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There are very few individuals that come to me prior to starting their own business, which is a real shame. At The Montana Group we do thousands of hours of bookkeeping and hundreds of personal tax returns annually that pertain to small and medium sized businesses. I believe we are experts in guiding individuals on the “must dos for starting your own business”.

I recently read a book detailing the author’s dream of having her own fitness gym.  For the purpose of full disclosure the author is Robin Smith, a facilitator for the Master Mentor group I belong to.  We’ve met monthly over the last couple of years and shared our successes and challenges in running our individual businesses.  During this time I didn’t really get to know a lot about Robin personally.  What knowledge I had, pertained to her two businesses and love of her dogs.  I also knew she was goal oriented and very focused.

The book Jump For Joy, When Your Dreams Come True gives the reader a full and honest insight into the writer and her dreams.  The type of dreams so many of us have, but fear stops us from moving forward. It also details the steps she took to make her dream a reality.

The following is a combined list of what I believe you must do to start or purchase a business and Robin’s experiences which are included in her book

Step 3 from Robin’s Book – Make A Plan Based On Your Dream But Set In Reality

1)    Take as much time as needed to think about what you want your business to look like if you are successful.

2)   Research the industry you are planning to become involved in.  Between books and the internet there is no reason to enter into this exciting venture without the necessary knowledge required to make good decisions.

3)   If this is your first business then you also need to research what is involved in starting or purchasing a business in general. Proprietorship or Incorporation, purchasing or leasing options, government reporting are just a few examples.

4)   Make a business plan. If you need financing you won’t get money without one. Even if you don’t need funding you need to chart the direction of the business in all its details. When working on the plan you will also be made aware of some additional Pros and Cons of running a business. I personally think this is one of the most important steps.

5)   Develop your own panel of experts.  Once you start with your business plan it should become clear where you’re going to need help.  Whether it is a bookkeeper, accountant, lawyer, publisher, IT professional – the list can be long.

6)   Surround yourself with people that will give you honest feedback and support.   And be aware that not all of your friends and family will give you their automatic support.  Some may not want you to succeed, or they worry you will change if you become successful.

If you do your homework to determine what needs to be done to make your dream come true, then congratulate yourself and get ready to take the next  step.  Or perhaps, Jump for Joy!

As mentioned earlier, there is an endless supply of reference materials to help guide you to your business dream.  But if you have one or two particular questions you would like some help on, please contact me.  It would nice to be considered a dream maker.

I’d love your feedback! Here on my blog, you’ll get some commentluv. This is a wonderful opportunity to leave a link back to your own blog when you leave a comment.

Until next time,

Maureen

 

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It’s that time of year again.  Some fear it while others look forward to getting it done and their refunds firmly deposited in their bank accounts.  Preparing your personal taxes is just a fact of life whether you do it yourself or pay a professional to do it.  In this blog post, I’ll give you 3 tips for preparing your 2011 tax return and help you get organized for 2012.

The personal tax return is also known as a T1.  Besides your T4 and RRSP contributions, donations and medical expenses recorded in it, the T1 is also where you record your income and expenses from a rental property, self-employed earnings and employment expenses, to name a few. I’m frequently asked if self-employed earnings are separate from a personal tax return.

Have you been good about keeping all your receipts, and in some easy to understand format?  Are you ready to have your personal tax returns done? Each year I have a few clients come in with a box or bag filled with unopened envelopes.  They’re assuming they’ve received everything they need to complete their returns.  But if you leave it to the last minute and depend on the postal service, you may be disappointed.  With so many receipts now coming electronically, you need a system to guarantee you have everything.

Here are three suggestions for preparing for your 2011 tax return and how to start 2012 off well organized.

1.    If you like the paper system then I suggest you have envelopes or an expanding file folder with the titles of each of the receipts and expenses written on it.  Keep all medical receipts in one section, donations in another,  and don’t overlook the rent or property tax receipts you have. Since some donation receipts come after December, I suggest you write on the envelope or a slip of paper that you keep in the file folder the following information:

  • whom you donated the money to
  • the amount and
  • the date of donation

That way when it comes time to record your donations you’ll know if anything is missing and can contact the not-for-profit organization.

2.    A spreadsheet can make it very easy for those that like the computerized approach.  A number of my clients record their various expenses and receipts on spreadsheets, which is then easy to total. Have a separate tab for each category and prepare a summary sheet  from those totals.

3.    Need a simpler system if you’re self-employed, extremely busy and in your vehicle constantly? Keep a large envelope between you and the passenger seat and put all the receipts in it.  In February put all your receipts in a folder marked ‘February’, then exchange it for the March envelope come March 1st. Don’t stick the receipts in your console, glove compartment, sun visor, wallet or pocket.  Those that you don’t lose, will be faded, wrinkled and not worth the paper they’re printed on. And to really get ahead of the game, sit down now and mark the months on all of your envelopes and keep them in your vehicle.

There are as many ways to record receipts as the type of receipts out there.  What I’m suggesting is establishing a system that works for you, and stick with it.  The more receipts and expenses you have for the year the potential of reduced taxes is increased.  And isn’t that why we’re keeping them in the first place?

Please share your system for organizing your receipts and expenses. I love getting feedback! And here on this blog, you’ll get commentluv. This is a wonderful opportunity to leave a link back to your own blog too!

Until next time,

Maureen

 

 

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Every once in awhile, a tax client that I haven’t seen in a couple of years, returns.  Sadly when I ask them what they have been up to, they will say that they needed to declare bankruptcy.  While there are so many issues to consider when declaring bankruptcy, this blog post will only address personal tax returns and benefits as they relate to bankruptcy.

Personal Tax Returns

The Trustee prepares a pre-bankruptcy tax return for the year of the bankruptcy to the date of the bankruptcy.  If you declared bankruptcy on May 31st, the Trustee will prepare the pre-bankruptcy tax return from January 1st through May 30th.  They will also prepare any personal tax returns not previously filed. Any refunds will be kept by the Trustee for all years that they file.  The Trustee will also prepare the post bankruptcy tax return from May 31st through December 31st.  If taxes are owed on filing of the post-bankruptcy, they must be paid by the debtor.

Child Tax Benefits (CTB)

The CTB are not withheld by the government or forwarded to the Trustee. They will continue but may not be received in the same timely manner.  There is often a delay in the exchange of income tax information with the Trustee.

GST/HST Refunds

Up to and including the year of bankruptcy, as filed by the Trustee, all GST/HST refund cheques will be sent to the Trustee. Based on the way the CRA calculates these funds, it could be up to two years from the date of bankruptcy before a refund is received by the debtor.

Even though winning a lottery or receiving an inheritance is not considered taxable income on your personal tax returns, they must be turned over to the Trustee.  The Trustee will then pay the creditors and any surplus will be returned to the debtor.

If you’re even considering bankruptcy or a consumer proposal, speak to your tax preparer, accountant or someone that has declared bankruptcy. You need to know what to expect financially and emotionally. If you decide to proceed, deal with a professional Trustee in Bankruptcy that treats you with respect and explains everything to your satisfaction.

I’d love your feedback. Here on my blog, you’ll even get commentluv. This is a great opportunity to leave a link back to your own blog!

Until next time,

Maureen

 

 

 

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The Children’s Activity Tax Credit (CATC) is effective with the filing of 2011 tax returns.  Do not get it confused with the Children’s Fitness Tax Credit, which is a completely different credit even though some of the criteria are similar to both. This is a Federal initiative but the amount of credits can vary by province or territory. In this blog post, I’ll discuss 7 things you should know about the Children’s Activity Tax Credit.

The following are the guidelines for claiming the CATC in Ontario.

1. The fees paid in 2011 must be for a child born in 1995 or later.  If the child is eligible for the disability amount, then the date of birth must be 1993 or later.

2. A spouse or common-law partner can claim the credit to a maximum of $509 for each child.

3. If the expense is eligible for both the child care expense deduction (CCED) and the CATC, it must first be claimed on the CCED and any unused balance can be used on the CATC.

4)    There is specific criteria that qualifies the programs for the CATC:

  • It must be weekly for a minimum of 8 weeks; or
  • Daily with a minimum of 5 consecutive days; or
  • The child is a member of an organization that allows them to choose from a variety of activities and the program must run for a minimum of 8 weeks
  • It cannot be part of a school’s curriculum

5)    Here is a shortened version of the type of programs that qualify;

  • It must contribute to the development of creative skills or expertise in artistic or cultural disciplines including; performing arts, music, languages and literary arts
  • It helps the child develop and use particular intellectual skills
  • It provides enrichment or tutoring in academic subjects
  • It helps children develop interpersonal skills

6)    If part of the registration or membership fee includes the cost of equipment or uniforms, it is allowable for the CATC.  If you buy the equipment or uniform from a third party supplier, the expense does not qualify.

7)    If the organization has indicated that their program qualifies, then ask for a receipt.

What must the receipt include?

  • The child’s full name and date of birth
  • Name of the eligible program or activity
  • Organization’s name and address
  • Amount received, date received and amount that is eligible for the credit
  • Complete name of payer
  • An authorized signature, unless the receipt is electronically generated

A receipt should be issued if the amount was paid in 2011 and the activity takes place in 2012.  I’m not too sure why the CRA is allowing that.  Logical thinking would dictate that if the child did not participate in the activity or program in 2012, they would receive a refund for all or a portion of the payment but there is no reporting requirement for that.

With your hard earned tax dollars, it’s important that you are aware of all the possible tax credits available.  And remember, keep all your receipts.

I’d love your feedback! Here on this blog, you’ll get commentluv. This is a great opportunity to leave a link back to your own blog!

Until next time,

Maureen

 

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With ever increasing living costs and higher unemployment, some families have decided the best way to make ends meet is by supplying daycare in their homes. Below are 7 tips regarding supplying daycare in your home.

Some of the benefits to those families are;

  • Not having to pay for daycare for their own children
  • Costs for a vehicle
  • Reduced Clothing costs (as opposed to a traditional job environment, these are greatly reduced).
  • Expensing some of their household bills that they need to pay anyway.

If you are considering offering this service in your home, the following is a list of concerns discussed with my tax clients;

1)    To be considered self-employed, you must control;

  • the number of hours you work
  • the work location and
  • supplies that are used and the daycare duties you perform.

If you care for children on a part-time basis or occasionally, you cannot claim business expenses.

2)    Once you have determined that you are self-employed, you are responsible for reporting the income and expenses with your annual personal tax return.

3)    HST (Harmonized Sales Tax) – you do not have to register or charge the parents of the children if you provide care and supervision for children 14 years of age and under for periods of usually less than 24 hours per day.  The HST you pay for products and services on behalf of your business, are included in the business expense.

4)    You must include the income and expenses in the period in which they were incurred, not when you were paid or payment was made. If you supplied day care during the last 2 weeks of December but were not paid until January the income must be included in the December year.  The same applies to expenses.  If you had a December hydro bill but did not pay it until January the expense needs to be included in the December year expenses.

5)    Motor Vehicle Expenses can be handled in a couple of ways.  If you use your vehicle occasionally for transporting the children for field trips, picking up groceries etc., you may want to reimburse yourself for the number of kms you’ve driven.  If you use your vehicle on a regular basis for the daycare and personal use, then you can claim a percentage of the total operating expenses.

6)    Calculating Business Use of Home Expenses can also be determined in a couple of ways.  If you use specific rooms for daycare only, then a percentage will determine those home costs that you can expense.  If two rooms are used for a total of 30 square metres and your home is a total of 120 square metres, then one quarter of your eligible home costs can be expensed.  But if you use some rooms for running the daycare business and other times are for personal use, then you need to include in the formula an hourly basis calculation.  A more detailed explanation for this (page 17) and other expenses can be found here

7)    Because of the significant tax savings for parents when claiming daycare expenses, you will probably be asked to supply receipts.  You can make arrangements with the parents to determine the frequency of the receipts.  Some of my tax clients receive daycare receipts each month while others are content on receiving a statement at the end of the year.  The frequency of the receipts needs to be a mutual agreement between the daycare provider and the parents.  A receipt should include;

  • The name of the child that was cared for,
  • Whom the payments were received from (one or both parents can be named)
  • The amount paid and
  • The period it covered
  • The name, address and SIN of the daycare provider.

The receipt should also be signed and dated by the daycare provider.

Before starting your daycare business, make sure you are aware of the licensing standards and permits required in your city, municipality and province.

If you have any tax questions regarding the income and expenses of running a daycare in your home, please feel free to contact me through this blog posting.  I will be happy to respond with the specific details you require. Don’t forget to leave a link back to your own blog too!

Until next time,

Maureen

 

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I regularly get questions from my business and tax clients about how they should record their vehicle expenses and the records that need to be kept.  A simplified logbook for vehicle expenses was announced in 2010 by Canada Revenue Agency (CRA).   According to the CRA, the introduction of the simplified logbook was to ease the tax compliance burden on business owners.  The logbook can be used for businesses and those that incur vehicle expenses as a requirement through employment.

The type of logbook can be one that you purchase, a spreadsheet that you create or record in software like QuickBooks. In whatever format you choose, there is specific information that must be included. The following is the information required for business and employment expense;

1)    The date of travel

2)    The destination

3)    Number of kilometers driven

4)    Purpose of the trip

Remember to record your odometer reading at the beginning of the year for each vehicle.  If you change vehicles during the fiscal period, record the date of change and the odometer reading at the time you buy, sell or trade.

What you will end up with, is a record of the total kilometers you drive and those that are driven to earn business. An example of this is – if you drove a total of 50,000 Kms in a year and 25,000 Kms were for business (number 3 above) then you potentially could expense 50% of your vehicle expenses (25,000/50,000 = 50%). If you click here, you’ll find a handy automobile worksheet you can work from.

To be eligible for the simplified logbook method, you need to keep a detailed logbook book for one year. If you kept a detailed logbook for 2011 then you will be eligible to use a simplified logbook for 2012.  The 2012 logbook is a detailed continuous 3 month period which the CRA considers a sample period.  The 2011 logbook establishes a base year and is used to help determine the percentage of allowable expenses you can use for 2012.   It does not take into consideration the actual expenses incurred. For more information regarding the calculation, please click here.

The types of expenses that you will want to collect and include are:

  • Gas/Fuel
  • Insurance
  • Repairs & Maintenance
  • License & Fees
  • Interest on money borrowed to purchase the vehicle
  • Leasing costs and
  • Capital cost allowance (depreciation).

Records and supporting documents are required to be kept for a period of 6 years from the end of the tax year to which they relate.  But, the full year, or 12 month logbook, must be kept for a period of six years from the end of the tax year for which it was last used to establish business use.

If you have any questions, please post them right here on the blog! I love getting feedback. And, here on this blog, you’ll get commentluv. This is a great opportunity to leave a link back to your own blog when you leave a comment.

Until next time,

Maureen

 

 

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Whether you started out as a small business ownership or partnership and then incorporated, or incorporated originally when starting your business, there are a number of steps you need to be aware of once you’ve incorporated.  With incorporating done online more frequently, you’re not always given the “what do I have to do now” scenarios.  Here are 7 steps that must be considered after incorporating your business.

1.  Year End

You must determine your year end.  This must be established within 53 weeks of your incorporation date.  You may have stated your year end when incorporating but you do not have stick with it.  The first filing of your year end will determine what it will be going forward.  You may want your year end to be when your inventory level is at its lowest level or during your slow period, when you can gather all your information required for filing your corporate taxes.

2.  Company Directors

You need to determine the number of Directors the company will have.  The Directors will be responsible for creating the by-laws, appointing the Officers and making bank arrangements.

3. Director Meetings

Where will the Directors meet and how frequently?  If it’s not convenient for the Directors to meet physically, then the resolutions can be written and passed.

4. Authorizations

Establish who is authorized to sign documents on behalf of the company.

5. Appointment of  Company Officers

You will need to appoint Company Officers.  President, Treasurer, Secretary are some of the types of Officers you will require.  An individual may hold more than one Company Officer position.

6. Shareholders

Where will the Shareholders meet and how will those meetings be handled?  The purpose of the meeting is to;

  • Confirm the election of the Directors named in the articles of incorporation or
  • Elect new directors.
  • The Shareholders also need to adopt the by-laws passed by the Directors. By law, the Shareholders are required to meet.

7. Minute Book

Create a Minute Book for the company.  This book, usually kept up to date by the Secretary, contains the following;

  • Articles of incorporation
  • By-laws
  • Resolutions
  • Record of the names and addresses of the company’s Directors and Officers, indicating dates they started and stopped their position with the company
  • Blank share certificates
  • Record of names and address of the company’s Shareholders, indicating the number and class of shares issued to each of them
  • All additional documentation as it pertains to major contracts, government reporting and financial statements.

So if you’re now incorporated and some or all of the above steps have not been addressed, it’s extremely important to talk to your accountant or lawyer.  You need to ensure you remain in good standing with the government agencies that you are required to report to.

I’d love your feedback. Here on this blog, you’ll get commentluv. This is a great opportunity to leave a link back to your own blog when you leave feedback.

Happy Holidays!

Maureen

 

 

 

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Do you feel that once you’ve received THE envelope from CRA that it’s the end of the line and you need to pay what they have determined you owe?  Well you don’t have to leave it at that, especially if you feel you have additional information with the relevant facts and documentation that could change their position. Here are the top most frequent 5 CRA (Re) Assessments tax liabilities that arise in my office:

1. Income Tax
2. GST/HST
3. Registered Savings Plans
4. Charities
5. Employment Insurance (EI)

You must first file a Notice of Objection in all situations.  These come with their different procedures and forms.

1. Income Tax

This is not just personal income tax.  This also covers personal GST/HST and the Canada Child Tax Benefit.  You can file the Notice of Objection by using one of the 3 following options;

1)     using My Account or My Business Account which is done on the CRA website
2)     using Form T400A, Notice of Objection – Income Tax, or
3)      writing to the Chief of Appeals at your tax service office or tax centre – you can determine which one yours is by the address indicated on your Notice of (Re) Assessment.

2. GST/HST

For business goods and services tax (GST) and the harmonized sales tax (HST) you would file a notice of objection using Form GST 159.  This form is not applicable to Quebec.

3. Registered Savings Plan

I usually only see this problem if there has been an excess of RRSP contributions made.  If that is your situation then the form you need to complete is a Form T1-OVP

This is probably one of the most complicated CRA forms I have ever had to work with.  Be prepared to work with the source of your contribution. Whether your contributions were made through your employer, a financial planner or your bank, you may need their assistance.  The amount of detail required can be overwhelming.

4. Charities

There are usually two situations which can cause this;

1)     The designation of the charity is questionable or their registration is refused, revoked or not renewed.
2)     There are taxes and penalties pertaining to the charity and its under notice of suspense.

What I see in my office is an “if it looks too good to be true…” scenario.  I’ve had clients that have donated monies to athletic organizations, for school supplies and for medical supplies.  A tax client can make a $500 donation and receive a $2,000 tax receipt.  Each time those have been presented to me, I have; a) asked to see all paperwork and how this donation came about and b) warned them of a potential audit. Since they all believed in what they were told, I processed their tax returns with the donation receipts.  In all cases they were audited, which lasted almost 2 years.  And the donations were refused, which meant they had to refund the tax difference from the original filing, plus interest.

Here are the links if you need to file an appeal; a) through the Federal Court of Appeal or b) through the Tax Court of Canada .  This is almost as challenging as filing an appeal for RRSP excess contributions.

5. Employment Insurance

On the CRA website, this is listed as Employment Insurance but it actually includes information for dispute resolution for Canada Pension Plan (CPP).

1) Like the Income Tax appeal, you can also do this on My Account and My Business Account on the CRA website.
2) For CPP and EI, use Form CPT100 to appeal a CPP/EI ruling.
3) For CPP and EI, use Form CPT101 to appeal CPP/EI ruling as it pertains to a payroll assessment
4) You can also write a letter to the Chief of Appeals. They are your local tax service office.

As you can probably tell, none of these are easy or quick to appeal.  The response time from the CRA can be 6 weeks or 6 months before a decision is made.  If you are not satisfied with the results of your appeal, you can go to a higher source in most cases.  That information is included in the links above.

When you do get that letter requesting your valuable tax dollars, I suggest you pay it as soon as possible.  Do not wait for the decision of an appeal.  The amount of interest you could be charged over the period of decision time, could accumulate to a substantial amount.  If your win your appeal the CRA will repay you, plus interest.  The current rate of interest on your money sitting with the CRA is 3%.

As the CRA mentions on numerous websites, it could be a matter of misinterpretation of the facts or the law was applied incorrectly. What have you got to lose?

Share your stories with me. I love getting feedback. Here on this blog, you’ll get commentluv. This is a wonderful opportunity to leave a link back to your own blog when you leave a comment.

Until next time,

Maureen

 

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If you’re a small business and your total employer’s EI premium paid in 2010 was  less than $10,000 and your total premiums increased in 2011, you could be eligible for this credit. The difference in the premium costs, to a maximum of $1,000, is the basis for this credit.

This is a one time credit that is calculated by Canada Revenue Agency (CRA) when you file your 2011 T4 information return.  There is no application or adjustment required by you, the employer.  As an employer, if you have any outstanding CRA debt, the credit will be applied to it.  And since this is a CRA initiative, it applies to all of Canada.

You cannot deduct what you calculate the credit will be from your final 2011 payroll remittance. The deadline for obtaining this credit? – Your 2011 T4 information return must be filed not later than January 1, 2015.  Yes that is correct, 2015.

According to the CRA Action Plan , “This temporary credit will be available to approximately 525,000 employers whose total EI premiums were at or below $10,000 in 2010, reducing their 2011 payroll costs by about $165 million.”

To a small business, this means hiring an additional worker at a salary of $40,000 with no additional EI premiums required by the employer. Or, it could help increase the wages of current employees without increasing the EI premiums.

But don’t be tricked into thinking the CRA is demonstrating any form of generosity.  The credit received will be taxable income for the small businesses that qualify!

What are your thoughts? I’d love your feedback. And here on my blog, you’ll get commentluv. This is a great opportunity to leave a link back to your own blog when you leave a comment.

Until next time,

Maureen

 

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The recently released 2012 QuickBooks Pro has impressed me. There have not been these many significant changes that are actually practical, in years. In total, there are 13 new key features and 4 improved features.  Here are my top 3 picks of the new features, in no particular order:

1.  Calendar View – you now have a QuickBooks calendar displaying in summary form, transactions that you entered that day, those that are due and those that you need to do. By clicking on any of those summaries,  the details for that day will be displayed at the bottom of the screen. It also shows past due tasks on the right hand side.  You can chose which tasks you want showing on the calendar and even add tasks that are not associated with QuickBooks, i.e. meetings.

2.  Collection Centre – by going to your Customer Centre and clicking on ‘Collection Centre’, you will see a screen with headings titled; Customer Name, Balance, Days Overdue, Contact, Warning/Notes. You can determine in which order you want to see the balances listed, from largest receivable amounts past due or lowest to highest.  In the Warning column, it will ask you to include an email address (if not already listed) with the phone number.  The notes section is my favorite new feature. When you click on  Notes, the current date and time is stamped in that section.  This is where you would;

  • detail the efforts of your collection calls or emails,
  • do they prefer contact by phone or email, and
  • who you spoke to.

I can see this being a great resource if you have different individuals responsible for collections and require some continuity.

3.  Webmail Integration – In the past, emailing invoices and estimates from QuickBooks did not always go smoothly unless you were using Outlook. You can now easily configure your Yahoo, Live Hotmail and Gmail to email reports, invoices, estimates and other transactions directly from QuickBooks.

In the past, I’ve recommended users of QuickBooks to hold off on updating their versions until mid-way through the following year. I didn’t want myself or my clients frustrated by the flaws or errors of the new releases. But from what I’ve seen and tested, our office is going to move all our client bookkeeping files to the 2012 version. We know there will still be some challenges with the new version, but the time that will be saved in recording day to day transactions, follow-up and management, will be worth it for them and ourselves.

We post thousands of bookkeeping transactions monthly into QuickBooks for ourselves and our clients and these new features will save us time, which in turn saves our clients money.

Next time, I’ll detail some additional changes to 2012 QuickBooks Pro, both new and improved.

If you have any questions regarding 2012 QuickBooks Pro send me a note and I would be happy to try and answer them for you. Here on this blog, you’ll get commentluv. This is a great opportunity to leave a link back to your own blog when you leave a comment.

Until next time,

Maureen

 

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