MARIELA RUIZ, CPA, PLLC

Helping Individuals and Businesses Financially Thrive.

Tag: accounting services (page 1 of 2)

Bookkeeping for Real Estate Investors: Tax Deductions & Loan Pitfalls

September 5, 2025 / / 0 Comments

Investing in real estate can be profitable, but it comes with financial challenges. From understanding tax deductions to avoiding loan mistakes, investors need organized records to make smart decisions. In this blog, we’ll explore the importance of tax deductions for real estate investors, common loan pitfalls they encounter, and how proper bookkeeping can provide effective solutions.

Maximizing Tax Deductions for Real Estate Investors
Tax deductions help real estate investors lower taxable income and enhance cash flow. Common deductions include mortgage interest, property taxes, depreciation, insurance, and repairs or maintenance. Travel expenses related to property management may also qualify, provided they meet IRS guidelines. Accurate record-keeping is essential to avoid missing these valuable deductions and to ensure compliance with IRS regulations.

Loan Pitfalls Faced by Real Estate Investors
Financing is essential for building a real estate portfolio, but loan pitfalls can erode profits. Investors often encounter challenges such as high interest rates, unfavorable loan terms, or prepayment penalties. Mismanagement of loan payments and underestimating variable interest rates may result in serious setbacks. Without proper financial oversight, these issues are hard to anticipate and avoid.

How Bookkeeping Helps Avoid Financial Mistakes
Bookkeeping provides clarity and control over both tax and loan-related challenges. By maintaining accurate financial records, investors can monitor cash flow, assess debt obligations, and plan for upcoming payments.

Detailed bookkeeping also highlights red flags such as rising interest costs, inconsistent income streams, or underperforming properties. With organized data, investors are better equipped to negotiate favorable loan terms, budget effectively, and stay ahead of potential risks.

Bookkeeping Solutions for Real Estate Success
Beyond organization, bookkeeping solutions can transform how investors approach their financial strategy. Automated bookkeeping systems track income and expenses in real time, while professional bookkeeping services ensure accuracy and compliance. With regular financial reports, investors gain a clear picture of profitability and can make informed decisions about property acquisitions, sales, and refinancing. A proactive bookkeeping strategy not only safeguards against errors but also positions investors for sustainable growth.

Related: Bookkeeping for Freelancers and Self-Employed Individuals

Protect Your Investments with Expert Support
Tax deductions and loan management are key to real estate investment success. Organized bookkeeping ensures investors claim all deductions, avoid financial pitfalls, and make smarter decisions. If you’re a real estate investor looking to streamline your finances, MARIELA RUIZ, CPA, PLLC is here to help. Visit mruiz-cpa.com today to learn how expert bookkeeping and tax solutions can support your investment success.

Understanding Resale Certificate Rejections and How to Prevent Them

August 4, 2025 / / 0 Comments

Navigating Texas taxes can be overwhelming for businesses, especially when it comes to understanding resale and exemption certificates. These documents are essential for claiming tax exemptions on qualifying purchases. However, despite their legal standing, many Texas business owners face denied certificates during audits. In this month’s blog, we will explore the most common reasons resale and exemption certificates are rejected.

What Are Resale and Exemption Certificates?

In Texas, resale certificates allow businesses to purchase items tax-free if they’re reselling them. Exemption certificates apply to specific purchases, such as those made by nonprofits or government entities. Although both are legitimate tax-saving tools under Texas Comptroller guidelines, their misuse or mismanagement often leads to issues during an audit.

Auditors primarily aim to verify compliance with tax laws, and that’s where many businesses fall short. Whether it’s incomplete documentation or incorrect usage, these small missteps can raise red flags.

Related: learn more about whether manual or automated bookkeeping is right for you here.

Common Reasons Texas Resale & Exemption Certificates Are Denied

Even well-intentioned businesses can find themselves in trouble if they don’t follow protocol. Auditors in Texas are meticulous when verifying exemption claims, and they frequently deny certificates based on these common issues:

  • Improperly filled-out certificates: Leaving out key fields like tax ID numbers or signatures makes the document invalid.
  • Wrong certificate type used: Using a resale certificate when an exemption certificate is required – or vice versa – will lead to rejection.
  • Failure to prove resale intent: If there’s no documentation or the product clearly wasn’t resold, expect the exemption to be denied.
  • Outdated certificates: Certificates must be current and updated regularly.
  • Missing backup documentation: Sales invoices, purchase orders, or proof of resale should always accompany certificates.

Related: Learn more about why a bookkeeper is a must for your small business here.

How to Protect Your Business:

Ensure certificates are complete, accurate, and obtained before audit begins. Keep detailed records—and if in doubt, seek a compliance review.

Related: learn more about the difference between tax planning and tax preparation here.

Let MARIELA RUIZ, CPA, PLLC Help You

Don’t let avoidable mistakes cost your business time and money. Our team specializes in Texas tax compliance and audit preparation. Whether you need a quick review or full-scale assistance, we’re here to help you stay ahead of the curve. Contact mruiz-cpa.com today at (956) 997-0067 to schedule a consultation and ensure your resale and exemption certificates are audit-ready.

Manual vs. Automated Bookkeeping: Which One Is Right for You?

June 2, 2025 / / 0 Comments

For many business owners, managing finances is both essential and overwhelming. One major decision involves choosing between manual and automated bookkeeping. While both methods aim to keep your books in order, they differ in efficiency, accuracy, and long-term sustainability. Understanding their pros and cons will help you determine the right fit for your business and maximize your financial endeavors.

Manual Bookkeeping

This is the traditional method that involves recording transactions by hand using ledgers, spreadsheets, or paper journals. This process is familiar and often cheaper at the start. It appeals to small businesses with limited budgets or simple accounting needs. However, this method comes with notable drawbacks. It is time-consuming and prone to human error. Mistakes in manual data entry can result in costly discrepancies. As your business grows, handling more transactions manually becomes inefficient and risky. Manual bookkeeping also lacks built-in real-time access to financial data, which can delay decision-making and reporting.

Related: Learn more about why every small business needs a bookkeeper here.

Automated Bookkeeping

In contrast, automated bookkeeping leverages software to handle tasks such as data entry, reporting, and reconciliation. These systems reduce human error by calculating totals and syncing data in real time. Businesses benefit from improved accuracy and faster processing. Cloud-based platforms allow users to access financial records anytime, from anywhere, which enhances collaboration and decision-making. Automated bookkeeping also supports scalability, making it ideal for businesses planning to grow or facing complex accounting needs.

Automation is not without cost. It requires an upfront investment in software and possibly staff training. Yet, the long-term savings in time and reduced errors often outweigh the initial expenses. For those concerned about compliance, many automated solutions include features to help meet tax and reporting regulations, adding another layer of value.

Conclusion

Ultimately, the best bookkeeping method depends on your business size, complexity, and future goals. Small operations may find manual bookkeeping sufficient for a finite duration. However, companies looking to scale or streamline should strongly consider automation for its long-term advantages. Taking the time to assess your current needs and future direction will guide you toward the smartest financial management decision. If you’re interested in optimizing your business’ finances, consider hiring a professional bookkeeper service from us today. Contact us at (956) 997-0067 or visit our website http://www.mruiz-cpa.com for more information.

How to Build a Strong Financial Foundation for Your Business in Its First Year

April 8, 2025 / / 0 Comments

Starting a new business is exciting, but it also comes with a host of responsibilities, especially when it comes to managing your finances. The first year is crucial for establishing a foundation for long-term success. Laying a strong financial foundation early can help you make smarter decisions, stay compliant with tax laws, and avoid costly mistakes that can derail your growth. In this blog, we’ll explore the key steps you should take in your first year to build a financially sound business.

1. Separate Personal and Business Finances
One of the first financial steps every entrepreneur should take is opening a separate business bank account. Keeping personal and business finances separate not only helps you stay organized but also simplifies tax preparation and financial tracking. It’s essential to establish your business as a separate legal entity, such as an LLC or corporation, and obtain an Employer Identification Number. This will allow you to properly manage business income, expenses, and deductions without confusion.

2. Create a Detailed Budget and Financial Plan
Budgeting is essential in your first year because it gives you a clear picture of how your money is being spent and what your revenue goals need to be. A good financial plan includes start-up costs, monthly operational expenses, projected income, and a cash flow forecast. Having a well-thought-out budget helps you stay focused on your financial goals and prepares you to pivot quickly if things don’t go as expected.

3. Track Every Dollar and Monitor Cash Flow
Accurate bookkeeping is vital from day one. Use accounting software or work with a professional to track all income and expenses. This allows you to monitor cash flow, spot trends, and make informed decisions. Many businesses fail because they run out of cash—not necessarily because they aren’t profitable. Keeping a close eye on your financial records ensures you can cover expenses and plan for investments as your business grows.

4. Stay Compliant and Plan for Taxes Early
Tax planning should never be an afterthought. From estimated quarterly taxes to payroll and sales tax obligations, staying compliant can save you from penalties and interest down the road. Be sure to understand your federal, state, and local tax requirements. Working with a CPA can be a game-changer here—they can help you identify deductions, prepare filings correctly, and ensure you’re not overpaying or underpaying taxes.

Related: Why Every Small Business Needs a Bookkeeper

Build Smart. Grow Strong. Partner with MARIELA RUIZ, CPA, PLLC
Starting a business is a big step, but building a solid financial foundation is what will keep it standing tall. From separating finances to tax planning and compliance, taking proactive financial steps in your first year pays off in the long run. MARIELA RUIZ, CPA, PLLC is here to guide you through every financial milestone. With expert accounting, tax, and advisory services tailored to small businesses, we’re committed to helping your business succeed from day one. Visit mruiz-cpa.com today and take the first step toward financial clarity and confidence.

The Benefits of Integrating Accounting Software with Other Business Tools

October 21, 2024 / / 0 Comments

In today’s fast-paced business environment, efficiency is key to staying competitive. As companies expand and evolve, the need for streamlined processes becomes increasingly vital. One of the most effective strategies to achieve this is through the integration of accounting software with other business tools, such as Customer Relationship Management (CRM) systems and inventory management solutions. In this blog, we’ll explore the benefits of integrating accounting software with other business tools.

Enhanced Data Accuracy

One of the primary benefits of integrating accounting software with CRM and inventory systems is the improved accuracy of data. When these systems operate separately, manual data entry can lead to errors and inconsistencies. For example, sales figures in a CRM might not align with those in accounting software, causing confusion and inaccurate financial reporting. By integrating these systems, data flows seamlessly between them, ensuring real-time transaction recording. This minimizes errors and equips business owners with reliable information for informed decision-making.

Streamlined Workflow and Increased Efficiency

Another significant advantage of integration is the streamlining of workflows. When businesses use multiple disconnected systems, employees frequently switch between platforms, causing inefficiencies and wasted time. By integrating these systems, teams can access all necessary information from a single interface. For instance, sales representatives can enter customer data into the CRM, which automatically updates inventory levels and financial records. This streamlined workflow saves time and enables employees to concentrate on their core responsibilities, boosting overall productivity.

Better Compliance and Risk Management

With integrated accounting software, businesses can also improve compliance and manage risks more effectively. Accurate and timely data is crucial for regulatory compliance and correct tax filing. Consistent financial data across platforms minimizes non-compliance risks. Integrated systems create an audit trail of transactions, aiding in audits or investigations. This transparency helps businesses spot discrepancies early, enabling them to resolve potential issues before they escalate.

Related: “What To Consider Before Getting Accounting Software Implementation”

Conclusion: Partner with MARIELA RUIZ, CPA, PLLC

In conclusion, integrating accounting software with CRM and inventory systems offers businesses enhanced data accuracy, streamlined workflows, and improved compliance. To stay competitive, leveraging technology is crucial. MARIELA RUIZ, CPA, PLLC, in Mission, TX, can help implement accounting software tailored to your needs. With years of experience, we ensure smooth integration for your business. Contact us at (956) 997-0067 or visit mruiz-cpa.com to take your business to the next level.

Accounting Considerations When Transitioning Your Hobby into a Business

July 1, 2024 / / 0 Comments

Many people dream of turning a hobby into a small business. Perhaps you’re a chef and would like to open a restaurant. Or maybe you’d like to turn your photography passion into profit. You might not face significant accounting challenges if your new business is profitable over time, but what if the new business’ expenses exceed income? In this month’s blog, we’ll show you key considerations to keep in mind to ensure your transition is smooth and financially sound.

Keep Personal and Business Finances Separate

One of the first steps is to open a separate business bank account. This distinction between personal and business finances is not just a best practice; it’s essential. Mixing the two can lead to confusion, making it challenging to track your business expenses and income accurately. Moreover, it can create issues when it’s time to manage your financial records.

Understand Your Costs

Accurately tracking and understanding your costs is critical. This includes both fixed costs (rent, utilities, and insurance) and variable costs (materials, shipping, labor, etc.). Knowing your break-even point—the point at which your revenue equals your costs—will help you price your products correctly and ensure your business is profitable.

Understand the Accounting Principles Behind Revenue Recognition

While not all businesses are required to comply with the revenue recognition principle of accounting, it’s important to take the time to understand it. In the US, according to the revenue recognition principle of ASC 606, revenue should be recognized when the delivery of promised goods or services matches the amount expected by the company in exchange for the goods or services. 

This will help ensure your financial statements accurately reflect your business’s financial health, and how your business is doing financially.

Related: Learn more about why your business isn’t making money and how to fix it here.

Consider Hiring a Professional

While DIY accounting is possible, hiring a professional accountant can save you time and help you avoid costly mistakes. An accountant can offer valuable insights, ensure compliance with financial regulations, and provide advice tailored to your specific business needs. Additionally, ensure your accountant adheres to accounting ethics to maintain the highest standards in your business operations.

Hire MARIELA RUIZ, CPA, PLLC

At MARIELA RUIZ, CPA, PLLC, we are dedicated to helping you navigate these complexities and set your business up for success. We’ve helped many small businesses like you lay a strong foundation for your business’s financial health. Visit our website at mruiz-cpa.com or call us at (956) 997-0067 to learn more about how we can assist you in making your business financially sound and profitable.

Why Your Business Isn’t Making Money and How to Fix It

January 8, 2024 / / 0 Comments

Businesses may offer outstanding products, maintain satisfied customers, and experience steady growth, but still face challenges in generating profit. This issue is frequently seen in small businesses but it’s not exclusive to them. Even long-standing, well-established businesses can experience this problem. In this month’s blog, we will explore the common reasons businesses struggle financially and provide practical solutions.

Businessman stacking coins with a graph of profit. Business successful growth

Lack of Budgeting and Financial Planning

Failing to plan is planning to fail, especially in business finance. Many businesses don’t have a detailed budget or financial plan, leading to overspending or misallocation of resources.

Solution: Keep a close eye on your finances. Implement strict budgeting and use integrated accounting software to track expenses and revenues. Regular financial audits can also help identify and rectify issues before they escalate.

Related: Learn more about when to consider a financial audit for your startup here.

Inadequate Tax Planning and Compliance:

As a business, it is your responsibility to ensure you’re paying the appropriate amount of taxes specified. Any non-compliance with tax laws can lead to hefty fines and penalties. For instance, in Texas, ignorance regarding the filing of tax returns will result in a 5% up to 20% penalty.

Solution: Work with a tax professional who can help in strategic tax planning and ensure compliance. This may involve tax-friendly business structures, tax deductions, and credits that your business can benefit from.

Related: Learn more about the reasons you need to hire a tax expert here.

Woman accountant use calculator and computer with holding pen on desk in office. finance and accounting concept

Unstructured Financing

Borrowing money or having a line of credit is expected and useful for growing businesses that feel the pressures of tight cash flow. However, what should relieve pressure can become a source of stress if it is not well-structured. High-interest business loans come with high monthly payments, which can tighten cash flow and increase monthly costs.

Solution: Businesses with high monthly payments should seek accountants for professional guidance on how to manage their debts effectively. An expert accountant can assist in creating a customized strategy for managing debt, pinpoint ways to save costs and guarantee the financial stability of your business.

MARIELA RUIZ, CPA, PLLC: Your Partner In Managing Your Business Finances

At MARIELA RUIZ, CPA, PLLC, we help businesses just like you thrive by providing comprehensive financial solutions. Our approach combines personalized financial planning, innovative financing strategies, and cutting-edge technology to empower your business’s growth journey. Visit our website at mruiz-cpa.com or give us a call at (956) 997-0067 to learn more about how we can transform your financial challenges into growth opportunities.

What To Consider Before Getting Accounting Software Implementation

July 10, 2023 / / 0 Comments

Many small businesses reach a point where the traditional manual procedures and fragmented accounting practices that were once used to manage their financial matters become more of a hindrance than an advantage. This calls for the need for personalized accounting software, but the process of implementing accounting software demands careful consideration and planning. In this month’s blog, we will discuss key factors that should be considered when considering the implementation of an accounting software system.

Identify Your Organization’s Needs

Before choosing accounting software, it’s critical to thoroughly evaluate your business’s specific needs and requirements. As your business expands, your financial processes may become more complex, so you want to choose accounting software that offers scalability. Speak to your accountants to gain better insight into what difficulties they face daily with the present accounting software.

Related: Learn more about the importance of hiring an accountant when starting a business here.

Evaluate The Software’s Features and Functionality

While many accounting software options are available in the market, not all will cater to your business’s specific requirements. Therefore, it is crucial to evaluate the features and functionality offered by potential software solutions. You don’t want to pick the wrong software, so check out the basic features such as accounts payable and receivable, financial reporting, inventory management, payroll, etc.  

Related: Learn more about the key considerations and best accounting practices for startups here.

Security And Data Protection

Accounting software often handles sensitive financial information, making security and data protection paramount considerations. However, reports show that small business rank highest in occupational fraud frequency, and you don’t want to be one of them. Evaluate the software’s security measures, including user access controls, and regular updates to safeguard against potential cyber threats.

Related: learn more about how forensic accounting saves your business from fraud here.

Rely On MARIELA RUIZ, CPA, PLLC!

Implementing a new accounting software system is a crucial decision that can significantly impact the financial management of your business. At MARIELA RUIZ, CPA, PLLC, we have been accumulating invaluable insights for many years, having guided numerous clients through successful accounting software implementation. Call us at (956) 997-0067 or visit our website www.mruiz-cpa.com to learn more about how we can help you.

Best Bookkeeping and Accounting Practices for the Success of Your Business

March 9, 2023 / / 0 Comments

Managing your personal finances is one of the primary priorities in one’s life, and a majority of people can manage this on their own. But when it comes to bookkeeping and accounting for business finances, it is entirely different. There is a lot more to consider, and with employees and customers counting on you, the stakes are much higher. The following are some of the best bookkeeping and accounting practices you can adopt for the success of your business.

1. Set internal control over finances.

Setting internal control over the business finances can reduce the risk of fraud. Your bookkeeping policies should be diversified and not solely dependent on one person. Establish dual control of processes that include purchasing or receiving payment.

In simpler words, the person who opens the mail for bills should be someone other than the one who writes the check. And the person who writes the check should not be the one to authorize it. The list of payments should be forwarded to the accountant, so the entire process is free of fraud.

Related: “What Can a Forensic Accountant Help You With?”

2. Determine the accounting method that suits your business needs.

There are two standard accounting methods widely practiced in business management—cash basis accounting and accrual accounting.

Cash basis accounting is one of the simplest methods and approaches for accounting and bookkeeping. Cash basis accounting records transactions at the time cash actually changes hands and is usually only recommended for companies that do business strictly in cash payments.

The accrual method uses the matching principle to record revenues and expenses in the time frame they occur, regardless of when payments are made or received. The accrual method is usually the best choice for any business which will be invoicing clients.

3. Keep your personal and business finances separate.

Keeping your personal and business finances separate is crucial to ensure clarity in the management of accounts and finances. Ensure that you and your employees are not using the business funds for personal purchases or expenses.

Have separate bank accounts and credit cards for your business expenses. This will immensely help you when you are filing for taxes and ensure you keep the records. You don’t want to face legal action because your business and personal finances were intermingled.

Related: “Why Is It Essential to Hire an Accountant When Starting a Business?”

Conclusion

Whether you run a startup or manage a large corporation, you can benefit significantly from the services of a professional bookkeeper in meeting your financial goals. MARIELA RUIZ, CPA, PLLC, offers financial consulting, professional accounting, bookkeeping, tax preparation services, and more in Mission, TX. Visit our website to learn more about our services or call us at (956) 997-0067 for further assistance.    

Why Is It Essential to Hire an Accountant When Starting a Business?

November 18, 2022 / / 0 Comments

Accounting is of great use when starting a business. Indeed, it is the tool that makes it possible to provide and store data related to the financial state of a company. However, when you embark on a business launch in Mission, TX, a large number of accounting procedures are essential stages as per Texas law. A seasoned accountant can help you in this new business venture, from the time of launch to the final steps. Let’s explore more in this month’s blog.

Get the Right Business Plan

Your business plan is the complete presentation file for your creative project. It is necessary to obtain professional aid. However, during this key stage, an accountant can support you and provide you with the knowledge on how to deal with taxes, legal and social obligations, and most importantly, how to achieve your company’s objectives. This is called the right business plan.

Ensure the Credibility of Your Project

Not only does the creation of a business have a cost, but in addition, you often need to build your credibility as a business owner and earn respect and trust for the work you do. Here, an accountant can help you analyze your market as part of your market study, carry out the legal formalities for the creation of your business, and finalize your business plan. In this area, accountants are real strategists and second-to-none. 

Detect Any Scams That May Hamper Your Business Launching Process

Money frauds are everyday things in business if you ignore organizing your records from the beginning. To avoid such kinds of potential financial losses, you must have a trusted person to keep a regular check on your cash flow and manage your records. A seasoned accountant or bookkeeper is a sensible investment to operate a successful business. You need to play smart if you want a successful launch.

Related: Learn more on how an accountant can save your business from fraud here.

Conclusion

Remember, launching a business is a big achievement in itself, but hiring the right accountant will be another feather in your cap. Rely on our accountants and bookkeepers! Contact MARIELA RUIZ, CPA, PLLC to be well-supported and guided at each stage of the creation and development of your business. Our accountants take the time to explain each possibility to you.

« Older posts

Recent Posts

Contact Us!

© 2025 MARIELA RUIZ, CPA, PLLC

Theme by Anders Noren — Up ↑