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Maintaining Sound Financials as a Sole Proprietor

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Running a small business is the stuff of dreams for many a sole proprietor who would rather make it on their own than toil away for someone else. Operating as a sole proprietor is just one way to structure a small business. It has its advantages and disadvantages. It also has its challenges, including maintaining sound financials.

The thing about operating as a sole proprietor – or sole trader in the UK – is that the government does not recognise any distinct separation between personal and business assets. Every dime a sole proprietor earns in business income is also considered personal income. It is taxed accordingly. Sole proprietors are subject to fewer write-offs as well. To keep finances in order, sole proprietors have to be a lot more careful in managing their personal finances.

Key Differences for Sole Proprietors

By definition, a sole proprietor is someone who operates their business alone. There are no other employees, with one possible exception: immediate family members. A good example would be a baker who specialises in wedding cakes. They normally work by themself. When necessary, theybring in their spouse and one of their children to help get them through those especially busy times.

Here are some of the key differences for sole proprietors:

  • Legal Entity – A sole proprietor’s business is not a legally recognised entity in the same vein as an LLC, partnership, or corporation. This is definitely important at tax time. It could also prove important in the event of litigation.
  • Tax Structure – As previously mentioned, the government does not recognise separate income for sole proprietor and their business. It is all one and the same. That means sole proprietors pay both the employer and employee portions of Social Security and Medicare taxes.
  • Managing Assets – Assets are not considered business property for the sole proprietor unless they are used exclusively for business purposes. Rented space for the baker would be considered an exclusive business asset. Their kitchen at home would not be.

All of this matters to maintaining sound financials. Sole proprietors have to consider all of these things, and more, and weigh them against non-business financials like paying the mortgage and covering the groceries.

The Budget Is Key

Budgets are important for everyone. They are even more so for sole proprietors. Not only does the budget act as a spending guideline, but it also acts as a fire action sign for a business owner’s financials. In other words, a budget lays out exactly what’s coming in and going out. If expenditures are higher than income, a budget is a warning sign that demands action be taken.

The thing that gives sole proprietors the most trouble in terms of budgeting is planning for business expenses. Like household expenses, there are certain business expenses that are known in advance. But that’s not the case for every expense. Business expenses constantly fluctuate for sole proprietors.

A good way to address unknown business expenses is to take the total from the previous year and then multiply it by the current rate of growth. So, if you are 50 percent busier this year than you were at the same time last year, 50 percent is the rate of growth. You would take last year’s total expenses and multiply them by 1.50 to get an estimate of this year’s.

You would then take that number and multiply it by the rate of inflation to make up for higher prices on equipment and supplies. That final number is the number to use for budgeting purposes. It is a rough estimate of how much you need to set aside to cover equipment, supplies, etc.

Setting Aside for Taxes

The other thing that kills sole proprietors is tax liability. Again, sole proprietors pay both the employer and employee portions of Social Security and Medicare (FICA). That is on top of regular income tax. It is a smart idea to set aside a certain amount for every payment to go toward taxes.

Also bear in mind that sole proprietors have to file estimated quarterly taxes. Payments are made in April, June, September, and January. There are two ways to decide how much to pay:

  • Estimate – Sole proprietors can estimate their annual income and pay taxes accordingly. The federal income tax table indicates the business owner’s income tax while FICA taxes are assessed at a flat rate. Those numbers can be found on the SSA website.
  • Previous Year – Business owners that do not want to take a chance at estimating and getting it wrong can simply pay a total of the previous year’s tax liability. Even if quarterly payments are eventually not enough, there will be no penalty for underpayment the following April.

Sole proprietors required to collect and pay sales tax should be setting aside that portion of weekly receipts to pay the bill. It is very important that a separate sales tax account be set up rather than throwing everything into a general fund. It is just too easy to spend everything in the bank account and then not have enough money to pay sales tax when it comes due.

Planning and Saving

In a nutshell, keeping a sole proprietor’s finances on track is about planning and saving. The budget is a planning tool that acts as both a guideline and a fire sign. Savings enable a sole proprietor to make tax payments on time and, if there is a little leftover, earn some interest.

The one thing sole proprietors should not do is leave their finances to random chance. When business finances are not in order, it is too easy to pass off obligations to the next month, then the next, and so on. A lot of sole proprietors have gotten themselves into tax hell by not keeping their finances in order and then not being able to pay their taxes.

As a side note, transitioning from a sole proprietorship to a partnership or LLC, for the purposes of separating finances, isn’t a good idea unless you’re willing to pay an accountant to keep things straight for you. If you cannot manage your finances as a sole proprietor, you will not be able to manage them as chief officer of the LLC or partnership.

The idea of Bigtime Daily landed this engineer cum journalist from a multi-national company to the digital avenue. Matthew brought life to this idea and rendered all that was necessary to create an interactive and attractive platform for the readers. Apart from managing the platform, he also contributes his expertise in business niche.

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Business

Private Listings by Harold X. Clarke: A New Approach to Fine Real Estate

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Photo credit: Private Listings by Harold X. Clarke.

Byline: Andi Stark

Private Listings by Harold X. Clarke, a real estate platform operating across Hawaii, is rewriting how properties are bought and sold in the region. Unlike larger firms reliant on public listings and mass marketing, Private Listings’ strategy prioritizes personalization, privacy, and meticulous curation of ultra-high-end, off-market properties, including oceanfront estates, gated community residences, and architectural masterpieces.

Harold Clarke, founder of Private Listings, describes their method as one that rejects “cookie-cutter solutions in favor of understanding the nuances of both buyers and sellers.” This approach has resonated with ultra-high-net-worth individuals (UHNWIs) seeking refined and discreet real estate transactions.

The Hawaiian real estate market remains a hub for global investors, with the median price for a single-family home in the state reaching $900,000 in 2024, according to the Hawaii Association of Realtors. Within this competitive landscape, Private Listings is building up to be a trusted name for properties that extend beyond luxury into generational investments.

Challenging the Industry Norms

Private Listings deliberately avoids the conventions of large-scale real estate firms. By focusing on fewer, higher-value properties, the company ensures that each transaction is treated with the same level of care and confidentiality.

Public listing platforms, while effective for broader markets, often expose sellers to unnecessary attention or unqualified inquiries. For Clarke, this model is misaligned with the needs of UHNWIs. “Privacy isn’t a luxury for our clients—it’s a necessity,” Clarke explains.

This philosophy has led Private Listings to handle some of Hawaii’s most significant real estate transactions, including off-market properties valued at over $40 million. Its success is not measured by the volume of listings but by the depth of trust built with clients, many of whom return for subsequent transactions.

Adapting to Changing Client Demands

While Private Listings maintains a foundation of traditional practices, the firm also recognizes the evolving needs of its clientele. The global real estate market is increasingly influenced by concerns over digital security, with a 15% rise in data breaches targeting high-net-worth individuals in the past three years, according to cybersecurity firm NortonLifeLock.

To address these risks, Private Listings employs rigorous screening for potential buyers and uses secure platforms for communication and transactions. The firm’s “by invitation only” model ensures that clients remain protected from the pitfalls of public exposure. Clarke notes, “Our goal is not just to sell homes but to create an environment where clients feel safe and confident during every step of the process.”

The Human Element in Real Estate Transactions

Despite advancements in technology, Private Listings firmly believes that real estate transactions cannot be reduced to algorithms or automation. Unlike firms that depend heavily on online data aggregation, Private Listings emphasizes human connection and insight.

The company’s sales strategy integrates personalized client interactions, in-depth market analysis, and years of experience navigating Hawaii’s unique real estate ecosystem. Clarke’s background in managing family assets and his global perspective is significant in shaping this essence.

Future Directions for Private Listings by Harold X. Clarke

As Hawaii continues to attract global attention, Private Listings aims to expand its influence within the state while maintaining its core principles. The company is currently developing a new platform to streamline services for UHNWIs, blending their demand for discretion with seamless access to Hawaii’s finest off-market properties.

Additionally, Private Listings is strengthening its ties with local communities, recognizing that sustainable growth benefits both the company and the islands’ ecosystems.

Private Listings by Harold X. Clarke has set itself apart in Hawaii’s real estate scene by moving away from the typical mass-market approach. Through a mix of traditional values and modern sensibilities, the firm continues to define what it means to transact ultra-high-value properties with integrity and care.

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