Preparing financial statements

The complete guide to preparing financial statements for business

For any business, be it small or large, knowing how to prepare financial statements is a must. They provide a clear view of the company’s financial health. Business owners, managers, and stakeholders rely on these documents to make informed decisions. Whether you’re planning for growth, securing loans, or attracting investors, financial statements are essential tools. So, here’s how to prepare financial statements accurately.

The role of financial statements in business

Financial statements are essential for running a business. They offer a clear picture of the complete financial status of a company at a given time, making it easier to manage finances. These documents are crucial for obtaining loans, attracting investors, and planning future growth. 

Different types of financial statements

There are several key types of financial statements, each serving a unique purpose:

Income statement

This shows the company’s revenues and expenses over a certain period. It reveals if the business is making money or losing it. It’s is also known as the profit and loss statement.

Reviewing the income statement helps businesses identify trends in income and expenses, which is useful for budgeting and planning.

Balance sheet

The balance sheet provides a full picture of a business’s financial position at a particular moment. It lists assets, liabilities, and equity, showing what the business owns and what it owes. The balance sheet is important for assessing the company’s net worth and financial stability.

Cash flow statement

The cash flow statement tracks the movement of cash in and out of the business over a period. It is divided into three sections: operating, investing, and financings statement help businesses understand their cash position and manage their cash flow effectively, ensuring they have enough funds to meet obligations and invest in growth.

Statement of changes in equity

This statement shows how the company’s equity has changed over time. It includes details on retained earnings, dividends paid, and other changes affecting shareholders’ equity. This statement helps stakeholders see how the business’s equity has evolved and its impact on overall financial health.

Important uses of financial statements

Decision-making

Financial statements tell about your business’s full financial health, helping you make informed decisions. Whether it’s planning for growth, cutting costs, or investing in new opportunities, having accurate financial data is essential.

Attracting investors

Investors want to see your financial statements before committing funds. These documents show your business’s performance, stability, and potential for growth, making it easier to attract and convince investors.

Securing loans

Banks and lenders require financial statements to assess your ability to repay loans. Clear and accurate statements increase your chances of getting approved for financing, helping you expand or stabilize your business.

Compliance and reporting

Financial statements help you comply with legal requirements and regulations. They are often required for tax filings and other official reports, ensuring you meet all necessary standards and avoid penalties.

Performance tracking

Keping track of your financial statements & reviewing them regularly allows you to track your business’s performance over time. You can see trends, measure success, and identify areas needing improvement, keeping your business on the path to success.

Building trust

Transparent financial statements build trust with stakeholders, including employees, customers, and partners. They show that your business is managed well and financially stable, fostering confidence and long-term relationships.

The step-by-step process of preparing financial statements

Step 1: Gathering financial information

First, gather all your financial records. This includes receipts, invoices, bank statements, and any other documents that show your financial transactions. Having all these documents in one place makes it easier to prepare your financial statements.

Accuracy is crucial. If your data isn’t accurate, your financial statements won’t be reliable. Double-check your records to make sure everything is correct. This helps in creating financial statements that truly reflect your business’s financial health.

Step 2: Organizing financial data

Once you have all your records, start sorting them. Categorize your transactions into different groups like income, expenses, assets, and liabilities. This step helps in organizing your data, making it easier to prepare your financial statements.

Using accounting software can simplify this process. It helps you sort and categorize transactions quickly and accurately. Many accounting software options are user-friendly and as well time-saving.

Step 3: Preparing the income statement

To prepare the income statement, calculate your total revenue and total expenses. Revenue is the total amount of money your business earns from selling goods or services. Expenses are the costs incurred to run your business. Subtract your total expenses from your total revenue to find out your net income.

Net income is what’s left after you’ve paid all your expenses. If your revenue is higher than your expenses, you have a profit. If not, you have a loss. This figure is crucial as it shows whether your business is making money or losing it.

Step 4: Preparing the balance sheet

Next, prepare the balance sheet. List all your assets, which are things your business owns. Then, list your liabilities, which are what your business owes. Lastly, list your equity, which is the owner’s interest in the business.

The balance sheet must balance, meaning the total of your assets should equal the total of your liabilities plus equity. This balance shows that your financial records are accurate and complete.

Step 5: Next, prepare the cash flow statement 

This shows the flow of cash and how it moves in and out of your business. Start with cash flow from operating activities. This includes cash received from sales and cash paid for operating expenses.

Next, include cash flow from investing activities, like buying or selling equipment. Finally, add cash flow from financing activities, such as loans received or repaid. This statement helps you understand your liquidity and cash position.

Step 6: Lastly, prepare the statement of changes in equity

You need this statement to know how the owner’s equity has changed over the period. Start by tracking the beginning equity, then add net income from the income statement and subtract any dividends paid.

This statement will also include any additional investments by the owner or withdrawals made. It helps show the overall financial health and stability of the business.

Avoid these common errors while preparing financial statements

Incorrect categorization

Misclassifying transactions can lead to inaccurate statements. For example, recording a capital expense as an operational expense can skew your financial reports.

Missing transactions

Omitting transactions, whether large or small, affects the accuracy of your financial statements. Every transaction must be recorded to provide a complete financial picture.

Inconsistent data entry

Using different formats or methods for recording similar transactions can cause confusion and errors. Maintain consistency in how you record and categorize data.

Ignoring depreciation

Not accounting for the depreciation of assets can overstate the value of your assets. Ensure you regularly update the depreciation for relevant assets.

Overlooking adjustments

Failing to make necessary adjustments, such as for accrued expenses or prepaid expenses, can lead to inaccurate financial statements. Regularly review and adjust entries as needed.

Lack of documentation

Not keeping proper documentation for transactions can lead to inaccuracies and difficulty verifying data. Ensure every transaction has supporting documents.

Tips for preparing accurate financial statements

Double-checking entries

Always review your entries to catch and correct any mistakes. This practice helps ensure the reliability of your financial statements.

Periodic reviews and audits

Regularly review and audit your financial statements. You can do this internally or by hiring external auditors. It helps ensure the statements are accurate and compliant with accounting standards.

Use accounting software

Modern accounting software can automate many processes, reducing the risk of human error and guaranteeing consistency in data entry.

Standardize processes

Create standardized procedures for financial reporting to maintain consistency. This includes using uniform formats and consistent methods for all transactions.

Continuous education

You should stay updated with the latest accounting standards and practices to know the best methods for preparing financial statements. Regular training for yourself and your team can help maintain high standards of accuracy.

Implement internal controls

Develop and follow internal control policies to monitor and manage financial data. This includes regular checks and balances to prevent and detect errors or fraud.

Key takeaway

Financial statements are crucial for any business. They help you see how your business is doing and make better decisions. Accurate financial statements can attract investors, secure loans, and plan for the future. By avoiding common mistakes and following best practices, you ensure your business stays on the right track and grows successfully.

FAQs

What is the standard preparation of financial statements?

Standard preparation of financial statements involves creating the income statement, balance sheet, cash flow statement, and statement of changes in equity. These documents give a complete picture of a company’s financial health.

What is the order of preparation for financial statements?

The usual order is the income statement first, followed by the balance sheet, then the cash flow statement, and finally the statement of changes in equity. This sequence ensures an accurate and logical flow of financial data.

What is a preparation of financial statement engagement?

A preparation engagement is when an accountant helps a business create its financial statements. This service involves compiling and presenting financial data in a structured format but does not include auditing or reviewing the information.

What is prepared first in financial statements?

The income statement is usually prepared first. It shows the company’s revenues and expenses, which are needed to create the balance sheet and cash flow statement.

Who is required to prepare financial statements?

Businesses of all sizes, especially those seeking loans, attracting investors, or complying with regulatory requirements, need to prepare financial statements. Often, accountants or financial professionals handle this task.