Choosing Cash vs. Accrual Accounting
Overview
Quicken Business & Personal supports both cash basis and accrual basis accounting. The choice depends on how your business operates.
Cash basis: Records income and expenses when money changes hands (income when you receive payment, expenses when you pay bills)
Accrual basis: Records income when it's earned (invoiced) and expenses when they're incurred—even if no money has changed hands yet
Understanding accounting methods is crucial because it affects how you:
See your business performance in reports
Plan cash flow
Prepare taxes
Cash basis shows actual money movement, while accrual basis shows what you've earned and owe regardless of payment timing. Most small businesses use cash basis for tax filing because it's simpler, but accrual basis gives a more complete picture of financial performance.
💡 Key Advantage: In Quicken Business & Personal, you select your default method when setting up your business, but you can switch between methods when running reports—so you can manage your business on accrual basis and still file taxes on cash basis.
🔍 What's Your Situation?
💰 Scenario 1: Simple Cash-Based Business
You run a service business where clients typically pay immediately or within a few days, and you want reports that match your bank account activity. Example: Tom's handyman service—clients pay when work is completed, expenses are paid as incurred.
→ Use Cash Basis Accounting
📋 Scenario 2: Invoice-Based Business
You send invoices and need to track what you've earned vs. what you've been paid to manage cash flow and business performance effectively. Example: Sarah's consulting firm—she invoices monthly, clients pay 30 days later, and she needs to track both performance and cash flow.
→ Use Accrual Basis Accounting
🔍 Scenario 3: Tax vs. Management Reporting
You want detailed business insights for management decisions but need simple cash-based reports for tax filing. Example: David's marketing agency—he needs accrual reports to understand true profitability but files taxes on cash basis.
→ Use Accrual for Business Management, Cash for Tax Reporting
📊 Scenario 4: Growing Business with Credit Terms
You offer payment terms to clients (Net 30), carry inventory, or have significant accounts payable that affect your business planning. Example: Lisa's design agency—she has multiple projects running, offers credit terms, and needs to match project costs with revenue.
→ Use Accrual Basis Accounting
Understanding the Two Methods
📘 Cash Basis Accounting
How it works: Cash basis tracks income and expenses only when money actually changes hands.
Income Recording:
When you receive payment from a customer
When cash, checks, or electronic payments hit your bank account
Not when you send an invoice or complete work
Expense Recording:
When you pay bills or make purchases
When money leaves your bank account
Not when you receive bills or incur costs
📌 Example: You complete a $1,000 project and send an invoice on March 15. The client pays on April 10. With cash basis, this income appears in your April reports—when you actually received the money.
✅ Benefits of Cash Basis:
Simple to understand and implement—matches your bank activity
Closely aligns with actual cash flow—shows money you can actually spend
Preferred for tax filing by most small businesses and sole proprietors
Less complex record-keeping—no need to track unpaid invoices or bills
⚠️ Limitations:
Doesn't show what's owed to you (outstanding invoices)
Doesn't show what you owe (unpaid bills)
Can misrepresent business performance if there are timing differences
Poor for cash flow planning beyond current bank balance
📗 Accrual Basis Accounting
How it works: Accrual basis tracks income and expenses when they occur, regardless of payment timing.
Income Recording:
When you complete work or send an invoice
When you've earned the income, even if not yet paid
Creates accounts receivable for unpaid invoices
Expense Recording:
When you receive bills or incur costs
When the expense relates to your business, even if not yet paid
Creates accounts payable for unpaid bills
📌 Example: You complete a $1,000 project and send an invoice on March 15. The client pays on April 10. With accrual basis, this income appears in your March reports—when you earned it.
✅ Benefits of Accrual Basis:
More accurate picture of business performance—shows what you've truly earned
Better for matching income with related expenses in the same time period
Ideal for cash flow forecasting—shows money coming in and going out
Shows complete financial position—includes receivables and payables
⚠️ Limitations:
More complex to manage—requires tracking unpaid invoices and bills
Doesn't reflect actual bank balance—shows earned vs. received money
Can show profit when you're cash-poor if customers haven't paid yet
May require more detailed record-keeping for accuracy
Using Accounting Methods in Quicken Business & Personal
Setting Your Default Method
When you set up your business, you'll choose a default accounting method:
During business setup: Select Cash or Accrual as your primary method
In Business Settings: Change your default method anytime
This affects: How transactions appear in reports and dashboards by default
Switching Between Methods for Reports
Quicken lets you view reports in either method regardless of your default:
Generate any business report (Profit & Loss, Balance Sheet, Tax Summary)
Look for accounting method options in the report settings
Toggle between Cash and Accrual views to compare results
Use different methods for different purposes
💡 Practical Application:
Day-to-day management: Use Accrual reports to see complete business performance
Tax preparation: Switch to Cash basis for tax filing requirements
Cash flow planning: Compare both views to understand timing differences
Client presentations: Use Accrual to show true business growth and performance
Example Workflow: Sarah runs her consulting business using accrual basis for management decisions. Each month, she reviews accrual-based Profit & Loss reports to understand true performance. At tax time, she generates the same reports in cash basis for her accountant.
💡 Best Practices and Tips
Choosing Your Method
Start with cash basis if you're new to business accounting—it's simpler to understand
Consider accrual basis if you invoice clients or need detailed business performance tracking
Consult your accountant about tax requirements for your business type and size
Think about your business model—service businesses often prefer cash, product businesses often need accrual
Managing Your Method
Be consistent throughout the tax year—don't switch methods mid-year for tax purposes
Understand the timing differences between your chosen method and your cash flow
Use both views in Quicken to get complete insights into your business
Train your team (if applicable) on which method you use for day-to-day decisions
Reporting Strategy
Run monthly reports in both methods to understand the differences
Use accrual for business planning and performance analysis
Use cash basis for tax preparation and compliance (unless required otherwise)
Compare year-over-year using the same method for consistent analysis
Common Pitfalls to Avoid
Don't confuse accounting method with cash flow—accrual shows earned money, not available money
Don't switch methods randomly—consistency is key for meaningful comparisons
Don't ignore your non-preferred method—both views provide valuable insights
Don't make spending decisions based solely on accrual reports if cash flow is tight
When to Reconsider Your Choice
Business growth may require more sophisticated accrual-based tracking
Changes in business model (like offering credit terms) may favor accrual
Tax law changes may affect which method is most advantageous
Investor or lender requirements may dictate using accrual basis for financial statements
Getting Professional Help
Consult a CPA about the best method for your specific business and tax situation
Review annually with your tax professional to ensure your method still makes sense
Get advice before switching methods as this may have tax implications
Ask about hybrid approaches where you manage with one method but file taxes with another