What is Cash Basis Accounting vs Accrual Accounting?

In many countries, accrual accounting is required for businesses that exceed a specific size or complexity. GAAP principles emphasize the accrual method because it offers a more authentic representation of a company’s financial position. In pursuit of spreading awareness on accounting policies, we’d like to focus on the difference between cash accounting, accrual accounting, and modified accrual accounting, in this article.

‍Continue reading to familiarize yourself with the cash vs. accrual accounting debate and make an empowered decision that steers your business on the right path. A careful analysis of the pros and cons of both options will help you select the accounting method that best meets your company’s needs. For example, you incur an expense in the form of commission to your salesperson. The salesperson earns a commission of $1,000 for a sale they executed in January, and the commission is paid in March.

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This lets your company keep more money in the business until a future tax period. On a deeper level, accrual accounting allows you to match up revenue and its corresponding expense starting monthly procedure for outstanding checks when the transaction occurs, rather than when payment is transferred. This method lets you understand the current cash flow and compare it to future cash flow (on a transactional basis).

This method arose from the increasing complexity of business transactions and a desire for more accurate financial information. Selling on credit and projects that provide revenue streams over a long period affect a company’s financial condition at the time of a transaction. Therefore, it makes sense that such events should also be reflected in the financial statements during the same reporting period that these transactions occur.

Ultimately, this method may become more expensive or time-consuming, making it harder for small businesses to use. EManage, a SaaS company, sells 400 subscriptions for $150 each in October. In addition, eManage incurs $900 in hosting and marketing expenses each month.

• The key advantage of the cash method is its simplicity—it only accounts for cash paid or received.
• The balance sheet, on the other hand, has accounts like accrued liabilities or accrued payroll, which are also sensitive to the accounting method chosen.
• Specifically, it focuses on when money is received, or expenses get paid, which may not occur exactly when these items are accrued.

Understanding the difference between cash and accrual accounting is important, but it’s also necessary to put this into context by looking at the direct effects of each method. Cash accounting is used by many small businesses because of its simplicity. Income and expenses are recorded in your books only when the cash hits your account or leaves it.

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This method allows the current and future cash inflows or outflows to be combined to give a more accurate picture of a company’s current and long-term finances. The cash flow statement tracks the non-cash add-backs and changes in working capital, among other factors that impact the cash balance. Note that cash-basis accounting is used predominantly by private companies. Doesn’t track cash flow and as a result, might not account for a company with a major cash shortage in the short term, despite looking profitable in the long term. Let’s look at an example of how cash and accrual accounting affect the bottom line differently.

Getting paid

Cash accounting is simpler to remember and record since it follows your business checking account. When a sale is recorded in your checking account, it’s recorded in your business. But the cash accounting method may not show the real picture of your business activity since the month you were busy or slow is different from the month when you received the money. Now imagine that the above example took place between November and December of 2017. One of the differences between cash and accrual accounting is that they affect which tax year income and expenses are recorded in.

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So, for example, if you send an invoice for $200 on May 2019 but receive the money in October 2019, you make a record of that $200 accounts receivable in May 2019. If you as the business owner later want to change your accounting method, you must get IRS approval. This process can be complicated, though, so you may want to seek help from a tax professional.

Simplify Your Finances

However, consider all aspects, including tax-related implications before your shift. The downside is that it doesn’t reflect the actual cash flow of the business. This means your business might appear to be doing well even when your bank accounts are empty, and vice-versa. Accrual accounting without real-time expense tracking can cause devastating consequences. Let’s say you deliver a shipment to a client in July and the client pays you 60 days after the invoice is raised.

Financial Analysis and Reporting

With the accrual method, you make use of an accounts receivable and accounts payable record in your books. For investors, it’s important to understand the impact of both methods when making investment decisions. The vasty majority of companies that people would potentially invest in, will be using accrual-based accounting. However, should you come across a small company using cash-based accounting, it’s definitely something to watch out for. However, the cash basis method might overstate the health of a company that is cash-rich. That’s because it doesn’t record accounts payables that might exceed the cash on the books and the company’s current revenue stream.

Every business, small or large, must make a decision about how and when to record income and expenses. For tax purposes, you will need to make this decision for your business before you file your first business tax return, using one of two accounting methods – cash or accrual. Cash-basis accounting is a simpler method of accounting that gives business owners a clear and straightforward understanding of their cash flow. Accrual-basis accounting requires more effort to understand, but it more accurately represents your business’s financial health over time. The cash method of accounting seems pretty logical until you consider that many business owners do all the work for a project months before getting paid.