Jennifer Brazer | Complete Controller

Why Separation Of Duties Is Vital

Posted on July 2, 2019November 19, 2024 by Jennifer Brazer

Separating employee duties in a business is essential to help safeguard your assets, among many other beneficial components. Separation of duties can help you place internal controls over your company’s assets. Separation of duties can help you practice bookkeeping more efficiently and effectively as it prohibits the allocation of responsibilities to one person.

Application in General Business and Accounting

In general business and accounting, the segregation of duties serves two essential purposes. These purposes include an assurance that you can review and catch errors easily if there is an oversight, and it also prevents theft and fraud. Separation of duties is an essential phenomenon as it involves the separation of three main functions:

1. Custody of assets 2. Authorized use of assets 3. Keeping records of assets. Although separation of duties is difficult to achieve in small businesses, it should be implemented as much as possible to improve the performance of the employees in the organization.

Application in Information Systems

Business owners never want fraud to occur in their company. However, it can happen when a single person handles more than one step of the transaction style. It often happens in small businesses as there aren’t many employees. That is why setting clear roles and responsibilities for each job is essential. It gives employees a thorough list of the tasks they are expected to do when performing them and reviews their work.

It plays a pivotal role in employee accountability. Without various levels of accountability, even the best organizations can be rendered meaningless. Separating employees’ duties enhances work performance. Business owners should separate each employee’s duties to improve their skills and deter the staff from committing fraud.

Employee Accountability

When this process is implemented, the credibility of accurate financial reporting is vastly increased. It reduces the risk of fraud as it assures the creation of a culture of accountability. It protects the business from any unnecessary or unplanned loss. Separation of duties can increase efficiency toward an organization’s aims and objectives.

It assures that your employees are not burdened with huge workloads and that you provide a stress-free environment. Involving multiple employees in a single task can prevent any potential error. Involving more than one person in the transaction cycle can prevent one from gaining complete control over a single process. Therefore, the opportunity for fraudulent behavior is reduced.

Business Operations

The business operations are severely impaired if you do not have a separation of duties. As a business owner, you should delegate work in everyday business operations and not do it yourself. Attempting to do it all without help or delegation will result in burnout, chaos, and business failure.

It is very common for business owners to be hesitant to give up tasks. The business is often an accumulation of their life’s work. Owners must hire good staff and be willing to delegate work to them. They must hire as much staff as needed to divide the tasks and ensure they are fully realized daily, weekly, or monthly.

Conclusion

There are many reasons for separating duties within a company. This separation begins with recognizing that there are tasks that owners should not be taking on themselves, such as accounting or other vital duties. Also, if an owner is trying to do everything regarding operations, this can lead to the business’s failure.

Employee accountability is another significant reason to separate duties. Without defined duties or tasks, things can easily fall through the cracks. The separation of duties must be a priority when you have staff.

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Allocations Of Labor In Architecture

Posted on July 2, 2019December 7, 2023 by Jennifer Brazer

Architecture is the art of designing and constructing buildings and structures. It has a deep-rooted meaning, which also refers to the design of products, organizations, and other abstract concepts. People who are good at it can make a good living, as planning, designing, and constructing buildings and structures is no easy feat. It requires technical knowledge, including technical and aesthetic judgment, skills, expertise, and the ability to put everything in order before stepping into the execution phase of a project. Moreover, they add value to building projects by designing something (design and layout) useful that is both aesthetically pleasing and functional.

Due to their technical abilities and profound knowledge of building projects, architects and engineers earn more than most professions, on average. Human Resources is predominant in determining and generating a monthly payroll for contract-based and salaried employees. Effective labor allocations can only be possible if you know the exact working status of your employees working for your company, whether in-house or in the fields. In job costing for contract-based or salaried employees, there are two fundamental approaches for scrutinizing and determining the pay level of your employees. Those include effective cost and standard hourly cost.

Effective Cost

An HR department calculates the year’s costs and pay rate, including compensation and benefits, payroll taxes, and insurance, by evaluating an employee’s yearly salary according to a company’s payroll policy. They divide the aggregate by the actual hours worked or percentage of time spent. Adequate labor allocation in architecture requires brilliance from the HR payroll department because their accuracy and efficiency are required for determining labor costs.

Perhaps periodic reviews, calculations, and updating of employee payroll records for a specified period can help HR determine the exact status of their employees‘ salaries. Large-scale architecture firms usually have in-house teams of architects, so HR may not feel it is difficult to determine the value of an employee’s time with specific tasks or jobs.

Standard Hourly Cost

Standard hourly cost is the easiest way to determine the wages of an employee working in an architectural firm because the per-hour cost never changes. If an employee’s standard hourly cost is $30, it will remain the same even if they are more productive and efficient.

Which Approach Is Ideal For Effective Allocations Of Labor?

Well, it depends on the company and the nature of the job. Most business owners are reluctant to get stuck in calculations and payroll issues. For them, the standard hourly cost for effective labor allocations seems easy and more convenient. However, most companies across the globe have now been embracing a practical cost approach for motivating and encouraging their employees to work more and earn more. However, using standard hourly costs for architecture and engineering firms is better. Why? Because of numerous reasons stated below.

Fairness Across Jobs

In the standard hourly cost method, there is fairness across jobs, and you know that all jobs will be treated and cost equally. It doesn’t matter how small or big a job is; the direct cost will stay the same as you may have fewer jobs. Without treating jobs alike, you cannot impartially access the profitability index of different projects unless you have defined performance criteria for a specific task. Using the standard hourly cost method for transparency in generating payroll is much safer, making effective labor allocations critical to successful job costing.

Fairness Across Employees

Employees feel treated equally in the organization, which is healthy. The job costing criteria are the same for everyone using the standard hourly cost method. It develops a more beneficial working culture and less overwork or job stress.

Ease

The primary reason why the standard hourly cost method is most widely used is that it is simpler, reliable, and transparent. Everything seems fairly reconcilable and easier to track, from bookkeeping employee payroll accounts to job costing in an architectural firm. Some industry veterans find effective labor allocations a secret tool where architectural firms determine their long-term success.

Tips For Investing For The First Time

Posted on July 2, 2019December 7, 2023 by Jennifer Brazer

The path toward financial stability begins with developing a budget, paying off high-interest debt, and sustaining emergency funds. Even when you set aside money from your monthly paycheck to go into a savings account, which will earn interest, a piece of the monetary puzzle will still be missing.

Real money is made when you invest it. However, the complexity can be highly intimidating. The following six tips for beginners can help you invest your money correctly and wisely.

Set Specific Goals

When investing, it is best to set both long-term and short-term goals. You need to figure out your loss tolerance while setting these goals since risk is often involved in investments other than low-yield investments. You also need to set goals for the reasons you are investing.

If you invest for retirement, different investments are great instead of investing in reinvesting or long-term passive income to give you an extra income stream or if you have enough invested in replacing your primary income.

Invest in a Financial Advisor

You might need extra coaching even with investing resources like Google’s search engine and Amazon’s digital library. Financial advisors are worth the expense because they are experts and will help you grow your money and find financial stability. They are great with all things involving your financial health, but they can help you differentiate a sound investment option from an option that is a trend or a fad.

They can also give you personalized advice tailored to your needs, financial means, and risk tolerance. Professional financial advisors have education and experience that will benefit you as their investing client. Hiring a professional financial expert is highly recommended before you ever contemplate investing.

Keep Costs Low

Even when you only have a small amount of money, numerous small investments can build into a significant payoff. Whenever you are new to investing, you should avoid spending large sums of money, even if available. When you keep your costs low, you will have more funds later when you want to invest in a more significant opportunity. The main point is that you should not be taking substantial risks and investing big right away if you are a beginner.

It would be best to start small and lower risk and use any gains to reinvest and increase your risks and the size of your investments. The critical thing to remember is that investing is about tolerance, intelligence, and chance. There are no 100% guarantees, but there are intelligent investments you can get into for less money.

Diversify Your Portfolio

Investment portfolios may include real estate stocks as well. Along with this, mutual funds and retirement accounts are included as well. Every industry has its beats, which means you should thoroughly investigate the housing markets and stock prices before you dip your toe in the water. The more diversified your portfolio is, the more secure it is.

Do In-Depth Research

It is an understatement to say that knowledge is power, especially regarding investments. Nevertheless, complex financial jargon can sometimes be very overwhelming and challenging. Therefore, you must conduct in-depth research before deciding to invest somewhere. This research can make or break your investment, not to mention your bank account. Most of the time, investments lead to loss only because they ignore and should have completed their research.

Consider Automation

Numerous types of investments can be made with automatic contributions. For instance, a 401(k) plan or an IRA is a great way to invest your money. Low-cost finds are considered to be the best for automatic deposits.

Conclusion

In conclusion, the journey to financial stability involves budgeting, debt payoff, and emergency funds. Investing requires setting specific goals, seeking expert advice, keeping costs low, diversifying portfolios, conducting in-depth research, and embracing automation. By following these steps, even beginners can navigate the complex world of investments, fostering financial growth and security.

How Should You Use Your Paycheck?

Posted on July 1, 2019December 7, 2023 by Jennifer Brazer

First, we encourage you to deposit or credit at least 20% of every paycheck into your savings account and 3% into your retirement, IRA, or 401k account.

People across the globe find it extremely difficult to manage their finances and money-related matters. Not everyone is privileged enough to spend their lives without worrying about financial stress and traumas. According to a study, 78% of people worldwide live on a monthly paycheck-to-checkup basis. It indicates that people must limit spending and save more to survive hard times. However, people’s spending patterns have changed significantly over the past decade for numerous reasons. The top reasons include increased exposure and the impact of social media on our lives.

Getting the Financial Equation Right

No matter how much one may argue, managing finances financial equation certainly does not favor most American households. They have been fighting against all the odds to collect their monthly paychecks but haven’t succeeded in coming up with a clear-cut strategy or game plan to ensure ideal management and budgeting of every paycheck. There are many reasons why most Americans have been stuck miserably in severe financial crises and debts.

Here is the situation: once you get paid, your paycheck must go to several places simultaneously. Certain unavoidable expenses like rent, groceries, debt repayment, and utility bills need to be paid. They eat up a significant chunk of your every paycheck. The remaining, perhaps, goes into buying non-essentials. This paycheck schedule continues to go on and on, restricting you from saving money for hard times, especially your life in retirement.

Setting the Right Priorities

Undoubtedly, saving a portion of money from your every paycheck is no easy feat. When you have so many financial situations and concerns to address, saving money for meeting financial emergencies seems nearly impossible. So, you need to set priorities, make realistic judgments, and devise sound game plans to save money in your working years, or you may, unfortunately, find yourself in some miserable old predicament once you retire from the office. Saving money may be hard for individuals or families, but it’s not impossible. There are ways in which it can be done.

Budgeting and Planning – Done Right

You may be good at your job and earn money in various ways and means, but that doesn’t mean you have expertise in handling and managing your finances well. It is ideal to acquire a financial planner’s services for financial help in budgeting, retirement plans, debts, savings, and investment options. They will have next-level knowledge, skills, expertise, and experience handling technical financial matters. They may also help or guide you in what to do with your every paycheck and how much you should contribute to your retirement savings account.

The First Things You Should Do With Every Paycheck

Contribute To Your 401k

If you expect a dreamy retirement one day, you must contribute to your 401k, IRA, or both. According to financial experts, those contributing to their retirement accounts in their 30s have a more secure and stable future since they can worry less about financial fears or distress. No matter how hard you find saving money every month, it would be best to contribute to your 401k or IRA account regularly.

It doesn’t matter whether your employers offer you a retirement plan. If they don’t, you can set up your retirement account and start contributing to it because it will be yours forever. To accumulate wealth for your post-retirement life, you should create your retirement account as early as your 20s. Contributing a tiny portion of your every paycheck, like 3% of your income, doesn’t seem to be a burden on your shoulders at such a young age. If others can do it, you can too! It is far better to hire professional financial planners instead of managing money-related things yourself because they have expertise in dealing with such long-term retirement plans.

Credit Money to Your Savings Account

According to a study, a person must have an equivalent of 9 paychecks saved to cope with financial emergencies successfully. Financial pressures lead to a great deal of stress and emotional and mental trauma, especially for those who lose their jobs, address financial or medical emergencies, and mismanage their debt repayment schedules. Regardless of the causes, the repercussions are often too huge to handle alone.

Experts recommend saving for rainy days because financial problems and dilemmas are not announced. Per the 50/30/20 rule, you must save 20% of your income from every paycheck and credit the proportional amount into your savings account. They also offer interest-growing potential, accumulating to become a hefty amount when you near retirement.

Closing Thoughts

Saving money for hard times is no joke, especially in today’s era. Cutting back on your money on almost every paycheck requires motivation and loads of temperament and spirit. Hiring professional financial planners to manage retirement and saving plans is better as they have deep-rooted knowledge, skills, expertise, and experience in handling and managing technical money-related tasks.

Ingenious Ways to Track Receipts

Posted on June 28, 2019December 6, 2023 by Jennifer Brazer

Are you someone who spends much time looking for a receipt for personal or business use? Receipts are proof of transaction or purchase made and are invaluable to keep an excellent financial backbone. Many people carelessly pile up receipts over time, which leads to a complete mess that is nearly impossible to sort out.

When organizing receipts for business or personal use, think of a system that is easy to use, simple to recall, quick to file papers, and easy to locate what you need. No system for recording receipts is perfect, and each has flaws. The best way to deal with receipt tracking is to convert them into digital form.

Receipts in Digital Form

Paper receipts are not made from the best paper; they are frail and don’t last very long. Paper receipts are prone to wear and tear and are easily lost and destroyed. Keeping all receipts in one place will make it much easier to store and record. Digitizing all paper receipts is the best way to help manage different receipts.

Using software like Evernote, keeping track of receipts is easier. Evernote can scan and record any receipt within seconds. It uses less storage space with many options to tag and keeps every receipt safe. Following are the best ways to keep track of every single receipt easily:

ShoeBoxed

Shoeboxed is an effective mobile app available for Android and iOS that allows users to scan receipts with a phone camera. It uses the phone camera to scan a paper receipt, extracting all the information needed to keep track of any receipt. Shoeboxed also offers a chance to have the receipts reviewed by certified professionals who can review five monthly receipts. The app can automatically sync to the web version of Shoeboxed, which makes it easy for a business to organize receipts.

Office Lens

Internet and app-savvy individuals must know OneNote and its new companion, Office Lens. Microsoft developed Office Lens to assist people and corporations in keeping track of their receipts. Office Lens is a scanner app with highly customized integration settings with Microsoft Office and other products. It works seamlessly with Office 365 and OneNote. It gives the user more options to save the digitally scanned image as a PDF, an image in an email, or a jpeg in your camera roll to organize receipts for a business. The system is straightforward: click a photo from the app, choose the needed service, and let the app do the rest.

Genius Scan iOS

Grizzly Labs has devised a viable solution to eliminate the cluttered mess of receipts lying in drawers. The app is integrated with many different cloud services, including OneNote. The app is very simple to use; take a clear photo from the app using the phone camera and let the app get to work. Genius Scan will enhance the receipt to be excellent, allowing a high-quality copy to be stored and retrieved later. The Genius Scan app is available for both Android and iOS. The basic version supports DropBox, while the premium version supports Google Drive, OneNote, Expensify, and EverNote.

Expensify

Creating a business expense report was never easy; the Expensify app has made it easier for business and home users to automatically create expense reports from receipts stored as photos. It’s possible to track the total hours worked with a single tap. The app can track mileage using GPS by taking a photo of the odometer in the car. The app can link everything with the bank account or a credit card to pull transactions that do not have a receipt. The app can generate IRS-guaranteed e-receipts.

Receipts

Receipts is a scanning application available on iOS only. The Receipts app scans any receipt, placing it in its allocated category. The app can keep track of spending in each category. Such a system is highly effective in tackling account management issues. The app is available on iOS. However, it is a letdown for many when organizing receipts effectively without free versions.

Difference Between a CPA and an EA

Posted on June 28, 2019December 6, 2023 by Jennifer Brazer

When becoming a licensed tax professional, most consider choosing among two well-known paths – CPA (Certified Public Accountant) or EA (Enrolled Agent). Both certifications are tremendous and will help you get a good job, promotions, and a reasonable income. While you might consider them the same, there is some fundamental difference between them, and you must choose the one that suits you the best.

Difference Between a CPA and an EA

CPA – Certified Public Accountant

A Certified Public Accountant is a state-level accreditation awarded after you complete 150 undergrad hours and a 4-part examination. The four main areas covered in the examination include Auditing and Attestation, Financial Accounting, Business Environment and Concepts, and Reporting and Regulation. Every individual must clear all four disciplines before being awarded the certification. Taxation is covered under the Regulations section and is considered an essential component of the overall certification. Because the accreditation is state level, you can only practice within a specific jurisdiction: a CPA and an EA need to keep high ethical standards.

EA – Enrolled Agent

Enrolled agents have a federal license, making them eligible to represent clients before the IRS. Because the IRS approves their license, they can work anywhere in the country without restrictions. However, they must clear a comprehensive three-part examination that deals with areas like Businesses and Representation and Practice and Procedures. Everything about taxes is covered in these subjects. You can also become an enrolling agent if you have worked in the IRS in a position where you had to apply the tax code as part of your job. The IRS often performs a background check on your finances and tax liabilities before granting the license.

The Difference in Career Paths

A CPA and EA have varied career paths as they must perform to the best of their skill set. The career choices for a Certified Public Accountant are far more excellent than those of an Enrolling Agent as they can work for the government, the private sector, individuals, and other organizations to manage their financial matters and tax filing. An EA, on the other hand, is a specialized professional who only deals with issues related to taxes, which results in a limited career path. However, an enrolled agent will handle tax needs better than anyone else.

The Difference in the Amount of Time

Becoming a fully functional Certified Public Agent takes around 7-8 years because you must complete 150 credit hours before sitting for the exam. You may have to gain some experience by working under a licensed CPA for a certain period in some states. After that, you have 18 months to take the exam, which already has an extremely low pass percentage. Even if you do everything right and do not waste any time, it will still take around eight years to become a Certified Public Agent.

On the other hand, becoming an EA requires far less effort as you only have to clear the three-part examination. If you have enough experience working with the IRS, you may be exempted from the examination and given the license directly. However, you must provide proof of a proficient record in handling tax-related issues.

The Difference in Salaries

Typically, a CPA would earn more than an EA. However, that entirely depends on where you fall on the career continuum. An enrolling agent with significant experience could earn more than a Certified Public Agent. However, being a CPA offers better career growth and advancement opportunities. A professional accountant’s yearly median salary is close to $62,000, while it is around $49,000 for an agent.

One drawback of being an EA is that the income seems to flatten once it reaches a certain peak. There is no such limit for a public accountant, and they can even become the CFO (Chief Financial Officer) of an organization.

Cyber Threats to Small Businesses

Posted on June 27, 2019December 6, 2023 by Jennifer Brazer

There is no denying that small to mid-sized businesses are more vulnerable to cyber theft than larger businesses. They are an easy target for cybercriminals. These businesses often have no IT department or simple networks and are less likely to follow industry best practices to prevent their sensitive data from being stolen. This is causing US-based companies to lose billions of dollars yearly, so hiring top IT professionals to avoid cyber fraud is becoming inevitable.

A data breach can be costly to companies looking to expand their business operations in other IT domains. In short, cyber fraud is a curse kicking many multinationals out of the competitive race, so companies need to develop a sound theft prevention plan to achieve their intended business goals and ambitions.

Cyber Fraud in Small Businesses

Prevention of cyber-fraud is critical to a company’s long-term success. The biggest dilemma is that many small business owners fall prey to the idea that their company is too small to be a playground for cybercriminals. They mistakenly believe that their business won’t be a target. Regardless of size and scale, cyber attackers will exploit any opportunity and steal sensitive information using sneaky tactics. They are smarter than you think and imagine, and their hacking knowledge encourages them to get into this “so-called” profession and make the most out of it.

The age of digital evolution has brought vulnerabilities, strains, and repercussions. Along with it, cyber fraud is becoming much more common in today’s corporate setting. Generally, we hear news about multinational corporations affected by malware infections, viruses, and other advanced persistent attacks, costing billions of dollars annually. But what about small businesses? Small business owners feel reluctant to accept that cyber fraud can happen to them, and they, too, can be under the radar of malicious cyber-attacks.

What’s More?

According to a study conducted by one of the top IT firms in the US, 63% of cybercriminals target small businesses. Cybercriminals are generally known to be magicians who know the art of stealing by skimming through online channels and networks. Therefore, small businesses need to change their approach and prevent sensitive information from leaking from their company networks.

Why Are Small Businesses A Target for Cyber Criminals?

There are countless reasons why cyber attackers often target small businesses. Sadly, many cybercriminals see smaller businesses as an easier target. Here are the top two reasons small businesses are more vulnerable to cyber fraud.

No IT Department

Small businesses usually lack the resources to hire top IT professionals to secure their networks, devices, websites, servers, and online operations. This is why they are more likely to face potential threats from cyber criminals every single minute of the hour. The biggest misconception about hiring IT professionals is that ‘they are expensive.’ However, this is not the case. Many IT professionals and start-up cybersecurity agencies offer services at competitive rates.

If you do it yourself, you must update your servers and install the latest security software to control the rising situation.

Simple Network and Systems

Small businesses have simpler networks and systems than larger firms. A small business generally lacks a room full of servers and network devices. Even if they have on, they are often outdated and non-operational. New networks and systems now have advanced security and layers of encryption that prevent information leakage. Cybercriminals find it hard to break into advanced networks and systems, which allow businesses to identify the intrusion and give them time to secure their data.

Conclusion

In conclusion, the vulnerability of small to mid-sized businesses to cyber theft is undeniable. Lacking IT departments and having simple networks make them prime targets for cybercriminals. With substantial financial losses at stake, hiring top IT professionals and implementing robust cybersecurity measures become imperative. The digital age brings both opportunities and risks, and the prevalence of cyber fraud poses a serious threat to businesses of all sizes.

Small businesses, often underestimating the risk, need to recognize the urgency of adopting preventive measures. By understanding the reasons they are targeted, such as the absence of an IT department and simpler network structures, they can take proactive steps to secure their sensitive information. Developing a sound theft prevention plan is essential for long-term success and resilience in the face of evolving cyber threats.

Fraud Warning Signs

Posted on June 26, 2019December 6, 2023 by Jennifer Brazer

Your business might have installed security systems in office areas, and you may have security checks in your accounting software. Procedures are implemented to stop fraud, but even then, fraudulent practices can be brewing. As a small business owner, you must not only rely on carrying out day-to-day business operations and bookkeeping duties. You must look closely for warning signs that indicate your business is a victim of fraud.

Some simple but essential warning signs indicate your business is vulnerable to fraud.

Too Much Access

If you have given too much access to your business’s financial bookkeeping, your business is already at risk of fraud. A single employee should not be given access to receiving cash, payments, tracking expenses, and various other bookkeeping functions. Instead, separate your employees for different steps of bookkeeping management. There should be separate people for bank transactions, expenses, receiving cash from customers, paying bills, and bank deposits.

The Difference in Accounting Statements

If you have an electronic system or your accounting statements are done manually on a register, the financial statements should match the cash flow statements and balance sheet. There is always a chance of honest error in manual bookkeeping, but keep an eye on any difference in the amount in accounting statements.

One Employee is Spending More than Usual

If one of your employees starts spending more than usual, keep a close eye on their activities in your business functions. There is a possibility they might be involved in some fraudulent practice. A fixed pay usually does not leave room for spending more than actual needs.

Always Provide Emotional Support to Your Employees

Most of the frauds in small businesses are done to meet desperate ends for an employee. Simple relaxation and support in times of distress, such as flexible office times, make your employees more loyal to the company. Please get to know your employees and tell them you support them. It will make it harder for them to be disloyal to you.

Excessive Transactions

If there are numerous transactions to clear errors, it might be done to hide some fraud. If there is more than one payment for a single bill, it might be a case of fraud again. Always keep a sharp eye on the bookkeeping in your business.

Expanding Standard Expenses

Employees of a business are given various privileges. They can be paid credit for their phone calls during business functions. Many are provided fuel for their cars or other travel and transportation expenses. Some employees may try to earn a profit for themselves out of the expenses that your company pays. For example, say they get a $15 bill for a taxi ride, which can easily be availed for less than $10. Many use office phones for private calls. A receipt should be asked to accompany the employee’s claim to minimize personal profits on such claims.

Overcharging the Company Cards

Many businesses give corporate credit cards to their employees when they are going on a business trip. When the credit card bill arrives, do not mindlessly sign the bill. Check the outlets where this card had been used. Your business money should not be used for an employee’s recreational activities during business trips other than necessary expenses unless approved beforehand.

Double Billing

Many frauds fall into a double billing fraud type. An employee uses a business credit card to make an expense. They again submit the receipt for the same expense to reimburse the money, hoping you won’t notice. There should be a strict procedure to keep a check and balance on double billing frauds.

Refusal to Leave Bookkeeping Tasks to Others

If an employee works alone in a company and does not allow others to “look over their shoulder,” a check on their activities must be kept. They might be involved in fraudulent practices and attempting to hide their activities.

Unusual Working Hours

If an employee has a routine of unusual working hours, they might also be involved in fraud in your business bookkeeping. For example, they leave later than normal office times and do overtime without demanding an extra payment. These are signs of some special interest in your business that lead to negative behavior.

Conclusion

Your business can be more vulnerable to fraud than you think, even if you have safety measures. You must be aware of unusual practices going on in your office. Build a good relationship with your employees. At the same time, keep a close look at the practices in your office to prevent fraud in your business.

POS Software Features

Posted on June 26, 2019December 6, 2023 by Jennifer Brazer

Point-of-sale software helps a business function smoothly and efficiently. The software has many features and benefits that we will discuss below. POS Software allows users to understand the cost and process a financial transaction. Some connect it directly with inventory to tally numbers and give a real stock picture. POS Software has a balancing system for the convenience of those who desire it, such as huge department stores and supermarkets. A wide range of fields is available for all businesses who wish to use it. However, the needs are carefully met by understanding the requirements first.

There are many features with thousands of POS software versions for a business, which may be ideal. By understanding a business’s needs, you will be much more effective in getting the right features in your POS Software. This is very important; otherwise, using features that don’t comply will waste money, time, and resources. A restaurant’s requirements would not apply the same to a gift shop, but they could still use the same POS software.

By being industry-specific, many POS software benefits are derived, adding to a business’s efficiency and better performance. Here are some features that help businesses globally, smooth their operations, and impact consumers’ lives.

Ease in Checkout Lines

With consumers stocked to the elbow with products, the ease of checkout is the first thing that comes to mind. Long lines in the checkout process further impact overall efficiency; this issue can be resolved by installing POS Software at the counter to ensure speedy processing and ease of checking out. If the customer isn’t offered this, the chances are that they will opt for more proactive enterprises for their consumer needs. This is a positive effect of POS software, and using it wisely is most important.

Reveals Inventory Statistics

POS software also helps track stocks and informs of upcoming shortages well beforehand. A good inventory management software makes it all possible with its simple features. Big warehouses, which have to consider what comes in and what goes out, can be directly informed of shortages and, thus, countered well beforehand so that no inconvenience is caused at the store. This software allows users to monitor stock levels and warn when the inventory is in critical stages. The use of POS software will help with any inventory requirements.

Gathers Customer Data

Businesses deal with vital customer data that helps them follow up and indulge in customer engagement, informing them about new products and services. POS Software can effectively store, manage, and retrieve data about the clientele securely. It also eradicates the need to install heavy-duty CRM software for an organization, thus being cost-effective.

It can help marketing experts aim for consumers to determine product performance evaluation, so those who buy frequently are recognized and sent an appreciation email automatically. With POS software, you get a great client relationship manager.

Automatic Purchasing Program with Vendors

Giant stores use this feature by replenishing diminishing stock without human intervention until delivery. This also helps a firm conduct business online. The system generates an order stating terms, conditions, and particulars, such as invoice number, date, artifacts, and quantities. It gets the right material at the right time with minimal effort. And, better yet, it’s all done on time. This e-procurement system is part of POS software features, which makes it a powerful procurement specialist right where you need it.

Remote Connectivity for Mobile Use

Many business owners want to be aware of the activities occurring at all times, such as sales. They want to know what the daily intake was that day, even when they are on the go. They can connect via the internet and monitor the stats themselves, such as sales, inventory, time of transactions, etc. It helps them to watch over their store without being there themselves. This feature is prevalent in multiple locations, for instance, a chain of stores. It connects with many locations to view information, making it effectively convenient. This feature of POS software appeals to franchises and brands.

Reporting without Supervision

Retail POS software lets users point out attendance, punctuality, and hours worked. This software feature is a reporting tool that helps supervisors get vital employee details. It can record reports about product performance in previous sales and generate reports about their retail sales movement. It can also provide details such as weekly, monthly, and annual sales, along with hourly transactions.

Employee Embezzlement Prevention Tips

Posted on June 25, 2019July 28, 2025 by Jennifer Brazer

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

Top Tips for Preventing Employee Embezzlement Risks

Employee embezzlement prevention involves implementing strategic internal controls, technology safeguards, and cultural practices that protect your business from theft by trusted staff members. These measures detect irregularities early and create multiple barriers that discourage fraudulent behavior before it starts.

Running Complete Controller for over two decades has taught me that embezzlement often blindsides even the most vigilant business owners. The statistics are sobering—businesses lose 5% of annual revenue to fraud, with small companies facing median losses of $141,000 per incident. I’ve helped dozens of devastated clients rebuild after discovering their most trusted employees betrayed them. This article shares battle-tested strategies that transform vulnerability into vigilance, giving you the tools to protect what you’ve worked so hard to build.

What is employee embezzlement prevention, and why does it matter?

Employee embezzlement prevention encompasses internal controls, technology systems, and cultural practices that stop theft of company assets by staff members
Effective prevention reduces financial losses averaging $145,000 per incident while protecting business reputation and operational continuity
Small businesses face disproportionate risk, with 29% forced to close after major embezzlement incidents
Prevention requires layering technology solutions with human oversight and proactive culture building
Ignoring embezzlement risks exposes businesses to both internal threats and regulatory compliance failures

Implementing Robust Internal Financial Controls

Strong internal controls form your first defense against embezzlement. These systems create checks and balances that make theft difficult and detection likely.

Segregation of duties: Your first line of defense

No single employee should control all aspects of any financial transaction. Split responsibilities between authorization, recording, and asset custody across different team members. For example, the person who approves vendor payments shouldn’t also process checks or reconcile bank statements. This simple practice reduces fraud opportunities by 50% through built-in cross-verification.

Dual authorization for financial transactions

Require two signatures on all payments exceeding $500 and mandate supporting documentation for every disbursement. Digital approval workflows track authorization chains and create permanent audit trails. One client discovered $48,000 in unauthorized payments within weeks of implementing dual controls.

Regular surprise audits and cash counts

Conduct unannounced cash counts, inventory checks, and transaction reviews quarterly. Businesses performing surprise audits detect fraud 50% faster and reduce losses by 33%. Rotate audit responsibilities among managers to prevent predictable patterns that embezzlers can exploit.

Hiring Smart: Stopping Fraud Before It Starts

Your hiring process represents the most cost-effective fraud prevention opportunity. Careful screening identifies potential risks before granting access to company assets.

Background checks and financial screening

Run criminal background checks, credit reports, and employment verification for all positions handling money or financial data. Research shows 42% of embezzlers have prior financial red flags overlooked during hiring. Verify references personally rather than relying solely on written recommendations.

Behavioral interview techniques

Ask scenario-based questions that reveal ethical decision-making patterns. “Tell me about a time you witnessed unethical behavior at work” or “How would you handle discovering a coworker’s theft?” Responses demonstrate integrity levels and awareness of ethical boundaries.

Structured onboarding for financial foles

Implement 90-day probationary periods for finance staff with built-in transaction audits. Document all training completion and require signed acknowledgment of fraud policies. This early oversight identifies concerning patterns before permanent employment status.

Building a Culture of Transparency and Trust

Technical controls fail without a supporting culture. Creating an environment where integrity matters reduces rationalization opportunities that enable fraud.

Leadership accountability sets the tone

Executives must model transparency through public financial audits and open communication about company finances. When leadership demonstrates accountability, misconduct drops by 72% in midsize companies. Share appropriate financial metrics with staff to foster collective ownership.

Anonymous whistleblower programs

Implement encrypted tip hotlines managed by third-party services. Organizations with anonymous reporting detect 43% of frauds through employee tips—three times more effective than audits alone. Protect reporters from retaliation through clear non-retaliation policies.

Ongoing ethics and fraud awareness training

Conduct biannual workshops covering fraud schemes, behavioral red flags, and reporting procedures. Include real examples (anonymized) from your industry. Trained teams reduce fraud duration by 34% through earlier detection and reporting confidence.

Leveraging Technology for Real-Time Detection

Modern fraud prevention requires technology that monitors transactions continuously and flags anomalies instantly.

AI-powered transaction monitoring

Deploy artificial intelligence tools that analyze spending patterns and flag unusual activity. These systems learn normal transaction behaviors and alert managers to deviations like duplicate payments, unusual vendor additions, or after-hours system access. Companies using AI monitoring reduce fraud losses by 60% and detect schemes 30% faster than manual reviews.

Digital audit trails and immutable records

Implement systems that create tamper-proof logs of every financial action with user identification and timestamps. Cloud-based accounting platforms automatically track changes, making post-fraud cover-ups nearly impossible. These trails simplify investigations and support legal proceedings when necessary.

Automated bank reconciliation systems

Use software that matches bank feeds to accounting records daily, flagging discrepancies immediately. Automated reconciliation prevents check tampering and identifies missing deposits within 24 hours instead of weeks. This real-time matching caught a $2 million embezzlement scheme at a regional bank where manual processes had failed.

Your 90-Day Implementation Roadmap

Transforming fraud prevention from concept to reality requires structured implementation. This roadmap provides achievable milestones.

Month 1: Assessment and foundation

Conduct vulnerability assessments using industry-standard fraud risk templates. Document current controls and identify gaps. Implement basic segregation of duties and dual authorization protocols. Focus on quick wins like securing petty cash and requiring purchase order approvals.

Month 2: Technology and training launch

Select and deploy monitoring software based on your transaction volume and complexity. Train all staff on new procedures through hands-on workshops. Begin surprise audits to establish new normal expectations. Communication about changes should emphasize protection for both company and employees.

Month 3: Culture integration and refinement

Launch anonymous reporting systems and conduct the first ethics training sessions. Review initial audit findings and adjust controls based on discoveries. Celebrate early detection wins to reinforce vigilance. Establish quarterly review cycles for continuous improvement.

Final Thoughts

After two decades leading Complete Controller, I’ve learned that preventing embezzlement requires balancing trust with verification. The pandemic increased fraud losses by 24% as remote work created new vulnerabilities, proving that prevention strategies must evolve with business practices. Combining the controls, technology, and cultural elements outlined here creates multiple barriers that protect both your assets and your employees’ integrity.

The investment in prevention pays dividends beyond loss avoidance—it builds a foundation of accountability that strengthens every aspect of your business. For personalized guidance implementing these fraud prevention strategies, visit Complete Controller where our team can assess your specific vulnerabilities and design custom solutions.

Frequently Asked Questions About Employee Embezzlement Prevention

What are the most common warning signs of employee embezzlement?

Watch for employees who refuse vacations, work excessive overtime alone, live beyond their apparent means, become defensive about their work area, or show unusual possessiveness over financial tasks. Behavioral changes like increased stress or secretiveness about work duties also signal potential problems.

How much should a small business budget for embezzlement prevention?

Effective prevention typically costs 1-2% of annual revenue but prevents average losses of 5%. Start with low-cost measures like segregation of duties and dual authorization (free), then add technology solutions ($100-500/month) and annual audits ($2,000-10,000) based on business size.

Can embezzlement prevention measures hurt employee morale?

When implemented transparently with clear communication about protecting both company and staff, prevention measures actually improve morale. Employees appreciate working where integrity matters and their honest colleagues are protected from false accusations through proper documentation.

What should I do immediately if I suspect embezzlement?

Contact legal counsel before confronting suspects or discussing with other employees. Preserve all financial records and system access logs. Avoid alerting the suspect while gathering documentation. Never accuse without evidence, as false accusations create legal liability.

How often should we update our fraud prevention procedures?

Review controls quarterly and conduct comprehensive updates annually. Major business changes like new locations, remote work shifts, or system upgrades require immediate control reviews. Stay informed about emerging fraud schemes in your industry through trade associations.

Sources

ACFE. “Occupational Fraud 2024: A Report to the Nations.” Association of Certified Fraud Examiners, 2024. www.acfe.com/-/media/files/acfe/pdfs/rttn/2024/2024-report-to-the-nations.pdf
Allied Solutions. “Best Practices to Prevent Employee Fraud.” AlliedSolutions.net, 2025.
Case Study: Fraud Risk. “Addressing Embezzlement in a Financial Institution.” RMAIndia.org, 15 Jan 2025.
Counter Fraud. “Digest the Occupational Fraud Report 2024.” Counter Fraud, 20 Sept 2024.
Deep Sentinel. “Employee Theft Statistics.” DeepSentinel.com, 2024.
FOX 2 St. Louis. “Ex-Bank Executive Indicted in $2M Fraud Scheme.” 9 Apr 2025.
Hiscox. “2018 Embezzlement Study.” Hiscox.com, 2018.
Mize CPAs. “Recognizing and Preventing Employee Fraud.” MizeCPAs.com, 23 June 2025.
NIST. “Cybersecurity Framework.” National Institute of Standards and Technology. www.nist.gov/cyberframework
SHRM. “Keeping Your Business Safe from Insider Fraud.” Society for Human Resource Management. www.shrm.org/resourcesandtools/hr-topics/employee-relations/pages/keeping-your-business-safe-of-insider-fraud.aspx
Trustpair. “AI-Driven Fraud Detection Solutions.” Trustpair.com, 2024.