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Art of Accounting: Clients’ changing needs

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Many firms try to develop innovative services based on their and their staff’s abilities, the available technology and what they think their clients would need. They then expend efforts to “sell” these new services to their clients. Sometimes it works and sometimes it doesn’t. I think a better method is to find out what the client needs and then to figure out how to fill that need.

Clients’ needs are continuously changing. Some changes are evident and some not too obvious. Many people seem to assess needs in terms of the way they have been, performing and that is an introspective method. Outside-the-box thinkers try to imagine needs that will develop. I’ve been pretty successful with this and my process is to examine a situation, chart it out, list the uses and benefits to the client, and then scope out various situations that are served and not served by that process. I also prepare a timeline of the progression of what we would do and see if there are any points of digression.

New technologies and disruptions are always being introduced. I clearly remember a friend’s remarks when QuickBooks was introduced. He thought he would be forced to look for something else to do since QuickBooks would replace what he was doing for his clients. I told him QuickBooks was opening new opportunities. Some of these were to teach clients how to use QuickBooks and to set up reports to be used to advise clients about their businesses. I also told him I thought my fees would remain the same, but that the work would shift from lower-level staff performing repetitive functions to higher-level creative and advisory consultations. In some respects, shifting the work upward is not a good business model, but I used that shift to train staff on how to become more advisory and expansive minded. My friend saw QuickBooks as a catastrophe, and I saw it as an opportunity. There are many more situations, but I think this makes my point.

One way of uncovering clients’ needs is to listen to them. Once a need or discomfort is expressed, you should consider how to address it and provide direction to achieve that need or eliminate the discomfort. Clients might have concerns about ways for their business to grow or for them to grow personally, and how to shift work to lower-paid personnel, outsource certain processes (including their entire accounting and bookkeeping department to you), and open new markets. They may need to find alternative uses for their products, develop pricing policies, identify raw material availability and substitutes, and eliminate production bottlenecks. They may need to discuss their succession plan, or a plan if they suddenly become disabled or die prematurely, or a buy-sell agreement if there’s more than one owner. They may be concerned about cash flow management, the adequacy of their insurance coverage, whether their business is growing in value, exactly what the value is, whether they have enough to retire with should they want to retire, and dozens of other potential needs. We are fully capable of performing many of these services and what we cannot do should be learned. 

You need to start the process with the dedication of focusing on developing services the client needs and then implementing them. The first step is to meet with a client and ask about their pain points or major concerns and then listen. I’ve initiated these listening sessions at meetings whose purpose was to review the current numbers as well as during lunch meetings with no clear agenda other than to touch base. This can also be done with virtual meetings and phone calls. You can come up with any method that works for you. The main issue is getting started finding out your clients’ needs and then developing a way to fill them. These solutions can lead to enormous benefits for your clients and exciting new services  in which you can become an expert.

Do not hesitate to contact me at [email protected] with your practice management questions or about engagements you might not be able to perform.

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Accounting

More companies seek assurance on sustainability reporting

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Approximately three-quarters of large global companies are receiving assurance services on their sustainability reporting, according to a new report.

The report, released Monday by the International Federation of Accountants and AICPA & CIMA, found 73% of large companies from G20 countries obtained assurance on their sustainability disclosures in 2023, up from 69% in 2022. Five years ago, that figure was 51%. Most of the assurance provided both then and now is of limited scope, however. 

Nearly all companies (98%) report some information on sustainability, which is unchanged from last year.

Audit firms, not consultants or other service providers, continue to hold the lead (55%) in offering assurance on sustainability disclosures by large global companies, with broad variations country to country. Audit firms’ overall share of the market declined from 58% in 2022, but there are some mitigating factors for the decrease, including the consolidation of reports.  In the European Union, where audit firms historically supply the majority of sustainability assurance, firms started issuing a single assurance report instead of a series of separate reports, reducing the sheer number of reports issued, though they’re for an increased number of assurance clients..

Consultants and non-audit firm service providers are more likely to release multiple greenhouse gas-related assurance reports (for example, an average of 2.5 assurance reports were generated per company in South Korea in 2023).

When companies get assurance for the first time, they often focus on greenhouse gas-related information and begin by engaging other service providers who specialize in that area.

The report found the increased use of audit firms over the previous year in several countries in 2023, including Singapore (+6 percentage points), South Africa (+4), the United Kingdom (+5) and United States (+5). In the case of the U.S., audit firms’ share of sustainability assurance grew from 23% to 28%.

“Auditors have extensive education requirements, adhere to strict independence rules and possess a deep and holistic view of an organization’s business, processes and risk profile,” said Susan Coffey, CEO of public accounting for AICPA & CIMA, in a statement Monday. “That makes them ideal candidates to perform sustainability assurance engagements, and we’re seeing many boards and audit committees endorsing that view as corporate reporting matures.”

Over three-fourths of companies now report sustainability information with financial disclosures in their annual or integrated reports. Organizations that include sustainability information within such reports typically use their statutory auditor to provide assurance over those disclosures.

Use of sustainability information in annual reports has been rising, with 44% of companies including it in their annual report, up from 18% five years ago. Five jurisdictions experienced double-digit increases in sustainability assurance in 2023: Hong Kong, Indonesia, Mexico, Russia and Saudi Arabia.  

“The largest global companies have responded well to voluntary systems of sustainability reporting and assurance, driven by investor demand,” said IFAC CEO Lee White in a statement. “With new global standards in place, regulators now have the toolkits to move from voluntary to mandatory disclosures over time, which we expect will further drive high-quality, consistent and comparable sustainability-related information for the investing public and all stakeholders. IFAC and our members, including AICPA & CIMA, remain committed to supporting this shift—advancing trust, good governance, and global alignment in sustainability disclosure, united in shaping a future where sustainability information earns the same level of trust as financial reporting.”

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Accounting

Medicaid work requirements sought to fund Trump tax cuts

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House Republicans want to impose work requirements on some Medicaid recipients up to 64 years old and impose more costs on some beneficiaries to help pay for President Donald Trump’s planned sweeping tax package.

The moves, unveiled by Republican leaders in draft legislation Sunday night, are described as ways to better protect coverage to people who most need it. Critics counter that millions of recipients will have trouble navigating complex reporting systems and lose coverage. 

The proposed cuts to the federal health insurance program that offers coverage for poor and disabled Americans are shaping up as one of the most contentious fights in the fiscal package. 

At least 13.7 million people would lose health insurance by 2034 as a result of the bill, which also curtails some Affordable Care Act coverage, according to analysis from the nonpartisan Congressional Budget Office. In total, all the committee’s changes — including those unrelated to heath care — would save the federal government at least $912 billion, the group said.

The bill offered by the Energy and Commerce Committee also includes a menu of other moves, ranging from raising millions of dollars by reauthorizing FCC spectrum auctioning to retaining some unspent climate-related spending — which the committee’s chairman, Brett Guthrie of Kentucky, calls “Green New Deal-style waste.”

The committee Republicans didn’t include the president’s request to force drugmakers to accept lower payments for prescriptions covered by Medicaid by tying them to prices the companies charge foreign governments. Trump, separately on Sunday, said he plans to unveil an executive order on drug pricing Monday morning that would mandate Americans pay no more than people in whatever country has the lowest price. 

A public hearing by the panel is set to begin Tuesday afternoon to advance its proposals. 

Medicaid represents a substantial chunk of the panel’s jurisdiction.

The work requirements target so-called “able-bodied adults without dependents.” Broadly written, it would exclude parents with dependent children, pregnant women, those with a disability and people with substance abuse disorders. 

Republicans are also proposing expanding the fees that some poor and disabled enrollees pay for health care services. The plan also includes a measure that would cut federal funding for states that use their own funds to cover health services for undocumented immigrants. 

Guthrie in an op-ed in the Wall Street Journal published Sunday characterized the changes as addressing “Medicaid waste and abuse.” He highlighted that the legislation would roll back regulations on Medicaid eligibility and enrollment practices established under President Joe Biden, saving the federal government $172 billion over a decade.

“When so many Americans who are truly in need rely on Medicaid for life-saving services, Washington can’t afford to undermine the program further by subsidizing capable adults who choose not to work,” Guthrie said. 

Democrats have attacked the idea of curtailing health coverage to help defray tax cuts they portray as skewed toward wealthier taxpayers. Some moderate Republicans from swing districts have warned they won’t go along with Medicaid cuts they consider too deep.

The plan unveiled by the committee Sunday night was already being criticized by Democrats as going far beyond simply attacking waste and fraud, implementing measures that could make it difficult for even people who qualify to maintain coverage. 

“The overwhelming majority of the savings in this bill will come from taking health care away from millions of Americans,” said Frank Pallone, the top Democrat on the committee. “Nowhere in the bill are they cutting ‘waste, fraud, and abuse’ — they’re cutting people’s health care and using that money to give tax breaks to billionaires.”

The cumulative paperwork burden could be substantial. Beyond proving some enrollees work at least 80 hours per month, Republicans also want to implement more frequent checks on whether some people in the Medicaid program are actually qualified to receive benefits. Checks would occur for people insured through the Affordable Care Act’s expansion population every six months, instead of annually.

The committee also proposes limiting states’ ability to pay their share of Medicaid by placing a moratorium on new or increased taxes on medical providers. Some states tax health care providers such as hospitals to help raise money for state Medicaid budgets. States would also be limited from seeking new payments for providers that exceed Medicare payment rates. 

Critics say limiting provider tax rates would simultaneously limit states’ ability to pay their higher tab as a result of the reductions to federal matching funds.

Health care industry groups that represent insurers and hospitals have lobbied opposing the Medicaid cuts. Hospitals face higher uninsured rates if spending cuts result in more people losing insurance coverage, and insurers that manage Medicaid programs make less money if fewer people are enrolled. Insurers Centene Corp., Elevance Health Inc., UnitedHealth Group Inc., Molina Healthcare Inc., and CVS Health Corp. are major players in administering Medicaid plans. 

Senior pharmaceutical executives mounted a furious lobbying campaign to stop Trump’s drug pricing proposal, which the industry’s largest trade group told lawmakers could cost drug companies as much as $1 trillion in revenue over a decade. The industry got a surprise win in the form of a tweak to the Inflation Reduction Act which would allow drugs to be exempt from Medicare’s drug price negotiation program if they are approved to treat multiple rare diseases.

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Accounting

Essential Strategies for Maintaining Data Security in Modern Bookkeeping

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Essential Strategies for Maintaining Data Security in Modern Bookkeeping

In the modern world of digital finance, securing bookkeeping data is not just a good business habit—it’s absolutely essential. Bookkeepers work with confidential financial records, including income reports, payroll details, tax filings, and banking information. As cyber threats continue to evolve, protecting this data is a critical step in maintaining trust, ensuring compliance, and supporting business continuity. Let’s explore effective, easy-to-understand strategies that bookkeepers and businesses can use to strengthen their data security and avoid unnecessary financial risks.

Control Who Has Access to Financial Data

One of the first steps in keeping bookkeeping data secure is managing access control. Not every employee in a company needs access to financial information. Set permissions so that only those who absolutely need access—like bookkeepers, accountants, or certain managers—can see or edit sensitive records. This limits the chances of internal data leaks or accidental changes.

Use multi-factor authentication (MFA) for all financial software platforms. This adds an extra layer of protection beyond just a password. Even if a hacker steals someone’s login details, they can’t access the system without the second form of verification. Regularly conduct access reviews and audits to make sure permissions are current and appropriate.

Encrypt Data at All Times

Think of data encryption as the protective armor surrounding your financial files. Encryption converts information into unreadable code that can only be unlocked with a special key. Whether you’re storing records in the cloud, on a local device, or sending financial statements to clients, encryption ensures your data stays protected from cybercriminals.

For cloud-based accounting systems, make sure the provider offers end-to-end encryption and follows industry security standards. Also, be sure any email or messaging platform used to transmit bookkeeping data uses secure, encrypted connections.

Create a Reliable Backup Plan

Backing up bookkeeping data is a huge part of data security. A good rule to follow is the 3-2-1 backup strategy:

  • Keep 3 copies of your data.
  • Store them on 2 different media types (like a computer and an external hard drive).
  • Keep 1 copy off-site, either physically or in the cloud.

This ensures that if your local systems are ever hacked, damaged, or lost due to hardware failure, your financial data is still safe and recoverable. Set up automated backup schedules to keep your backups current, and test the restoration process regularly to ensure you can access the data when needed.

Keep Accounting Software Up to Date

Outdated accounting software can become an open door for cybercriminals. Software providers release security updates and patches to fix bugs and defend against new threats. If you’re using software like QuickBooks, Xero, or Wave, enable automatic updates whenever possible. Check for updates weekly if you’re managing the process manually.

Always keep any antivirus and firewall systems active and updated. These tools act as your first line of defense against malware, ransomware, and other digital threats that could compromise your financial data.

Train Your Team on Data Security Best Practices

Technology alone can’t prevent security breaches. Human error is still the leading cause of many data security incidents. That’s why it’s important to train everyone involved in bookkeeping—even if it’s just a few team members—on cybersecurity basics.

Training should cover how to spot phishing emails, create strong and unique passwords, handle data responsibly, and respond to suspicious activity. Even quick, regular refresher sessions can greatly reduce your risk.

Keep a Clear Audit Trail

Document everything related to financial activity and data access. This includes who logs into your accounting systems, what changes they make, and when. Keeping an accurate audit trail helps you identify the source of any errors or breaches quickly. It’s also vital for regulatory compliance, especially if you undergo an audit by the IRS or other financial authority.

Choose bookkeeping software that includes activity logs and make sure they’re enabled. These logs can help you track down security problems before they get worse and provide evidence if something ever goes wrong.

Make Security an Ongoing Priority

Cybersecurity is not a one-time project. It’s a regular part of doing business in the digital age. As your business grows and technology changes, your approach to bookkeeping data security must evolve too. Review your data protection strategies quarterly, and update them to keep up with new threats and industry trends.

It’s also wise to stay informed about bookkeeping regulations, data privacy laws like GDPR or CCPA, and compliance requirements that apply to your business. The more proactive you are, the safer your financial records will be.

Data Security is the Foundation of Trust

Maintaining data security in bookkeeping is about more than just protecting your business—it’s about preserving your clients’ trust and your company’s reputation. From managing access controls and using encryption to updating software and training staff, each small step adds up to a stronger defense against potential threats.

When you make data protection a core part of your bookkeeping process, you reduce risks, improve accuracy, and ensure your business is always ready to face challenges. Remember, a secure bookkeeping system is the foundation of a successful, trustworthy, and future-ready business.

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