.

If you have a federal tax refund coming, you could get your money back in as little as three weeks. In the past, the IRS has issued over 90% of refunds in less than 21 days. It remains to be seen if the IRS can keep this up in the event of a prolonged government shutdown.

If you want to speed up the refund process, e-file your 2018 tax return and select the direct deposit payment method. That’s the fastest way. Paper returns and checks slow things down considerable.

However, don’t expect your refund before mid-February if you claim the earned income tax credit or the additional child tax credit. By law, refunds for returns claiming these credits must be delayed. This applies to the entire refund, not just the portion associated with the credits.





Source: https://www.kiplinger.com
Image Credit: Getty Images


Theresa Todman, Managing Partner/CEO of B&M Financial Management Services, LLC . Theresa works with small business owners and entrepreneurs to assist them with financial management and creating organized systems and procedures. She specializes in bookkeeping, accounting, QuickBooks solutions, small business tax issues and consulting.

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The 5 Most Important Accounting Reports for Your Small Business


When it comes to small business accounting, most people know that it is important to keep your records updated for taxes. However, there are many more benefits from small business accounting that you can use to grow, improve and expand your business. Here are some of the most important accounting reports for your small business that you should know about.

Profit and loss statement/income statement

The most important report for any business is the profit and loss statement, also called a P&L or income statement. This report tells you how much money a business makes, as well as a lot more. A well-run bookkeeping operation includes details for where you spend and where your money comes from. For example, I can look at my P&L for a quick summary of how much I make from writing, how much I make from advertising, how much I spend on business travel and how much I pay for computer and internet costs. Each business would have different accounts for its own income and spending categories.

Small business owners should look at this report at least monthly. It is also a good idea to look at trends, comparing current results to the same period in the prior year and comparing the most recent month with the last few months. This should tell you what’s working well and what isn't, as well as help you focus on the most profitable parts of the business. This is exactly how I analyzed by business to help me reach $10,000+ in monthly income.

Balance sheet

A balance sheet gives you a snapshot of what a business has and owes at any given time. For small businesses, assets typically include things like bank accounts, accounts receivables, and possibly an investment account. A balance sheet may also include assets like property, computers, equipment and other saleable physical and intangible property. Liabilities generally include things like credit cards, business loans and anything else your business owes.

The accounting equation is based on the balance sheet. It tells us that assets plus liabilities equals equity. The difference in what you have and what you owe should ideally be a positive number and one that grows over time.


When examining the balance sheet, also look at the short-term assets versus short-term liabilities. If you have payments owed soon, you won’t want to run out of cash without noticing that your assets are illiquid.



Accounts receivable aging

You don’t work for free, and your business isn’t a charity. Doing the work and sending the invoice is just part of the battle. You also have to make sure those payments get paid and collected. Your accounts receivable (A/R) aging report tells you how well you are doing on the collections side. Look out for customers who are perpetually late, usually pay on time and recently started paying late, and growing late balances from any customer.

I’ve been very lucky when it comes to collections, but part of that is choosing the right clients to work with. Upstanding companies like Due always pay quickly. Some less stable, less trustworthy or financially strained companies are more likely to pay late or stiff you when it comes time to pay the bill.


Revenue by customer

Just as you should be looking at who owes you money, you should be looking at who gives you the most of it. Your revenue by customer report tells you how much you made from each customer over a period of time. Freelancers and professional service businesses rely heavily on repeat business in many industries. Building good relationships with quality clients can turn in to a lucrative, reliable, and healthy income stream.

However, beware of putting too much faith in any one income source. If too much revenue comes from one source, that is called “revenue concentration risk.” If one client leaving would ruin your entire business, you need to get more diverse in who your business serves. Putting too many eggs in one basket might just bankrupt your company.

Accounts payable aging

You probably wouldn’t like it if a company took too long to pay you. Do your vendors a favor and pay them on time as well. Your A/P aging report tells you who you owe and how much. As long as your books are updated, you can easily look and find who you need to pay so you don’t miss the due dates.

Paying late can sour relationships and may lead to late fees and other costs. Just pay on time. You might even get an early payment discount from some vendors. That’s a big win-win!



Source: https://www.entrepreneur.com
Image Credit: Towfiqu Photography | Getty Images

Theresa Todman, Managing Partner/CEO of B&M Financial Management Services, LLC . Theresa works with small business owners and entrepreneurs to assist them with financial management and creating organized systems and procedures. She specializes in bookkeeping, accounting, QuickBooks solutions, small business tax issues and consulting.

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Friday, January 4, 2019

3 Simple Ways to Cut Business Expenses



From employee salaries to office space, things add up quickly when you run a business. Each company has its own set of expenses, and while you can't eliminate all your costs, you can make some changes to reduce them.

Business owners have their own suggestions on how they reduce business expenses. Here are some cost-cutting solutions your peers have tried that might work for your business.

1. Look at your insurance.

When business owners are trying to cut expenses, it's important to evaluate where money is going and if they can renegotiate contracts including insurance.

"Insurance coverage and rates tend to change from year to year dependent upon industry trends and market performance," said Joe Jonas, director of wholesale and consulting at Insureon. "It's a best practice for small business owners to re-evaluate their insurance program on an annual basis to ensure they are getting the most comprehensive protection at fair market value."

Business owners who allow their insurance to automatically renew without consulting an insurance professional may be paying more than they need to. In addition to reviewing insurance prices, business owners should consider bundling coverage.

"Similar to purchasing your auto and homeowner's insurance, many insurance carriers offer price breaks when small business owners purchase multiple policies at the same time," Jonas added.

One of the most common bundles, according to Jonas, is a business owner's policy, which bundles general liability coverage and commercial property insurance.

2. Evaluate your contracts and look for free resources.

"Periodically, let your vendors know you are price shopping – a lot of companies have loyalty rewards or have the ability to cut you a deal if you continue to work with them," said Haley Palmer, owner for WIN Home Inspection Central Oregon.

In addition to reviewing existing contracts, Palmer recommends finding free resources such as social media and business networking website that cost nothing to set up an online profile.

Spencer Shaw, owner of Re-Bath Spokane Valley, suggests evaluating the office space you occupy. "If the market is soft and there isn't high demand for what you occupy, start negotiating a lower rent," he added.

3. Review your staff's responsibilities.

Payroll is one of your significant expenses. If your staffers are in the wrong positions or aren't doing their share, you're losing money.

"Before you jump to hire, make sure you are thoroughly reviewing the day-to-day workload of your staff," said Shaw. "Make sure the right people are in the right seat pulling their weight. Sometimes changes are required that can prolong the necessity to hire the next person too early."

"Forecasting sales ensures you have enough staff but also that you are not overstaffed and thus increasing your labor," said Andrew Diamond, president of Angry Crab Shack.

It's also important to stay up-to-date on best practices so you can prepare for possible wage increases. "Stay current on any new laws or wage increases in the coming future so you have a plan on how to deal with the increase in your payroll," Diamond added.

If you're still looking for ways to cut costs, considering hiring an accountant. "There is almost always an area of your business where you can save money or reallocate it to spend it more wisely," Palmer said. "It might even be beneficial to hire an accountant or CPA to help you look at the books to figure out ways to shrink your spending."





Source: https://www.businessnewsdaily.com
Image Credit: Shutterstock



Theresa Todman, Managing Partner/CEO of B&M Financial Management Services, LLC . Theresa works with small business owners and entrepreneurs to assist them with financial management and creating organized systems and procedures. She specializes in bookkeeping, accounting, QuickBooks solutions, small business tax issues and consulting.

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