Business By The Books with Danielle Hayden

What if the secret to building your dream business isn't about saving more, but about spending smarter? In this episode, Danielle Hayden, CEO and founder of Kickstart Accounting, Inc., invites you to stop feeling guilty every time you make an investment in your business. Instead, learn how to spend with clarity, purpose, and profit in mind. She walks you through the healthy spending percentages successful businesses use across categories like marketing, payroll, operations, and more to thrive. You'll also get practical tools and reflection questions to help you make CEO-level money decisions that align with your short-term goals and long-term vision. Key Takeaways: Spending is Necessary for Growth: Healthy businesses spend money, and the key is doing it with intention and a clear plan. Your Mindset Matters: Guilt-free spending starts with shifting how you view expenses—from "costs" to "investments." Budget by Business Season: Your business's financial plan should match the stage you're in: growth, maintenance, or development. Know Your Numbers & What's Healthy: Breaking down your expenses into healthy percentage benchmarks can help you make informed decisions. You Get to Define Success: Don't compare your business to others. Use your goals to determine where your money should go. Topics Discussed: The CEO Mindset Shift: Spending as a Growth Strategy (01:01 – 03:32) Understanding Your Business Season and What It Means for Your Budget (03:34 - 06:03) Healthy Percentage Benchmarks Breakdown (05:07 – 14:34) Using the Healthy Percentages Worksheet to Plan for the Future (14:40 – 16:53) Resources: KSA Healthy Percentages Worksheet | KickstartAccountingInc.com/Healthy How to Build Your Team Series | https://kickstartaccountinginc.com/category/hiring/ CFO Services | https://kickstartaccountinginc.com/the-cfo-solution/ 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

When it comes to running a thriving business, it's not just the big moves that count—it's the small, consistent ones that truly build momentum. In this episode, Danielle Hayden, CEO and founder of Kickstart Accounting, Inc., shares the financial micro habits that high-performing CEOs use to stay aligned with their goals, grow strategically, and stay empowered all year long without burning out or second-guessing every decision. Whether you're in a season of growth or a slower quarter, these habits can help you lead with clarity and confidence. Key Takeaways: Automate for Success: Set up systems to automate your bookkeeping, savings, and financial analysis so you can focus on growth, not spreadsheets. Know Your Numbers Year-Round: Make tax planning a monthly habit, not a once-a-year panic. Know your estimates, and stash them away in a high-yield savings account. Pay Yourself Intentionally: Gradually increase your pay through sustainable salary and owner's draw strategies instead of inconsistent withdrawals. Consistency Over Trends: Stop pivoting your brand and offerings every quarter. Successful CEOs stay the course and master their strategy. They show up day after day, month after month, and put in the work. Your Time Is Money: How long are you going to have to work to recoup the money spent on that new course of software? Knowing your hourly rate helps put a purchase into perspective and allows you to determine if that item is worth the price. Spend Strategically, Not for the Tax Write-Off: Only invest in tools, services, or experiences that actually move the needle for your business. If the value is not worth the price tag, then it's not worth the deduction. Talk to Your Money Team: Your financial team is your secret weapon. Book those calls, ask questions, and use their insights to make confident decisions and future-focused strategies. Topics Discussed: The Importance of Goal-Based, Automated Savings (00:45 – 03:51) How to Manage Monthly Tax Estimates Proactively (03:52 – 05:10) Growing How Much You Pay Yourself Over Time (05:10 - 06:03) Why Consistency Beats Trendy Business Strategies (06:03 – 08:28) The Importance of Knowing Your Hourly Rate (08:29 – 09:07) Spending Strategically, Not Only for the Tax Write-Off (09:08 – 09:53) Connecting with Your Full Money Team Regularly (09:55 – 14:23) Resources: KSA Calculator | How Much to Pay Yourself as a Business Owner Build Your Money Team Episode | The 4 People You Want on Your Money Team All Our Episodes & Articles on Taxes | Tackle Your Taxes with Kickstart Accounting, Inc. KSA Tax Partners | https://ksataxpartners.com/ 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

If you've ever made a quick purchase that didn't quite align with your financial goals, you're not alone. It happens to the best of us! In this episode, Danielle Hayden, CPA and founder of Kickstart Accounting, Inc., tackles the challenge of impulse spending as an entrepreneur with a practical approach that's meant to empower you, not make you feel guilty. Whether you're a free spender, saver, perfectionist, or balance seeker, this episode is filled with strategies you can use to stay in control of your money, help curb those impulse purchases, and make smarter financial decisions that align with your goals, personality, and core values. Key Takeaways: Know Your Money Personality: Understanding whether you're a Free Spender, Saver, Perfectionist, or Balance Seeker can help you become more mindful of your financial habits and tailor your strategies accordingly. Step 1 - Budgeting as a Planning Tool: A budget isn't about restriction, it's your business's roadmap. Setting aside time to plan expenses helps you make smarter, more intentional decisions. Step 2 - Use the 48-Hour Rule: Delaying purchases by just two days can dramatically reduce impulse spending and give you space to assess alignment with your budget and goals. Step 3 - Don't Decide Based on Price Alone: The cheapest option isn't always the best fit. Consider alignment with your values, quality of service, and long-term ROI when choosing vendors. Step 4 - Review Existing Vendors First: Before jumping ship, explore whether your current tools or service providers can meet your evolving needs. Feedback and a simple conversation could reveal untapped value. Step 5 - Plan for Impulse Spending: Set aside an "allowance" in your budget for unplanned yet exciting opportunities. This helps you stay flexible without blowing up your financial goals. Step 6 - Avoid Last-Minute Decisions: Waiting until the final hour leads to rushed (and usually regrettable) choices. Plan ahead for renewals, tax time, and big expenses. Step 7 - Review Financials Monthly: Regularly reviewing your KSA Snapshot and financials keeps you grounded in reality, reveals patterns, and helps you make better decisions month over month. Bonus - Involve Your Money Team: Share your goals with your financial team so they can hold you accountable, offer insights, and help course-correct when needed. Topics Discussed: How Your Money Personality Type Affects Your Spending (00:00:16 – 00:02:12) Why a Budget is Necessary to Help with Spending Freedom (00:02:12 – 00:03:02) Ways to Help Curb Impulse Buying (00:03:02 – 00:08:38) Planning for Unexpected Opportunities or "Allowance Budgeting" (00:08:38 – 00:09:58) Using Monthly Financial Reviews to Keep Your Spending Aligned with Your Goals (00:12:01 - 00:13:40) 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

In today's episode, Danielle Hayden, CPA and founder of Kickstart Accounting, Inc., dives into a topic that every small business owner needs to take seriously: cybersecurity. As entrepreneurs, we're focused on growth, profitability, and strategy, but all of that hard work can be put at risk in an instant if we fall victim to cyber threats. A single phishing email, password breach, or scam can lead to lost revenue, stolen data, and massive headaches (and let's be real, none of us have time for that!). But don't worry, we've got you covered! Danielle breaks down the biggest cybersecurity threats facing small businesses and shares simple, practical steps to keep your business and finances safe. Key Takeaways: Phishing Emails & Texts Are Everywhere: Be on the lookout for fake DocuSign requests, "unpaid" toll or shipping texts, gift card scams, and urgent wire transfer emails. If something feels off, don't click! Verify directly with the sender outside of the potential scam text or email before doing anything and immediately report it. Scammers Want You to Act Fast: Cybercriminals rely on urgency to trick you into clicking malicious links or sharing sensitive information; slow down and verify before taking action. Strong Passwords & Two-Step Authentication Are Essential: Using unique passwords and enabling two-step authentication makes it harder for hackers to gain access to your accounts. Yes, it's annoying but it's worth it! Backup Your Data to the Cloud: Use Google Drive or Microsoft OneDrive for automatic backups so that if your device is compromised, your business documents are safe and easily recoverable. Trust Your Gut & Double-Check Everything: If you weren't expecting an email, text, or request for money or information, take a moment to verify before you click or send anything! It's always okay to say no and follow up through a secure method. Topics Discussed: Common Cyber Scams Targeting Small Businesses (00:01:06 – 00:03:24) How to Spot and Avoid Phishing Emails and Text Scams (00:03:24 – 00:04:53) Best Practices for Password Security and Two-Step Authentication (00:04:53 – 00:06:42) Why Backing Up Your Business Data is Critical (00:06:42 – 00:07:43) The Power of Slowing Down and Verifying Before You Click (00:07:43 – 00:09:18) Recap of Cybersecurity Steps to Take (00:09:18 - 00:10:51) 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

In this episode, Danielle Hayden, CPA and founder of Kickstart Accounting, Inc., sits down with Interior Designer and Eye for Pretty Owner Nicole Salceda for a candid conversation about small business growth and finance. Together, they deep dive into the journey of rightsizing a business, shifting from a "grow at all costs" mentality to building a business that aligns with your values, lifestyle, and personal priorities. Nicole shares how she transitioned from saying "yes" to every opportunity to becoming intentional about the projects she takes on, the team she builds, and the way she manages her time. Her journey and insights are proof you don't have to hustle more, do more, or "catch up" to someone to have a fulfilling and sustainable business. Key Takeaways: Growth Doesn't Always Have to Be the Goal: Scaling a business can be exciting, but true success comes from building a business that aligns with your lifestyle and values. Making Smart Financial Decisions: Know Your Numbers! It's easy to focus on revenue, but understanding expenses, profit margins, and cash flow is what truly leads to financial confidence. Business Seasonality - Managing the Highs & Lows: Every business has ups and downs. Learning how to anticipate slow seasons and plan accordingly can ease financial stress. Letting Go of Emotional & Ego-Driven Decisionmaking: Making choices based on what truly serves you and concrete data, rather than what looks impressive to others or how you feel without the numbers to back it up, leads to greater fulfillment and success. Topics Discussed: Scaling vs. Rightsizing Your Business (00:00:43 – 00:05:18) Shifting from Reactive to Intentional Financial Decisions (00:05:18 – 00:11:28) Navigating Seasonality and Cash Flow Challenges (00:11:28 – 00:14:44) The Mindset Shift from Hustle Culture to Purpose-Driven & Value-Aligned Entrepreneurship (00:15:02 – 00:22:01) References: Eye for Pretty | https://www.eyeforpretty.com/ 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

Taxes. They're not the most exciting part of running a business, but they're unavoidable. If tax season snuck up on you and you're staring down a bill you can't pay, don't panic, we've got you covered! In this episode, Danielle Hayden, CPA and founder of Kickstart Accounting, Inc., walks you through what to do when you can't pay your IRS tax bill. From filing your return (even if you can't pay right away) to exploring payment plan options, Danielle breaks it down with practical strategies to take control of your finances and stay out of trouble with the IRS. Key Takeaways: Step 1 - Don't Ignore the Problem: Avoiding your tax bill only makes things worse. The IRS can impose serious penalties, so taking action right away is crucial. Always File Your Tax Return, Even If You Can't Pay in Full: The failure-to-file penalty is significantly higher than the failure-to-pay penalty. Filing on time helps minimize extra costs. Step 2 - Pay What You Can: Some payment is better than none. Put the amount of money towards the tax bill you can afford, and begin assessing the options available to you to pay the remaining balance. Step 3 - Evaluate Your Payment Options: The IRS offers short-term and long-term payment plans, often at lower interest rates than credit cards or loans. Weigh Your Financing Choices Carefully: Compare the IRS interest rate (around 8%) with other options like credit cards or personal loans to determine the most cost-effective way to pay your tax bill. Bonus Tips: Plan Ahead to Avoid Future Tax Surprises: Set aside money regularly for taxes, pay estimated taxes quarterly, and use financial statements to track your tax liability. Have a "Money Team": Having a trusted bookkeeper and tax accountant working together can help you stay ahead of tax season and avoid stressful surprises. Topics Discussed: Why You Shouldn't Ignore Your Tax Bill (00:02:08 – 00:03:06) Filing Your Tax Return vs. Waiting Until You Can Pay (00:02:36 – 00:06:43) IRS Payment Plans and Evaluating All Financing Options (00:07:36 - 00:08:04) Smart Strategies to Avoid This Situation in the Future (00:08:04 – 00:11:17) The Importance of a "Money Team" (aka a bookkeeper and tax accountant) (00:11:17 – 00:12:15) Resources: All Our Episodes & Articles on Taxes | Tackle Your Taxes with Kickstart Accounting, Inc. KSA Tax Partners | https://ksataxpartners.com/ Free Gift | 'How Much to Pay Yourself as a Business Owner' Calculator 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

When it comes to tax deductions and business expenses, business owners can often fall into two extreme mindsets, either trying to deduct everything under the sun or being too conservative and missing out on legitimate tax savings. In this episode, Danielle Hayden, CEO and founder of Kickstart Accounting, Inc., and Kelsey Chester, Kickstart's Lead Account Manager, break down tax deductions in a way that's clear and strategic. They'll walk you through what truly qualifies as a business expense, how to avoid common tax mistakes, and why smart financial planning is about more than just lowering your tax bill, while still claiming the savings you deserve. Key Takeaways: Understand the "Ordinary & Necessary" Rule: The IRS allows deductions for expenses that are common in your industry and essential for running your business. If you can clearly explain the expense's purpose in an audit, you're likely in the clear! Avoid IRS Red Flags: Overspending on out-of-the-ordinary purchases or misclassifying personal expenses as business ones can trigger unwanted IRS attention. Your Business's Health & Goals Matter: Trying to write off too many personal expenses can hurt your ability to get business loans or sell your company later. Separate Business & Personal Finances: Keep all business expenses on a business account or card to ensure clean, organized records. Your bookkeeper can only track and make deductions based on what they see in your business accounts. Smart Travel Deductions: Business travel is deductible, but the primary purpose must be work-related. A "board meeting" at Disney with your family? Not so much. Invest in the Right Money Team: Your bookkeeper, accountant, and tax strategist should be working to keep your finances organized, tax-efficient, and strategically planned all year long, not just at tax time. Think Long-Term with Tax Strategy: Lowering your tax bill is great, but don't do it at the expense of your business's future. Plan ahead so deductions today don't limit growth opportunities tomorrow. Topics Discussed: What Qualifies as a Business Expense? (00:00:06 – 00:02:14) Finding the Right Balance with Business Expense Deductions (00:02:14 – 00:05:37) The Importance of Paying Yourself a Reasonable Compensation (00:05:37 - 00:07:45) Common Business Expenses & What You Should Be Deducting (00:07:45 – 00:12:55) Operating & Personal Expenses: What's Deductible? (00:12:55 – 00:20:52) Travel Expenses: What's Legitimate vs. What's Risky (00:20:52 – 00:22:54) Tax Strategy & Planning with Your Money Team (00:23:39 – 00:29:25) Resources: Episode 211 | The Smart Way to File Taxes: Why Tax Extensions Are Better Than Last-Minute Filings Episode 212 | How to Pay Yourself as an S Corp Owner: Reasonable Compensation & Payroll Setup Episode 213 | The Tax Write-Offs You're Missing as a Business Owner Episode 126 | Small Business Gift Giving: A Holiday Tax Guide Episode 136 | Health Care Tax Deductions for Small Business Owners Explained Episode 137 | Can You Legally Hire Your Children?: How to Pay Your Kids, Get Tax Advantages, & Create Generational Wealth Episode 188 | Beyond the Business: Preparing for a Secure Retirement KSA Tax Partners | https://ksataxpartners.com/ 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

Are you leaving money on the table when it comes to your taxes? If you're a small business owner, the answer is probably yes! In this episode, Danielle Hayden, CPA and founder of Kickstart Accounting, Inc., covers the essential tax deductions you should be using but might be missing or ignoring. From turning charitable donations into advertising dollars to maximizing deductions on equipment, training, and even paying your children, Danielle breaks down tax strategies that can save you money while still maintaining a healthy business in line with your goals. Key Takeaways: Charitable Donations Can Double as Marketing: Sponsoring events or donating branded items makes them deductible. Clothing & Equipment Expense Write-Offs: Add your logo to business attire as a uniform to make it a deductible expense, and really think through what personal expenses you use for your business, such as a new laptop or webcam. How to Make Gift Giving a Deduction: There are strict IRS limitations on gift giving, however gifting your employees or contractors with equipment that is pre-loaded with work content and/or branded is a way to gift as a deduction. Continuing Learning is a Business Expense: Whether it's a conference, a training session, or even a book, if it's an expense that contributes to your business and industry knowledge, no matter how small the cost, it is a business expense. Retirement & Healthcare Expense Deductions: Utilize HSAs, IRAs, and other plans to save on taxes while securing your future. Paying Your Children through Your Business: A structured payroll for your children not only is a tax deduction but also helps them build wealth, financial literacy, and their resume as a tax-paying individual. Strategic Business Travel & The Augusta Rule: A well-timed conference or workshop can combine personal and business travel the right way to increase deductions. Plus, learn how the Augusta Rule can help business owners with tax-free rental income for 14 days per year. Balancing Tax Write-Offs with Your Business Goals: Deducting expenses is important for tax savings, but, depending on what you want out of your business, deducting too much does have an affect on the overall value of your business, so you want to make sure your write-offs are in line with your goals. Topics Discussed: Pre-Tax vs. Post-Tax Spending (00:0:52 – 00:04:26) Charitable Donations as a Tax-Deductible Marketing Expense (00:06:51 – 00:07:39) Clothing & Equipment Deductions (00:08:10 – 00:08:57) Gift Giving as a Business Expense (00:10:22 – 00:11:25) Conferences, Training, & Learning Write-Offs (00:11:25 – 00:12:26) Retirement, HSA, and Healthcare Deductions (00:12:51 – 00:15:06) Paying Your Children (00:15:06 – 00:16:25) Capitalization Policy (00:16:26 – 00:17:53) Business Travel Write-Offs & The Augusta Rule (00:17:53 – 00:23:50) Striking the Balance between Deductions and Business Goals (00:20:02 – 00:24:27) Resources: Episode 126 | Small Business Gift Giving: A Holiday Tax Guide Episode 136 | Health Care Tax Deductions for Small Business Owners Explained Episode 137 | Can You Legally Hire Your Children?: How to Pay Your Kids, Get Tax Advantages, & Create Generational Wealth Episode 188 | Beyond the Business: Preparing for a Secure Retirement Free Gift | 'How Much to Pay Yourself as a Business Owner' Calculator KSA Tax Partners | https://ksataxpartners.com/ 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

So you've made the leap and elected to become an S Corp—congratulations! Now what? One of the most crucial (and often confusing) steps is figuring out how much to pay yourself through payroll. In this episode, Danielle Hayden, CEO and founder of Kickstart Accounting, Inc., is joined by Kickstart's Lead Account Manager, Kelsey Chester, to break it all down for you, from finding a payroll provider to understanding "reasonable compensation" and how to stay compliant with the IRS. They also dive into the common missteps business owners make as S Corps, seasonality in your income, and why treating yourself like the CEO of your business is instrumental to its success. If you've ever wondered how to balance paying yourself and taxes as an owner, this episode is for you! Key Takeaways: What is "Reasonable Compensation": What factors the IRS considers to calculate a "reasonable" salary, and how to determine how much to pay yourself to stay tax compliant. Payroll Setup: How to set up payroll, even if you're a solo business owner, and choose the right provider. Payroll vs. Owner's Draws: The differences between payroll wages and owner's draws, and how each impacts your taxes. Financial Stability: Navigate and plan for seasonal fluctuations in revenue so you can maintain consistent paychecks and avoid cash flow issues. Year-End Tax Planning: Avoid the mistake of waiting until the end of the year to pay yourself, and how to proactively plan to reduce tax stress. Topics Discussed: Payroll Setup and Payroll Providers (00:0:48 – 00:04:49) How to Determine "Reasonable Compensation" (00:05:13 – 00:07:39) Paying Yourself a Stable Salary and Planning for Taxes (00:09:26 – 00:12:37) CEO Mindset and Paying Yourself What You Deserve (00:12:37 – 00:14:57) Resources: Episode 189 | LLC vs. S Corp: Which Is Right for Your Business? KSA Tax Partners | Reasonable Compensation Analysis Free Gift | 'How Much to Pay Yourself as a Business Owner' Calculator KSA Tax Partners | https://ksataxpartners.com/ Preferred Payroll Provider | Gusto *This content is not sponsored by Gusto 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

Feeling stressed about the April 15th tax deadline? You don't need to be! Here's the good news, filing a tax extension isn't just okay; it's often the smartest financial move to make if you're in a position of rushing to file your taxes by the deadline. In this episode, Danielle Hayden, CPA and founder of Kickstart Accounting, Inc. and KSA Tax Partners, breaks down everything you need to know about tax extensions, both the common misconceptions and benefits surrounding them as well as how they factor into tax prep. Key Takeaways: Understanding Extensions: A tax extension provides an additional six months to file, but estimated taxes must still be paid by April. Tax Extension Myths: The IRS does not penalize or audit you for filing an extension; they just want their money on time. Accuracy Over Speed: Filing too quickly can lead to costly mistakes—accuracy should come before speed. CPA Support: Most CPAs, including KSA Tax Partners, handle tax extensions automatically for their clients. Planned Tax Prep: Scheduled tax weeks at KSA Tax Partners ensure transparency and eliminate uncertainty. Topics Discussed: What Is a Tax Extension (00:00:31 – 00:01:27) Tax Extension Common Misconceptions and Benefits (00:01:27 – 00:04:47) Tax Prep and KSA Tax Partners' Approach (00:05:01 – 00:08:18) Resources: KSA Tax Partners | https://ksataxpartners.com/ 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