An accounting method is a set of rules used to determine how and when income and expenses are reported. The IRS says you must consistently use the same accounting method each year to keep your books and to figure your taxable income.
Because of its simplicity, many small businesses, individuals, and certain professionals, such as doctors, lawyers, and accountants, use the cash basis of accounting to maintain their books and records.
Who may use cash basis accounting for tax reporting?
The Tax Cuts and Jobs Act (TCJA) increased the number of small business taxpayers entitled to use cash basis accounting. For 2024, small business taxpayers with average annual gross receipts of $30 million or less in the prior three-year period can use it.
Under cash basis accounting, revenues are recorded in the year cash received (or constructively received). If you receive property or services as payment, you must include their fair market value (FMV) in income.
Expenses are reported in the year paid. If you use a credit card to pay an expense, you may record the expense on the date it was charged to your credit card instead of the date you pay the credit card bill.
Examples:
You operate an auto repair shop and use the cash method of accounting. You're a calendar year taxpayer.
Example:
- On December 31, 2024, your bank credited, and made available, interest of $100 to your bank account.
- You withdraw the interest during January 2025.
- The $100 interest must be reported in tax year 2024, the year you constructively received it.
Example:
- On December 27, 2024, you receive a check, without restrictions, as payment for your services.
- You must report the payment in 2024 even if you hold the check until January 2025 to deposit it.
Generally accepted accounting principles (GAAP) require accrual based accounting and not cash basis accounting. The reason for this standard is that because accrual based accounting recognizes income when it is earned and liabilities when they are incurred.
In contrast, cash basis accounting only reports transactions when cash is received or paid out. For example, if a cash basis service business performed services on December 27, 2024 and was paid for such service in 2025, no income would be recognized in 2024; it would be reported in 2025, when payment was received. However, if accrual based accounting was used, the income would have been earned in 2024 and reported for that year even though payment was not received until 2025.
As the example shows, accrual basis accounting achieves a more accurate measurement of a business's periodic net income because it matches revenues and expenses of the same accounting period
prconly when received, regardless of when it was received and liabilities are not reportedare incurredwheprovides a more accurate presentation of a businesses periodic net income and it assets, liabilities and net worth, reported on its balance sheet. and picture of a company's financial For 2024, .
Example:
Example:
2024 Net Loss: ($700) (reported on your 2024 federal income tax return)
Accrual Basis:
Revenues earned: $1,000
Less: Rent paid ($700)
2024 Net income: $300 (reported on your 2024 federal income tax return)
Under the accrual method, the $1,000 of income earned in 2024, but not received until 2025, was matched with the rent expense of $700 incurred and paid in 2024.
While you earned the $1,000 in 2024, your client paid you in 2025. Therefore, you don't report the $1,000 on your 2024 tax return, you report it in 2025, the year it was received. The rent expense was paid in 2020, and therefore, is reported in 2020.
While accrual basis accounting is more complex than cash basis accounting, it has the advantage of providing management with more accurate financial information which may be used to more effectively manage the business.
The hybrid method of accounting combines both the accrual and cash methods of accounting. For example, accrual-based accounting could be used to account for inventory held for resale, while using the cash method to account for business expenses.
The IRS says, whichever method of accounting you use in your business, it should be used consistently from year to year.
You choose your accounting method for tax purposes by simply filing your first income tax return. For example, if you're a sole proprietor, you choose your accounting method when you file your first income tax return that includes Schedule C, Profit or Loss From Business (or Schedule F for farmers). If you want to change your accounting method, you must generally get IRS approval.
To change your accounting method, you must get IRS approval. File Form 3115, Application for Change in Accounting Method.
You select an accounting method by placing a check mark in the box that applies to you when you file Schedule C.
If you operate more than one business, you may use a different accounting method for each, as long as you maintain a complete and separate set of books for each business.
Although the general rule is, if a business carries inventory for resale it must use the accrual method, there is an exception under Revenue Procedure 2002-28 that allows most small businesses to use the cash method.
Under Revenue Procedure 2002-28, if inventory is an income-producing factor, the cash method can still be used if average annual gross receipts for the previous three years did not exceed $10 million.
Certain businesses may not use the cash method, such as:
Under the cash basis, net income for the period would be the difference between cash receipts from revenues and cash payments for expenses.
Payments you make with a credit card are deducted in the year charged. Although this contradicts the rule that cash basis accounting allows you to only deduct expenses in the year actually paid, this is the rule. So, if you charge a business expense on your business credit card on December 31, 2020 you get to deduct that expense in 2020.
Payments you make using pay-by-phone accounts through a bank are deducted when the bank sends the check. See your monthly bank statement for dates of these payments.
Points paid to secure a mortgage are an example of prepaid interest. For individuals, points are 100% deductible in the year paid. However, a business must deduct points ratably over the term of the loan.
For example, if a mortgage is taken out under the business name and your business paid $3,600 in points to secure a 30-year mortgage (360 months), the monthly deduction would be $10 ($3,600/360). Your maximum annual deduction would be $120 (12 x $10).
If the mortgage is paid off early, you may deduct the full amount of the remaining points.
Simplicity: The cash method avoids the more complex rules of accounting for income and expenses required under the accrual method.
Shifting Income to Defer Taxes: A common strategy for conserving cash is to defer taxes by shifting income from the current tax year to the following tax year. This is accomplished toward the end of your tax year. You simply ensure your customers/clients aren't invoiced until the beginning of the following tax year.
Income and expenses of an accounting period are not accurately matched, which can result less effective financial management of the business.
The cash method does not comply with generally accepted accounting principles (GAAP). When applying for a business loan, banks and other lenders like to see GAAP compliant financial statements because they tend to have more confidence in them.
GAAP is a body of principles and standards developed over many years by professional accountants for compiling, organizing, and reporting financial information.