Essential Business Security Guide:
Protect Your Assets Now

A business security guide provides the strategic roadmap you need to safeguard your organization from cyber threats, physical breaches, and operational disruptions while maintaining business continuity. This comprehensive framework combines risk assessment, layered defense strategies, employee training protocols, and incident response planning to protect both digital and physical assets.

After twenty years building Complete Controller into a trusted guardian of sensitive financial data, I’ve witnessed firsthand how security threats evolve—and devastate unprepared businesses. Consider this: 46% of all data breaches strike companies with fewer than 1,000 employees, yet 51% of small businesses operate without any cybersecurity measures. This guide equips you with battle-tested strategies, real-world lessons from the trenches, and actionable steps that transform vulnerability into resilience. You’ll discover how to identify critical assets, implement multi-layered defenses, build a security-conscious culture, and respond effectively when threats materialize—because in today’s threat landscape, the question isn’t if you’ll face a security challenge, but when.

What is an essential business security guide and how do you protect your assets now?

• A business security guide outlines critical steps, proven strategies, and comprehensive frameworks for safeguarding digital and physical assets against evolving threats through risk assessment, security controls, employee training, and incident response protocols

• Start by conducting a thorough asset inventory and risk assessment to identify what needs protection and where vulnerabilities exist

• Deploy multi-layered security measures including firewalls, encryption, access controls, surveillance systems, and regular security updates

• Develop and maintain a security-first culture through regular employee training, phishing simulations, and clear communication of security policies

• Create, test, and update incident response plans that define roles, procedures, and recovery strategies for various threat scenarios

Identify and Prioritize Your Most Valuable Assets

Every effective security strategy begins with understanding what you’re protecting. Your business likely holds more valuable assets than you realize—from customer databases and intellectual property to financial records and operational systems.

Start by creating a comprehensive inventory that catalogues both digital and physical assets. Digital assets include customer data, proprietary software, financial records, employee information, and strategic documents. Physical assets encompass servers, workstations, mobile devices, facilities, and paper records. Assign each asset a risk rating based on its value to operations and attractiveness to attackers.

Risk assessment for SMBs

Small and medium businesses face unique challenges in asset protection. Begin with a structured approach to risk assessment:

• Identify critical business processes and the assets supporting them
• Evaluate potential threats including cyber attacks, natural disasters, and insider risks
• Assess current vulnerabilities in your security posture
• Calculate potential impact of asset compromise or loss
• Prioritize protection efforts based on risk scores

The stakes are particularly high for SMBs—87% store sensitive customer data, yet many lack the resources for comprehensive security programs. Focus your limited resources on protecting high-value, high-risk assets first.

Industry-specific insights

Different industries face distinct regulatory requirements and threat profiles that shape security priorities:

• Financial services must comply with SOC2, PCI-DSS, and implement robust fraud prevention
• Healthcare organizations navigate HIPAA requirements while protecting patient records
• Retail businesses focus on payment card security and customer privacy regulations
• Professional services firms safeguard client confidentiality and intellectual property

Understanding your industry’s specific compliance landscape helps prioritize security investments and avoid costly penalties.

Build Your Defense: Layered Security Measures that Work

Modern security threats demand a multi-layered defense strategy. Single-point solutions leave gaps that sophisticated attackers exploit. Instead, implement overlapping protections that create defense in depth.

The principle is straightforward: if one security layer fails, others continue protecting your assets. This approach combines preventive, detective, and responsive controls across technology, processes, and people.

Cybersecurity essentials for modern businesses

Digital threats evolve rapidly, but core cybersecurity practices remain foundational:

• Deploy enterprise-grade firewalls and intrusion detection systems
• Install and maintain anti-malware software on all endpoints
• Implement automated patch management for operating systems and applications
• Configure strong password policies and multi-factor authentication
• Encrypt sensitive data both in transit and at rest
• Establish secure backup procedures with offsite storage
• Monitor network activity for anomalous behavior

These technical controls form your digital fortress, but technology alone isn’t sufficient.

Physical security fundamentals

Physical security protects the tangible assets and infrastructure supporting your digital operations:

• Install access control systems limiting entry to sensitive areas
• Deploy surveillance cameras monitoring critical locations
• Secure servers and network equipment in locked, climate-controlled rooms
• Implement visitor management procedures
• Protect paper documents containing sensitive information
• Establish device management policies for laptops and mobile devices

Physical and cyber security interconnect—a stolen laptop or unauthorized server access can compromise your entire digital infrastructure.

Build a Security-First Culture: Employee Training and Incident Readiness

Your employees represent both your strongest defense and greatest vulnerability. Human error enables 91% of successful cyber attacks, with phishing emails initiating most breaches. Building a security-conscious culture transforms this vulnerability into strength.

Creating this culture requires ongoing commitment beyond annual training sessions. Regular reinforcement, clear communication, and practical exercises embed security awareness into daily operations.

Training for threat awareness

Effective security training programs share several characteristics:

• Conduct monthly security awareness sessions covering current threats
• Run quarterly phishing simulations to test and educate employees
• Provide role-specific training for high-risk positions
• Share real-world examples and case studies
• Reward security-conscious behavior and incident reporting
• Update training materials as new threats emerge

With 3.4 billion phishing emails sent daily and spear-phishing attacks increasing 150% year-over-year, your team needs practical skills to identify and report suspicious activity.

Incident response planning

Despite best efforts, security incidents occur. The difference between minor disruption and catastrophic loss often lies in response speed and effectiveness. Yet only 55% of companies maintain documented incident response plans, and 75% of SMBs lack any formal response strategy.

Essential incident response components include:

• Clear escalation procedures and contact information
• Defined roles and responsibilities for response team members
• Step-by-step containment and investigation procedures
• Communication templates for stakeholders and authorities
• Recovery procedures and success criteria
• Post-incident review processes

Companies that regularly test response plans save an average of $1.49 million per breach compared to unprepared organizations.

Real-World Lessons: Protect, Respond, Recover—A Case Study

The February 2024 ransomware attack on Change Healthcare demonstrates how quickly security failures cascade into industry-wide crises. BlackCat ransomware group encrypted critical systems at this UnitedHealth subsidiary, paralyzing healthcare operations nationwide.

The attack halted prescription processing, claims payments, and prior authorizations across all 50 states. Patients faced medication delays and out-of-pocket expenses while providers struggled without payment systems. Change Healthcare paid $22 million in ransom but still incurred $3.09 billion in total response costs.

What they got right—and where many firms fail

Organizations that weathered the Change Healthcare disruption shared common strengths:

• Maintained current, tested backup systems isolated from primary networks
• Operated redundant payment and authorization processes
• Conducted regular incident response drills
• Established alternative vendor relationships

The attack revealed critical failures in vendor risk management. Many healthcare providers discovered their complete dependence on a single point of failure only after systems went dark.

Takeaway for founders

This incident teaches three vital lessons. First, test your incident response capabilities quarterly—theoretical plans fail under real pressure. Second, assess and monitor third-party vendor security as rigorously as internal systems. Third, maintain operational alternatives for critical business functions.

Beyond Basics: Advanced Security for Growing Businesses

As businesses scale, security challenges multiply. Remote work, cloud adoption, and ecosystem partnerships introduce new attack surfaces requiring evolved defenses.

Growth brings complexity that basic security measures cannot address. Advanced threats target the gaps between traditional perimeter defenses and modern distributed operations.

IoT and cloud security trends

Cloud services and connected devices transform business operations but demand updated security approaches:

• Implement cloud access security brokers (CASB) for visibility and control
• Deploy endpoint detection and response (EDR) on all devices
• Establish zero-trust network architectures
• Monitor and secure API integrations
• Apply security patches to IoT devices promptly
• Encrypt all cloud-stored data with customer-managed keys

Modern businesses average 110 cloud applications, each representing potential vulnerability without proper security controls.

Vendor risk management

Third-party vendors access your systems, data, and facilities—extending your attack surface beyond direct control:

• Assess vendor security practices before engagement
• Include security requirements in all vendor contracts
• Monitor vendor compliance through regular audits
• Limit vendor access to necessary systems only
• Establish vendor incident notification requirements
• Maintain vendor inventory with risk ratings

Supply chain attacks increased 26% in 2024, targeting businesses through trusted vendor relationships.

Final Thoughts

Building comprehensive business security isn’t a destination—it’s an ongoing journey requiring vigilance, adaptation, and commitment. Through my decades leading Complete Controller, I’ve learned that effective security balances protection with productivity, compliance with innovation.

Start today by assessing your current security posture against the strategies outlined here. Implement improvements incrementally but consistently. Most importantly, foster a culture where every team member understands their role in protecting your business.

Don’t wait for a breach to reveal your vulnerabilities. The security decisions you make today determine whether your business thrives or merely survives tomorrow’s threats. For personalized guidance on implementing these security strategies or conducting a comprehensive security assessment, connect with our experts at Complete Controller. Together, we’ll build defenses that protect your assets while empowering your growth.

Frequently Asked Questions About Business Security Guide

What is the first step in building a business security strategy?

Conduct a comprehensive risk assessment to identify and prioritize your assets and vulnerabilities. Start by inventorying all digital and physical assets, evaluating potential threats, assessing current security gaps, and calculating the potential impact of compromise for each asset.

How often should I update my security policies?

Review and update security policies at least annually and after any significant business changes such as mergers, new technology deployments, regulatory updates, or security incidents. Quarterly reviews of high-risk areas provide better protection against evolving threats.

Are physical security measures still important for digital-first businesses?

Yes—physical security remains critical even for primarily digital operations. Device theft, unauthorized facility access, and improper disposal of hardware or documents can compromise entire digital infrastructures. Physical breaches often enable cyber attacks.

What is the difference between backup and disaster recovery in business security?

Backup involves creating and storing copies of data for restoration after loss or corruption. Disaster recovery encompasses the complete process, procedures, and infrastructure for restoring full business operations after a major incident, including systems, applications, and business processes beyond just data.

How can small businesses afford enterprise-level security?

Small businesses can achieve strong security through strategic approaches: adopt scalable cloud-based security solutions, prioritize protections based on risk assessment rather than trying to secure everything equally, invest in employee training which provides high ROI, and consider managed security services that provide enterprise capabilities at SMB prices.

Sources

• American Hospital Association. (October 7, 2024). A Look at 2024’s Health Care Cybersecurity Challenges. https://www.aha.org/news/aha-cyber-intel/2024-10-07-look-2024s-health-care-cybersecurity-challenges
• ClearNetwork. The Ultimate Cybersecurity Guide for SMBs. https://www.clearnetwork.com
• Cloud Security Alliance. A Comprehensive Guide to Business Cyber Security. https://www.cloudsecurityalliance.org
• CM Alliance. (2024). Top 10 Biggest Cyber Attacks of 2024 & 25 Other Attacks to Know About. https://www.cm-alliance.com/cybersecurity-blog/top-10-biggest-cyber-attacks-of-2024-25-other-attacks-to-know-about
• Coursera. 9 Cybersecurity Best Practices for Businesses in 2025. https://www.coursera.com
• Federal Trade Commission. Cybersecurity for Small Business. https://www.ftc.gov
• Huntress. (2024). Statistics on Phishing Attacks that Target Businesses. https://www.huntress.com/phishing-guide/phishing-attack-statistics
• IBM. (2024). Ransomware on the Rise: Healthcare Industry Attack Trends 2024. https://www.ibm.com/think/insights/healthcare-industry-attack-trends-2024
• JumpCloud. (2025). Incident Response Statistics to Know in 2025. https://jumpcloud.com/blog/incident-response-statistics
• Lawrence Tam. A Comprehensive Guide to Business Security Solutions. https://www.lawrencetam.com
• NIST (National Institute of Standards and Technology). (Final). SP 800-30 Rev. 1: Guide for Conducting Risk Assessments. https://csrc.nist.gov/publications/detail/sp/800-30/rev-1/final
• NIST (National Institute of Standards and Technology). (Final). SP 800-50: Building an Information Security Awareness and Training Program. https://csrc.nist.gov/publications/detail/sp/800-50/final
• Ready.gov (Department of Homeland Security). Business Continuity and Emergency Management. https://www.ready.gov/business
• SecuritingPeople. A Comprehensive Guide to Physical Security Measures. https://www.securitingpeople.com
• SentinelOne. Cyber Security Best Practices for 2025. https://www.sentinelone.com
• Splashtop. (2025). Top 10 IT Security Best Practices for 2025: Protect Your Business. https://www.splashtop.com
• Sprinto. The Ultimate Guide to Security Essentials for Organizations. https://www.sprinto.com
• StrongDM. (2025). 35 Alarming Small Business Cybersecurity Statistics for 2025. https://www.strongdm.com/blog/small-business-cyber-security-statistics
• Symantec. (March 2024). Accountancy firm recovers from ransomware in 24 hours with layered security. https://www.symantec.com/blog/accountancy-ransomware-recovery
• Sygnia. (2024). Ransomware Attacks in 2024: The Most Devastating Year Yet? https://www.sygnia.co/blog/ransomware-attacks-2024/
• The Premier Investigations. A Guide to Comprehensive Security Solutions. https://www.thepremierinvestigations.com
• Varonis. (2024). Ransomware Statistics, Data, Trends, and Facts (Updated 2024). https://www.varonis.com/blog/ransomware-statistics

About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity. Reviewed By: Brittany McMillen

Brittany McMillen

Brittany McMillen is a seasoned Marketing Manager with a sharp eye for strategy and storytelling. With a background in digital marketing, brand development, and customer engagement, she brings a results-driven mindset to every project. Brittany specializes in crafting compelling content and optimizing user experiences that convert. When she’s not reviewing content, she’s exploring the latest marketing trends or championing small business success.

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Do you often find yourself rummaging through the jumble of paper and miscellaneous items in your purse? Or do you have a cluttered junk drawer overflowing with unopened bills, invoices, and receipts? We all do! But it’s time to end the clutter and free ourselves.

Managing the constant influx of incoming and outgoing paperwork, such as bills, invoices, and receipts, can often feel overwhelming and daunting. Even at times, it may feel like you need a team behind you to handle all these things for you. While larger businesses can outsource their bookkeeping responsibilities to a dedicated professional team, some individuals may have the luxury of hiring a personal assistant to handle these administrative tasks. However, for most people, managing their expenses and the associated paperwork falls squarely on their shoulders. That’s a lot to carry, not to mention everything else you have to do and carry with you.

To help alleviate the stress of organizing these financial documents, here are some valuable tips and strategies that can be employed.

Go Paperless

There is no denying that technology has taken over every area of our lives. We are dependent on our phones and computers and cannot seem to go without them. Now you have the extraordinary ability to de-clutter! Most people own a computer, laptop, or phone, and there are plenty of apps and services online to help you keep track of your important financial documents.

The cloud can be beneficial and eliminates paper everywhere. By digitizing your paper receipts and storing them in cloud software like Google Docs, you can stay organized, reduce clutter, and minimize the chance of misplacing important documents. Even simple software such as Excel is beneficial in eliminating paperwork and creating, categorizing, and formulating your budget. You just need to find what works for you and your lifestyle.

There are unlimited iPhone/Android apps available for balancing your bank account and expenses instead of having to rely on paper, pen, and a checkbook like in the past. If you are a tech-savvy person, going digital might be your best option.

Paying your bills automatically is a fantastic way to make sure you never miss a payment and free yourself from the stress of managing piles of mail. Most companies provide electronic statements, and some even offer incentives to switch to paperless. Take one thing off your mind and switch to auto bill pay today.

Be Prepared for Tax Season

Taxes are forever. Always remember that you will have to file your taxes every year and report specific information to the IRS. It is easier to be prepared rather than unorganized when it comes time to file. Organize expenses and receipts in a way that is easily accessible and accurate. Make sure you have a system in place to prove any business expenses you plan to write off. This can be a digitally scanned copy or written journal, but it must be accurate and complete. There are now apps that can even help with locating and tracking all your business expenses to make filing your taxes that much easier.

Also, keep an online folder or file cabinet of previous tax returns on hand for at least five years. Make sure you have a backup of important tax documents such as pictures or scanned copies and avoid falling victim to a system crash or even… an AUDIT. 

Categorize Your Receipts

Organization is vital to anything. If you prefer to keep a paper-based account, categorizing your receipts is helpful for organizing paperwork. Simply separate files by categories, such as business expenses, grocery receipts, school expenses, charity donations, credit card purchases, and insurance payments. Or, if you prefer to organize them by month, that is also a helpful approach. You can color-coordinate or use symbols to help label and file your office supplies neatly. Find what works for you and stick with it. 

Avoid piling them up, and be diligent in filing as soon as possible to keep things neat and orderly. Should you go paperless, as mentioned above, the same techniques apply. You can color-coordinate and label your spreadsheets and/or online tools. It comes down to doing what works for you.

Conclusion

Stop mindlessly tossing unopened envelopes into a drawer alongside your grocery receipts. Instead, try these practical suggestions to keep your space organized and tidy. You don’t need to strive for perfection, but taking proactive steps is important—progress, not perfection. While you may not have complete control over your finances, you can definitely manage the clutter they generate!

 

About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.

Downsizing improves an organization’s productivity, efficiency, and competitiveness. However, the workload remains the same.

Reasons

The main reasons for downsizing a business are to lower costs and increase the company’s productivity. Other reasons include restructuring the organization and eliminating redundant or no longer necessary positions to run the business. Even a merger of two organizations to enhance the productivity and efficiency of the brands can trigger downsizing as a certain amount of workforce would be required after the merger of two organizations into one. Therefore, the employees with excellent performance and whose skills would be needed for the company later do not fall victim to downsizing.

Several situations lead to the downsizing of an organization.

Situations Leading to Downsizing

1. Low Performance: When a company’s product price is not competitive in the market and when it fails to modify its product or service according to customers’ demand, its overall performance suffers. The company can also lose a competitive edge in the market if it does not stay up with the times and focus on marketing in the modern age and advancing technology.
2. Reduction in Cost: As employees’ salaries are mentioned as a liability on the balance sheet, they can easily cut costs by reducing manpower and putting pressure on the existing employees. Anytime a business experiences a downturn, decisions must be made about ways to save costs, and the number one cost in every company is salary and benefits. Therefore, layoffs often occur to reduce costs.
3. Desire to Increase Value: Downsizing grabs the attention of shareholders towards the company and gives a message to the investors that the company is ready to increase its profitability in the existing situation as a major portion of the cost has been cut. In this manner, investors start taking an interest in the company’s shares, hence increasing their value.

Types of Downsizing

A priority is that the employees of the company should leave with dignity. However, there are several types of downsizing an organization can go for.

1. Reduction in the Workforce. This is the most favorable strategy an employer chooses in the earlier stages of downsizing. The employer tries to attract the workforce to resign or retire. Certain departments offer early retirement packages so employees can leave with dignity.
2. Redesigning Work. In this form of downsizing, vacant positions are removed by redesigning the organization’s layers and functions. It also includes redesigning jobs and functions, where a layer is removed by changing the job responsibilities of the existing employees.
3. Approaching the System. This includes changing the organization’s culture, where some activities are removed to increase productivity. This measure is usually taken during major crises, and the employees usually appreciate this approach.

Benefits of Downsizing

If done right, downsizing proves to be the most beneficial activity for managers. It saves the business, lowers operational costs, brings transparency, strengthens relationships between employees and managers, promotes teamwork, re-evaluates the whole business, and brings the business into a manageable condition.

Disadvantages of Downsizing

Every action has a drawback. Despite all the benefits, downsizing may damage the organization’s credibility, reduce staff, increase workloads, lower the bottom line, negatively affect public perception, and destroy the organization’s image. Public demand is usually affected by how an organization treats its employees; downsizing might reduce the company’s public demand.

The public and employees of an organization do not usually appreciate downsizing, which can create job security issues for existing employees. However, it can attract investors to an organization and enhance efficiency and productivity.

In conclusion, downsizing presents itself as a double-edged sword for any organization. The advantages are numerous, including lower operational expenses, improved productivity, and the opportunity to reorganize the business into a more efficient and transparent organization. These advantages can lead to strengthened relationships between employees and managers, foster teamwork, and ultimately save the business from potential downfall. However, we cannot overlook the disadvantages. Downsizing may tarnish the organization’s reputation, increase the workload on remaining employees, spread negativity, and potentially harm the company’s public image and demand. While it may secure short-term financial stability by attracting investors and enhancing productivity, the long-term impacts on employee morale and public perception can be detrimental. Therefore, downsizing must be approached with caution, balancing the immediate financial benefits against the potential long-term consequences on the company’s culture and public image.

About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.

The consulting field is incredibly dynamic and in high demand, making it an exciting and rewarding career choice. With its diverse applications across various industries, consulting offers ample opportunities for those with a solid educational background. But what sets top consultants apart from the rest? Here are some valuable tips on establishing yourself as a respected and sought-after professional in this thriving field.

An Overview of the Consulting Profession

Consultants are highly versatile professionals who can be found across various sectors based on their expertise and chosen focus. These sectors encompass management, law, communication, IT, marketing, and human resources. The diverse opportunities reflect the broad spectrum of fields where consultants can make a significant impact.

The important thing to become a consultant is to follow for at least five years. During your years of study, you acquire the necessary theoretical knowledge, but you also put into practice some of what you acquired through an internship or related work. Therefore, you can work freelance on behalf of a firm or be directly integrated into the company.

The Characteristics of a Good Consultant

In addition to intellectual baggage, you must also have the characteristics necessary for the success of your job as a consultant. Above all, it is an expert who can intervene in various company problems.

Empathy must also dominate because, above all, the company needs it, not the other way around. After that, his work needs a certain sense of listening, arrogance, creativity, and excellent organization. 

Otherwise, he could lose himself. The solutions must be found together, even if the consultant provides the essentials. Thus, an excellent collaborative spirit is necessary.

Be that as it may, the consultant must always keep an objective eye because he has the advantage of being an external person to the company, able to identify problems and find innovative solutions better than the employees who are on the inside.

To excel as a consultant, you must complete the required training, specialize in your chosen field, and develop essential skills and traits.

Accompanying Companies: What is the Role of the Consultant?

Many companies today call on this external professional to assist them in making decisions during the activities to make profits. Others, however, are still reluctant to seek a consultant’s help, thinking that it is not helpful and that it is possible to find advice from employees. What is the true role of a consultant in a company? Here are some answers to explain their importance.

An objective and practical look

As an external service provider, the consultant considers the company manager not his boss but his client. This leads him to carry out an objective and external look at the company, which employees can not perform because they are inside.

Thus, he has greater freedom of judgment when advising his client and even when he is discouraged without fear of crumbling. On the contrary, his eyes and judgments are more objective without ordering or giving lessons to the leader.

Effective knowledge of the company

Beyond this objectivity, the consultant must still put himself in the company’s shoes to better identify its needs, weaknesses, and strengths. He must be able to understand the company and be reassured before providing the necessary solutions.

At the same time, he maintains an excellent critical spirit. A good consultant stands out above all, not by the knowledge acquired in his studies but by his experience, which helps him more easily understand the company’s needs and find practical solutions.

Summary

In essence, no matter the size of your business, it’s beneficial to enlist a consultant’s services. Their expertise offers invaluable guidance for decision-making and greatly enhances all facets of your business operations. I highly encourage you to consider this proactive step!

 

About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.

By: Jennifer Brazer

Jennifer is the author of From Cubicle to Cloud and Founder/CEO of Complete Controller, a pioneering financial services firm that helps entrepreneurs break free of traditional constraints and scale their businesses to new heights.

Fact Checked By: Brittany McMillen

Maximize Your Overhead Rate in Surveying Business Success

A surveying business achieves maximum profitability by strategically managing overhead rates through automation, smart outsourcing, and technology adoption that reduces indirect costs while increasing billable hours. Your overhead rate—the ratio of indirect costs like equipment maintenance, software licenses, and office expenses to your total billable hours—directly impacts your bottom line and determines whether you’re pricing services competitively while maintaining healthy profit margins.

Over my 20 years as CEO of Complete Controller, I’ve worked with surveying firms across the country who’ve transformed their financial health by mastering overhead management. The difference between firms struggling at 15% margins and those thriving at 30% often comes down to strategic overhead optimization. In this article, you’ll discover proven methods to calculate your true overhead rate, implement cost-saving technologies that boost efficiency by up to 80%, and learn from real surveying businesses that increased profits by 18% without sacrificing service quality.

What is overhead rate management for surveying businesses?

• Answer: Overhead rate management involves calculating indirect costs per billable hour, optimizing non-labor expenses, and strategically pricing services to maximize profitability
• Overhead Rate Calculation: Total indirect costs (rent, equipment, software, admin salaries) divided by total billable hours equals your overhead rate per hour
• Strategic Management: Implementing systems to reduce indirect costs through automation, outsourcing, and supplier negotiations while increasing billable hour capacity
• Profit Impact: Proper overhead management can increase profit margins from 15% to 30% or higher depending on service specialization
• Competitive Advantage: Firms with optimized overhead rates can offer competitive pricing while maintaining superior service quality and attracting premium clients

Understanding Your True Overhead Costs in Surveying

Every dollar spent on non-billable activities eats into your surveying firm’s profitability. The first step toward maximizing your overhead rate is identifying exactly where your money goes. Most surveying businesses underestimate their true overhead by 20-30% because they overlook hidden costs like equipment depreciation, professional liability insurance, and software subscription creep.

Your overhead encompasses all business expenses that don’t directly generate revenue. This includes office rent, utilities, administrative staff salaries, surveying equipment maintenance, technology subscriptions, marketing costs, and professional development. Many firms mistakenly categorize field equipment as direct costs when depreciation and maintenance should be allocated to overhead.

Breaking down overhead into categories reveals optimization opportunities:

• Fixed Overhead: Rent, insurance, base salaries, equipment leases
• Variable Overhead: Utilities, contractor fees, maintenance, supplies
• Hidden Overhead: Software bloat, underutilized subscriptions, inefficient processes
• Growth Overhead: Marketing, training, technology upgrades, business development

According to industry analysis, surveying firms typically carry overhead rates between 100-150% of direct labor costs, significantly higher than the 10-15% seen in general construction. This disparity stems from expensive equipment requirements, specialized software needs, and professional licensing costs unique to geospatial services integration.

Calculate and Optimize Your Surveying Overhead Rate

Accurate overhead calculation forms the foundation of profitable pricing strategies. The basic formula divides total annual overhead costs by total billable hours, but smart firms dig deeper. A residential land survey company with $150,000 in overhead and 3,000 billable hours operates at a $50/hour overhead rate—but that’s just the starting point.

The calculation becomes more nuanced when you segment by service type. Commercial land survey projects might carry different overhead allocations than boundary surveys due to equipment usage and complexity. Track overhead by service line to identify your most profitable offerings.

Here’s a practical calculation framework:

1. List all indirect costs for the past 12 months
2. Categorize expenses as fixed, variable, or growth-related
3. Calculate total billable hours across all surveyors
4. Divide total overhead by billable hours for base rate
5. Analyze rates by service type for pricing optimization

Technology dramatically reduces overhead friction in modern surveying operations. Cloud-based project management systems eliminate 10-15 hours of administrative work weekly. Automated scheduling software increases billable utilization from 60% to 75% by minimizing downtime between projects. Digital workflow tools cut invoice processing time by 70%, freeing staff for revenue-generating activities.

Consider this real-world impact: A five-person surveying firm implementing comprehensive automation saved $35,000 annually in administrative costs while increasing billable hours by 20%. Their overhead rate dropped from $65 to $48 per hour, enabling competitive pricing that won three major municipal contracts.

Strategic Cost Management Through Smart Outsourcing

Not every function in your surveying business requires in-house expertise. Strategic outsourcing for surveying services frees your team to focus on core competencies while reducing fixed overhead costs. The key lies in identifying which functions to outsource without compromising service quality or client relationships.

Administrative functions present the most immediate outsourcing opportunities. Bookkeeping, payroll processing, IT support, and marketing can be handled by specialized providers at 40-60% less than in-house costs. A mid-sized firm outsourcing these functions typically saves $40,000-60,000 annually while gaining access to expertise they couldn’t afford full-time.

Critical outsourcing considerations include:

• Bookkeeping and Accounting: Saves 15-20 hours weekly for office managers
• IT Support: Reduces technology overhead by 30% with predictable monthly costs
• Marketing: Access professional expertise without $75,000+ salary commitment
• CAD Drafting: Convert fixed salaries to variable costs during slow periods

Highland Surveying exemplifies smart outsourcing success. The Utah startup generated $60,200 in revenue within six months by outsourcing marketing to specialists who delivered targeted campaigns at a fraction of in-house costs. Their $1,500 average project value demonstrates how professional marketing attracts premium clients while managing overhead efficiently.

Quality control remains paramount when outsourcing. Establish clear service level agreements, maintain oversight protocols, and never outsource client-facing technical work that defines your reputation. The goal is reducing overhead while enhancing capabilities, not compromising core service delivery.

Equipment Management: Your Hidden Profit Center

Surveying equipment represents both your largest investment and biggest overhead optimization opportunity. The average firm spends 25-35% of gross revenue on equipment-related costs when combining purchases, maintenance, calibration, and downtime. Smart equipment management strategies can reduce these costs by 40% while improving field productivity.

Preventive maintenance schedules save thousands in emergency repairs and project delays. GPS units, total stations, and drones require regular calibration and servicing to maintain accuracy and reliability. Firms implementing rigorous maintenance programs report 40% fewer equipment failures and 25% longer equipment lifespans.

Leasing versus owning surveying equipment shifts capital expenditures to predictable operating expenses while providing technology refresh opportunities. Consider these factors:

• Technology Lifecycle: Survey equipment evolves rapidly; 3-year leases align with innovation cycles
• Cash Flow Management: Leasing preserves capital for growth investments
• Tax Advantages: Operating leases offer immediate expense deductions
• Maintenance Inclusion: Many leases include service agreements, reducing overhead variability

Modern surveying technology delivers exceptional ROI when properly deployed. Drone integration reduces field time by 80% while covering 400 acres per hour compared to traditional methods. Idaho Forest Group’s drone adoption saved 50 man-hours weekly and $50,000 annually—overhead reductions that flow directly to bottom-line profits.

Equipment tracking systems prevent loss and optimize utilization. RFID tags and GPS trackers on high-value items reduce replacement costs by 60% while improving job site efficiency. One commercial surveying firm recovered $45,000 in “lost” equipment within three months of implementing tracking systems.

Technology Integration for Overhead Reduction

The surveying industry’s digital transformation offers unprecedented opportunities for overhead optimization. Artificial intelligence for construction surveying and related technologies slash processing time, reduce errors, and multiply surveyor productivity. Forward-thinking firms leverage these tools to maintain competitive advantages while managing costs.

Geographic Information Systems (GIS) integration streamlines data collection, processing, and delivery workflows. What once required days of manual calculations now happens in hours with automated processing. Firms report 60-70% reductions in office time per project, translating to lower overhead costs and faster project turnaround.

Cloud-based collaboration platforms revolutionize project management efficiency:

• Real-time data sharing eliminates redundant site visits
• Automated report generation cuts documentation time by 75%
• Mobile field apps reduce data entry errors by 90%
• Client portals decrease administrative inquiries by 50%

Precision Property Surveying’s technology adoption illustrates transformative potential. By implementing drones and advanced GIS software, they reduced operational costs by 30% while improving profit margins to 25% on municipal contracts. Their strategic technology investments delivered ROI within 18 months through efficiency gains and expanded service capabilities.

Artificial intelligence applications in surveying extend beyond data processing. Predictive analytics forecast project timelines, optimize resource allocation, and identify cost overruns before they impact profitability. Machine learning algorithms analyze historical project data to improve estimation accuracy, reducing overhead allocated to fixing underpriced projects.

Maintaining Service Excellence While Managing Costs

Cost reduction without quality consideration leads to client attrition and reputation damage. Successful overhead management balances efficiency improvements with service excellence. Your clients choose professional land surveyors for accuracy, reliability, and expertise—compromising these core values destroys long-term profitability.

The key lies in identifying which costs directly impact service quality versus those representing inefficiency. Investing in continuing education, quality control processes, and precision equipment enhances service delivery. Conversely, manual data entry, paper-based workflows, and redundant administrative tasks add no client value while inflating overhead.

Service quality indicators to protect during optimization:

• Technical Accuracy: Never compromise on equipment calibration or verification processes
• Response Times: Maintain or improve project turnaround through efficiency, not shortcuts
• Communication Standards: Enhance client updates through automation, don’t reduce frequency
• Professional Development: Increase training investments to boost billable rates

Avoid these common overhead reduction pitfalls that damage service quality. Understaffing leads to rushed work and errors that destroy client confidence. Selecting lowest-bid suppliers often results in equipment failures and project delays. Excessive automation can eliminate the personal touch that differentiates professional services from commodity providers.

Price positioning requires careful consideration during overhead optimization. While lower overhead enables competitive pricing, racing to the bottom attracts price-sensitive clients who challenge profitability. Instead, use overhead savings to invest in service enhancements that justify premium pricing. Specialized services like environmental assessments command 35% profit margins compared to 15-20% for basic residential surveys.

Implementation Roadmap for Overhead Optimization

Transforming your surveying business’s overhead structure requires systematic implementation rather than dramatic upheaval. Start with quick wins that generate immediate savings, then progress to strategic initiatives that reshape your cost structure. This phased approach maintains operational stability while building momentum for change.

Phase 1: Immediate actions (Month 1)

1. Audit all software subscriptions and eliminate redundancies
2. Renegotiate supplier contracts for office supplies and services
3. Implement time tracking to establish baseline billable hour metrics
4. Review insurance policies for unnecessary coverage overlap

Phase 2: Process optimization (Months 2-3)

• Deploy project management software to streamline workflows
• Outsource bookkeeping and payroll to reduce administrative burden
• Establish preventive maintenance schedules for all equipment
• Create service-specific overhead allocation models

Phase 3: Strategic transformation (Months 4-6)

• Evaluate equipment lease versus purchase decisions
• Implement comprehensive automation for routine tasks
• Develop specialized service offerings with higher margins
• Integrate AI-powered tools for data processing and analysis

Track these key performance indicators throughout implementation:

• Overhead rate per billable hour (target 20% reduction)
• Billable hour utilization (target 75% minimum)
• Project profit margins by service type
• Client satisfaction scores (maintain or improve)
• Employee productivity metrics (hours saved through efficiency)

Regular review cycles keep optimization efforts on track. Conduct monthly overhead analyses during initial implementation, then shift to quarterly reviews once systems stabilize. Compare actual results against targets and adjust strategies based on real-world outcomes rather than theoretical projections.

Building Your Competitive Advantage

Overhead optimization creates sustainable competitive advantages beyond simple cost reduction. Firms with efficient operations can invest savings into growth initiatives that distance them from competitors. Whether expanding service offerings, entering new markets, or acquiring cutting-edge technology, lower overhead provides financial flexibility for strategic moves.

Market positioning opportunities emerge from overhead efficiency. With lower cost structures, you can strategically underbid competitors on select projects to gain market share while maintaining profitability. Alternatively, maintain premium pricing while investing savings into superior service delivery that justifies higher rates.

Consider how overhead efficiency enables strategic advantages:

• Technology Leadership: Invest savings in emerging surveying technologies
• Market Expansion: Fund geographic growth without compromising margins
• Talent Acquisition: Offer competitive salaries to attract top surveyors
• Service Innovation: Develop specialized offerings that command premium pricing

Your optimized overhead structure becomes a barrier to competitor entry. New firms struggle to match your pricing while maintaining quality, and established competitors resist painful cost-cutting measures. This sustainable advantage compounds over time as efficiency gains fund further improvements.

Strategic partnerships amplify overhead advantages. Collaborate with complementary firms to share expensive resources like specialized equipment or software licenses. Joint ventures on large projects spread overhead costs while expanding capability beyond individual firm limitations. These partnerships transform fixed costs into variable opportunities.

Future-Proofing Your Surveying Business

The surveying industry faces accelerating change through technological advancement, regulatory evolution, and client expectation shifts. Overhead optimization strategies must anticipate future requirements rather than simply addressing current inefficiencies. Building flexibility into your cost structure prepares your firm for whatever changes emerge.

Emerging technologies will reshape overhead requirements within five years. Artificial intelligence will automate routine data processing tasks currently requiring dedicated staff. Augmented reality will transform field operations and client presentations. Blockchain technology may revolutionize property record management. Firms investing in these technologies today position themselves for tomorrow’s efficiency gains.

Property surveying bookkeeping strategies must evolve alongside technological changes. Real-time financial visibility becomes critical as project velocity increases. Cloud-based accounting systems that integrate with project management tools provide instant overhead insights. This financial agility enables rapid response to market changes or opportunity emergence.

Workforce evolution impacts overhead planning significantly:

• Remote collaboration reduces office space requirements
• Gig economy integration converts fixed labor to variable costs
• Continuous learning requirements increase training investments
• Automation shifts human roles toward high-value activities

Environmental and regulatory factors will increasingly influence overhead structures. Sustainability requirements may mandate equipment upgrades or process changes. Data privacy regulations could necessitate cybersecurity investments. Professional licensing evolution might require additional certifications. Proactive firms build compliance costs into overhead projections rather than facing surprise expenses.

Conclusion

Maximizing your overhead rate transforms surveying businesses from survival mode to sustainable profitability. Through strategic cost management, technology adoption, and smart outsourcing, firms achieve the operational efficiency that enables growth and market leadership. The path from 15% to 30% profit margins lies not in cutting corners but in optimizing every dollar spent on indirect costs.

I’ve seen countless surveying firms unlock their potential through systematic overhead optimization. The strategies outlined here—from drone adoption saving $50,000 annually to outsourcing reducing administrative costs by 40%—represent proven methods that deliver measurable results. Your commitment to implementing these approaches determines whether your firm joins the ranks of highly profitable surveying businesses or continues struggling with thin margins.

The future belongs to surveying firms that embrace efficiency without sacrificing quality. Start your optimization journey today with simple steps like auditing software subscriptions and tracking billable hours. Build momentum through quick wins, then tackle transformative initiatives that reshape your cost structure. Most importantly, view overhead optimization as an ongoing process rather than a one-time project.

Ready to revolutionize your surveying firm’s financial performance? The experts at Complete Controller specialize in helping surveying businesses optimize overhead, implement strategic bookkeeping systems, and achieve sustainable profitability. Visit Complete Controller to discover how our comprehensive financial services can transform your overhead challenges into competitive advantages.

FAQ

What’s a good overhead rate for a surveying business?

Most profitable surveying firms maintain overhead rates between 100-150% of direct labor costs, though this varies by specialization. Residential surveying typically runs higher overhead (150%) due to equipment needs, while specialized services like environmental assessments can operate efficiently at 100% through premium pricing and focused equipment use.

How can small surveying firms reduce overhead without compromising quality?

Start with technology adoption—cloud-based project management saves 10-15 administrative hours weekly. Outsource non-core functions like bookkeeping and IT support to cut costs by 40% while accessing professional expertise. Implement preventive equipment maintenance to reduce repair costs by 40% and extend equipment life by 25%.

Should I lease or buy surveying equipment to manage overhead?

Leasing often provides better overhead management for firms under $2 million revenue. It converts large capital expenses to predictable monthly costs, includes maintenance agreements, and enables regular technology updates. Purchasing makes sense for established firms with strong cash flow and specialized equipment needs that don’t change frequently.

What technology investments provide the best ROI for overhead reduction?

Drone technology delivers immediate impact—reducing field time by 80% and saving $50,000+ annually for active firms. Cloud-based project management systems provide 20-30% efficiency gains across all operations. GIS automation cuts data processing time by 70%, while integrated accounting software improves financial visibility for better overhead control.

How do I price services after reducing overhead costs?

Avoid immediately dropping prices after overhead reduction. Instead, invest savings into service improvements that justify current or higher pricing. Use competitive advantages from lower overhead to selectively win strategic projects while maintaining margins. Focus on value-based pricing that reflects your expertise rather than pure cost-plus models.

Sources

• Businessplan-templates.com. “What Are the 9 Operating Costs in Quantity Surveying and Estimation?” (2025). https://businessplan-templates.com/blogs/profits/property-surveying-services
• COPTRZ. “Five Drone Surveying Case Studies.” (2024). https://coptrz.com/blog/five-drone-surveying-case-studies/
• Excedr.com. “Strategies for Managing Overhead Costs: A Guide for Biotech Startups.” (2025). https://excedr.com
• FinModelsLab. “What Income Can Property Survey Business Owners Expect?” (2025). https://finmodelslab.com/blogs/how-much-makes/property-survey
• Inspiredeconomist.com. “Overhead Rate: An In-Depth Look at Business Expenses Management.” (2023). https://inspiredeconomist.com
• Investopedia. “Overhead Definition.” https://www.investopedia.com/terms/o/overhead.asp
• Rebel Ape. “Highland Surveying Case Study.” (2025). https://therebelape.com/digital-marketing-case-studies/highland-surveying-case-study/
• Small Business Administration. “Lease Versus Buy.” https://www.sba.gov/blog/lease-versus-buy
• Wikipedia. “Artificial Intelligence.” https://en.wikipedia.org/wiki/Artificial_intelligence
• XYHT. “Leveraging the Land Surveying Role, Part 3.” (2016). https://www.xyht.com/surveying/leveraging-the-land-surveyors-roles-part-3/

About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.

By conducting a few focused Google searches, you’ll discover a treasure trove of valuable insights on the exciting journey of launching a business. Countless success stories showcase how startups have blossomed into influential businesses. While finding specific case studies for your industry or business model may seem challenging, the wealth of information available will undoubtedly guide you toward achieving your entrepreneurial goals.

The most dependable way to elevate your business idea is to have confidence in proven methods that other successful entrepreneurs have used to achieve their goals.

Focus on Productivity and Not Only on Activity

Embrace the notion that it’s okay not to be constantly busy. Take a moment to reflect on what truly matters to you today and in the future, and strive to make your activities purposeful. Organize your tasks in a way that provides clarity on your next steps. As highlighted by leadership expert and coach Leah Wultschik, constant busyness among leaders may hinder creativity and strategic thinking. Instead of being busy just for the sake of it, aim to be proactive and intentional in your actions. This approach allows for the space and time needed to make thoughtful, innovative decisions. By focusing on tasks that truly contribute to your goals and objectives rather than simply keeping busy with unimportant activities, you can tap into your full potential and drive yourself toward even greater success.

Hire the Best Talent Possible

Here are some valuable insights from Aislinn Malszecki, who leads content strategy and community at MaRS, to help you in your quest to hire the best talent:

1. Strategic hiring: Take the time to find candidates who have the right skills and align with your company culture. Avoid rushing decisions and focus on making the best choice.
2. Showcase your company: Build a positive buzz around your company by leveraging your reputation and personal connections to attract the right individuals to join your team.
3. Utilize your network: Go beyond traditional job postings by tapping into your network and your employees’ connections to identify like-minded potential hires.

Assembling the right team is pivotal. Collaborating with the right individuals can be the catalyst for propelling your business forward. Surround yourself with inspiring people who share your vision.

Partner with an Agency

The opportunity cost of daily operations can add up fast and take its toll if you try to do everything yourself. Therefore, it’s better to work with an agency. The initial cost of outsourced work will eventually be lower than trying to do everything on your own.

Patrick Woods, who holds the director of customer success position at Keen IO, has articulated several challenges that arise when collaborating with an external agency. To overcome these obstacles, he suggests the following:

• Build a relationship with the agency: Take time to get to know the people you will be working with. Determine fit and expectations.
• Communicate: Staying in touch is key as startups move fast. Regular, clear communication with the agency ensures we’re all aligned and moving forward together positively.
• Understand what the agency can do for you: Clarify the core strengths and competencies of the agency’s staff. Establish which tasks you want them to take over and which ones you want to handle in-house.

Beware of the Negativity

I truly appreciate the incredible enthusiasm exhibited by you and your team. Your passion and energy play a significant role in driving the success of our company. Your positive attitude is contagious and has the power to uplift and inspire everyone around you. We can achieve great things together and create a thriving, productive work environment. On the other hand, a lack of enthusiasm can dampen morale and hinder progress. Therefore, fostering a culture of enthusiasm and passion within your company is crucial to drive success. When you’re confident and optimistic, it inspires your employees to feel the same way and motivates them to follow your lead eagerly. Renowned author and keynote speaker Jon Gordon has emphasized that negativity can significantly affect your team’s morale, presentation, and productivity, leading to decreased energy and increased stress. As a leader, it’s essential to foster a positive work environment. By setting a tone of positivity, you can inspire your team to do their best and contribute to a lively and productive workplace.

Avoid Burnout

James Schramko, the founder of SuperFastBusiness, is a strong proponent of prioritizing adequate rest and sleep. According to Schramko, ensuring sufficient rest can lead to a significant improvement in overall performance. The repercussions of sleep deprivation can be quite substantial, encompassing issues such as depression, a compromised immune system, cognitive difficulties, and an increased risk of obesity. Furthermore, the costs associated with experiencing burnout can be extremely high, particularly if it renders an individual unable to work for an extended period. It’s crucial to consider these potential consequences carefully before reaching such a point.

Prioritize

It’s impossible to do everything in just 24 hours. We all lead busy lives, and that’s why Derek Sivers, the founder of CD Baby, follows the “Hell, yeah!” or “no” philosophy. According to him, saying “no” to most things creates space in your life for the few things that genuinely excite you. When you’re torn between a “yes” and a “no,” he recommends leaning towards “no.” Embrace the opportunities you’re truly passionate about and simply can’t turn down. This approach allows you to focus on what truly matters and brings you joy.

Final Thoughts

Thinking about the journey from being a startup to an established business is exhilarating. It’s a process that takes time, and it’s important not to rush it. When everything falls into place, you can transition smoothly from one stage to the next. Trying to force growth could create unexpected challenges, so it’s best to let things unfold naturally. Stay patient and focused, and success will follow! About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.

Starting a business is undoubtedly a challenging endeavor. Drawing from my own experiences in establishing various organizations, I can attest that it requires determination and hard work. Securing business credit will be crucial if you’re embarking on this journey. While the road ahead may be long and filled with challenges, with a solid foundation, the rewards can be immense. A robust marketing strategy is paramount for those whose new businesses have already taken off. Setting up your strategy early on will ensure that you hit the ground running once your company is officially launched. Remember, time waits for no one, so there’s no need to be apprehensive. It’s never too late to develop a strong marketing plan and steer your business toward success.

Some of you may have made a showcasing system before your organization dispatched. That is extraordinary. In any case, when you’re ready to go, you rapidly understand your technique isn’t working how you figured it would. It’s an ideal opportunity to return to the planning phase. Notwithstanding your exceptional situation, I’m sure this guide can help steer you in the correct way. It will be utilized as a perspective for imminent startup authors in the fundamental phases of composing a marketable strategy for your new organization. Your advertising methodology can represent the deciding moment of your business. Significantly, you invest the energy to get it directly as quickly as time permits.

Before you do anything else, you must choose to sell your items or administrations. In my counseling work, I regularly see numerous new entrepreneurs who skirt this progression since they accept their brands are for everybody. While I appreciate their desire, that is not the situation.

Online marketing is probably an essential tool for every startup, but before you open your social media profiles, maybe you should read this article.

When it comes to online marketing, many companies start in the middle of the process by opening their social networks and uploading information without a good market or strategy behind it. Before considering implementing efforts online, make sure your product is ready to launch and then create a plan for communicating it. This process is essential, not only for marketing but for your entire startup.

Focus on Your Product First

If you are starting a startup, your product is the basis of everything. Focus on creating a great product that a significant number of people want to buy. Your efforts will be rewarded more than anything you can do in terms of marketing. Think of any brand you admire; there is an excellent product under your funny Twitter accounts or engaging newsletters.

Test Your Product in the Market

When creating your product, test and experiment, and let consumers tell you if you’re doing well. You can do this in your accounts online, even if your product is not complete or has a minimal budget. Let people know what you want to sell them and see how they respond to it. It may be a longer process, but it will be worthwhile.

Create a Strategy

Once your product is ready, consider which channels you should promote it and why. Considering that you need Twitter just because “everyone has Twitter” is not a reason that guarantees success. Once you have chosen the channels, experiment with them and define their use and success. Try using different platforms, advertising models, and creative ideas, and be sure to observe your return on investment to understand what is working and what is not. You will realize that this will lead you to a slightly slower but better-planned growth that will ultimately result in real, loyal customers and a community satisfied with your product.

About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.

Reconciling your company bank accounts every month is essential, just like reconciling your personal bank account. This method matches your credit card transactions with your bookkeeping records. It is a crucial step to ensure that credit card statements are accurate, and if there are any discrepancies, it helps the business owner take necessary action.

Reconciling your credit card statement every month helps to guarantee that:

• We resolve any discrepancies between your credit card statement and bank account, such as a bank deposit with the wrong amount.
• You will promptly address fraudulent activities or theft from your card and account. For example, if you see a purchase list on your disapproved statement, you can inform your bank to investigate the case.

What is the Process of Credit Card Reconciliation?

When the credit card statements are received, accountants match every transaction on the statement with the company’s internal system. It includes both inbound credit card payments from customers and outbound transactions to suppliers and service providers.

If there are any discrepancies, take the proper steps to investigate the case. After performing all the research and gathering information, store this data for audit purposes.

How Credit Card Reconciliation Software Works

Credit card reconciliation software automates all the required steps in the process. It imports data from ERP or general ledger systems and credit card files or statements. Then, the software compares both files and looks for any discrepancies the accounting team needs to investigate.

It makes credit card reconciliation easier as you don’t have to match each transaction manually, and this whole process also speeds up.

How to do Credit Card Reconciliation?

Step 1: Get all the transactions of a credit card

The first step is to obtain all your company’s various credit card account transactions. You can do this by importing credit card transactions using software or manually uploading bank statements into your accounting software. We highly recommend importing these transactions using software instead of manually doing it for more accurate results and to save you time.

Step 2: Assign expenses to a specific employee or team

First, sort out all of your company’s costs and then decide which employee or group will be responsible for various aspects of your company.

Step 3: Gather and arrange data for various expenses

This step requires you to collect important documents, reports, receipts, and credit card statements. It can be a difficult and time-consuming process. After that, you must arrange data per your company’s requirements.

Step 4: Compare the transaction amounts on expense receipts with the outgoing quantity in the corresponding account 

Now is the time to validate your expenses. Thoroughly check all your company’s expenditures and ensure they comply with your spending policies to prevent fraudulent activities or mistakes that could lead to potential legal woes.

Step 5: Discuss any policy violations with the offending party

If you notice any policy violations in your company, it is crucial to address them immediately. Discuss them with the offending party to know whether it was a mistake or some fraud activity. It rarely happens, but it is essential to highlight the issue to prevent the company from engaging in such activities in the future. A simple conversation will help to clear up any misunderstanding and to help the future reconciliation processes.

Step 6: Process credit card transactions in the general ledger

Now that you have sorted out all the expenses and addressed any potential issues, it is time to add your transactions to your company’s public ledger.

Validating and addressing issues before adding expenses to your books is essential to ensuring that the general ledger remains a solid and accurate foundation for your company’s financial system.

About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.

The swift evolution of information technology, coupled with its widespread availability, has led to a significant increase in the reliance of businesses on computerized programs and systems. This trend spans various industries and operational levels, fundamentally changing how organizations function. Among the many sectors impacted, banking stands out as one of the most critical areas undergoing transformation.

In recent years, banks have adopted sophisticated computerized accounting information systems that have revolutionized their financial and administrative operations. These systems allow for more accurate transaction tracking, streamlined data processing, and improved reporting capabilities. As a result, banks can enhance their overall financial performance, reduce operational costs, and increase efficiency while providing a higher level of service to their customers.

Moreover, these advanced systems play a crucial role in the decision-making processes within the banking sector. They provide a wealth of statistical methods and testing tools that aid in analyzing business performance and making informed decisions. By leveraging data analysis and predictive modeling, banks can assess risks, identify trends, and develop strategies that align with their business objectives. Consequently, the integration of technology in banking not only supports efficient operations but also empowers financial institutions to adapt to the ever-changing market landscape.

Research on the design and analysis of accounting systems highlights important risks that can affect computerized systems. By addressing these challenges proactively, organizations can enhance their security and efficiency. Key areas to focus on include ensuring the accuracy of submitted data, preventing accidental deletions, discouraging employee password sharing, and safeguarding against potential virus infections. By implementing robust measures in these areas, companies can create a more secure and reliable accounting environment.

However, this advancement in accounting systems in the business is coupled with multiple significant risks relating to the security and safety of computerized accounting information systems. This is mainly because a similar advancement does not attend to this advancement in the capabilities and efficiency of human resources by users of the technology, and it is also not accepted.

Software errors and equipment malfunctions, such as hardware failures, errors or software malfunctions, operating system failures, electrical interference and oscillations, and undiscovered data transfer faults, threaten the firm.

 

Unintentional activities, such as errors or deletions stemming from ignorance or accidents, can pose significant hazards to businesses. The most common causes of these issues include human error, failure to follow established procedures, and inadequate supervision or training of workers. Users often lose or misplace data and may accidentally delete or update files, data, and applications. Additionally, computer operators and users might enter incorrect or unreliable data, use the wrong software version, select the incorrect data file, or save files in inappropriate locations. Analysts and system programmers may make mistakes in the system’s logic, create systems that do not meet the company’s needs, or develop systems that are unable to fulfill those needs.

To maintain credibility and relevance in decision-making, it is essential to manage both internal and external risks associated with accounting information systems. The ease with which these systems can be accessed may lead to distortion in accounting data, which negatively impacts the quality of decisions made. The inputs to accounting information systems are foundational for designing any program—be it administrative, financial, or control-related—highlighting the importance of data accuracy and the prevention of unauthorized changes. This, in turn, reflects the credibility of accounting data and affects the overall effectiveness of internal controls.

Risks associated with electronic work environment applications include inadequate input controls, processing, and direction, as well as insufficient procedures to secure software related to the security of electronic work environment information.

Unauthorized access, multiple people using the same passwords, and messing with data entry through the server or computer networks are all things to watch out for when it comes to the IT systems used for accounting data processing.

The increased use of technological applications requires the development of internal control functions at the technical and technical level commensurate with the degree of technology used in the company, which you can accomplish through the ongoing development and qualification of employees in modern technology.

Accounting is a control that aims to achieve control over financial and accounting regulations and instructions to preserve the integrity of a particular establishment’s assets and prevent accounting errors in the financial statements. It means that accounting control achieves widespread application and broad control. This control is designed to ensure that management’s orders are carried out legally, that financial transactions are recorded historically and by accounting principles, that the establishment’s assets are appropriately used, and that the actual assets are by what is recorded.

About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.

Exchanging emails has become a significant part of every step we take, whether applying for a job or sending a business proposal. Many of us are living under the ray of thought that email conversations are safe and secure, but this is not true. Emails are critical in marketing, as email marketing is the easiest and most effective way to reach potential customers. Being careful can save you from significant disasters and possible loss of your confidential personal, professional, and corporate information.

The data you share in an email is as unsafe as an unlocked treasure vault, whether it is sent as an attachment or written in a subject line. Ensure that you do not share any of your data through emails. The below-listed tactics will assist you in avoiding such blunders:

1. Do not open emails received from an unknown source

Multiple emails land in your inbox daily. Some are relevant replies to your sent emails, but most are from an unknown source. You must be careful when opening such emails. Cybercriminals are getting active daily, and they consider email scamming one of the most sophisticated ways to rob sensitive data and information. Next time you receive an email from an unidentified source, try your best not to open such emails.

2. Over-sharing

It does not sound weird, but excessive sharing through emails is not a sensible step to take. Even the slightest information about you or your life can be a weapon against you. Most of us are okay with sharing our basic information on different social platforms without even realizing that these pieces of information are a lump of spiced meat for hackers to predict our passwords and passcodes.

3. Always be cautious

The suspecting set emails require you to click on the link to verify your data, particularly when you have not downloaded an application or software that would ask you for email verification. Please do not open the link, as it can cause you a massive unseen virtual loss. If you find a company’s or person’s name attached to the mail, then dial a call to cross-check the matter and figure out the reason for sending the email.

4. Use encryption software

Technology is a great help in fighting these unseen days today, increasing virtual theft. Email encryption software is no longer a choice; it has gradually become necessary to secure the data and information shared in emails. The content attached or written in a sent email can be easily accessed by the third masked person between the sender and the receiver. When trying to avoid such situations, this software is crucial. According to a technical fact, such software protects the confidentiality shared in your emails.

5. Minimize sharing attachments in the email

Emailing is a multi-purpose task. We often share attachments like resumes, business proposals, applications, etc. Well, it doesn’t seem, but it is not safe to do so. There is a valid reason behind why I am telling you to do so. The data in the attached file cannot be scanned by encryption or antivirus software, but they can be seamlessly accessed by hackers roaming around in the cyber world.

Here is a list of information you must not share via email at any cost:

• Account details (number, etc.)
• Credit card or debit card number
• Passport number or image
• Driving license numbers
• Social Security numbers
• National-Identity numbers
• Passwords or authentication credentials
• Legal and confidential documents
• Business sensitive information

Conclusion

Getting through the above article will help you avoid making any blunders while opening and sending an email. To ensure more email security, install antivirus applications and software, and avoid clicking on unique/URLs without even a second thought. Analyze the mail carefully. If you find anything fishy, immediately send your mail to the trash without clicking any link attached to the mail. The more alert and careful you are, the more protected your data will be. About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud platform where their QuickBooks™️ file, critical financial documents, and back-office tools are hosted in an efficient SSO environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity.