Best practices for categorizing transactions

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consola.finance
consola.finance
June 12, 2023

To effectively manage crypto transactions, it is important for small and medium-sized businesses (SMBs) to develop strategies for categorizing crypto activities. Proper categorization not only helps businesses keep track of their financial performance but also ensures compliance with relevant tax laws and regulations. However, without a clear categorization system, businesses can make common mistakes that can lead to errors in their financial statements and audits. In this blog post, we’ll discuss best practices for categorizing crypto transactions for SMBs, including consistent naming conventions, subcategorization, regular account reconciliation, accurate categorization, and consultation with tax professionals. By following these practices, crypto SMBs can ensure that their records are accurate, compliant, and up-to-date, allowing them to make informed business decisions and achieve long-term success.

Setting up your chart of accounts for crypto bookkeeping and accounting

A chart of accounts is a list of all the accounts that you use to record transactions in your crypto accounting software. It is essential to have a well-organized chart of accounts to ensure that your financial data is accurate and easy to understand.

When setting up your chart of accounts for crypto bookkeeping, you should consider the specific needs of your business or portfolio. Here are some key points to keep in mind:

  1. Create separate accounts for each type of cryptocurrency: You should create a separate account for each type of cryptocurrency that you hold. This will make it easier to track your transactions and calculate your gains and losses.
  2. Create separate accounts for each type of transaction: You should also create separate accounts for each type of transaction, such as buying, selling, mining, staking, and earning interest. This will help you to better understand your financial data and make more informed decisions.
  3. Use clear and descriptive account names: When naming your accounts, use clear and descriptive names that reflect the specific type of transaction or cryptocurrency. This will make it easier to understand your financial data and avoid confusion.
  4. Consider using sub-accounts: If you have a large number of transactions to track, you may want to consider using sub-accounts to further categorize your data. For example, you could create a sub-account for each exchange or wallet that you use.
  5. Regularly review and update your chart of accounts: Your chart of accounts should be periodically reviewed and updated to ensure that it reflects the current state of your business or portfolio. This will help to ensure that your financial data is accurate and up-to-date.

Ground rules for categorization

  1. Use consistent naming conventions: When categorizing transactions, it’s important to use consistent naming conventions. This can help you avoid confusion and ensure that your records are accurate. For example, if you use abbreviations, be sure to use them consistently across all transactions.
  2. Consider using subcategories: Depending on the complexity of your business, it may be helpful to use subcategories to further classify your transactions. For example, you may want to break down your expenses into subcategories such as office supplies, rent, and utilities.
  3. Automate where possible: Many crypto bookkeeping software platforms offer automation features that can help streamline the categorization process. For example, consola.finance allows you to set up rules that automatically categorize transactions based on multiple criteria.
  4. Reconcile your accounts regularly: To ensure that your records are accurate, it’s important to reconcile your accounts regularly. This involves comparing your bookkeeping records to your actual account balances to identify any discrepancies.
  5. Keep track of your tax obligations: Depending on your location and the nature of your business, you may be required to pay taxes on your crypto transactions. It’s important to keep track of your tax obligations and ensure that your categorization is compliant with relevant tax laws.

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Examples for effective categorization

  1. Sales: If your business sells goods or services for cryptocurrency, you would categorize those transactions as “Sales” or “Revenue.” You might also want to create subcategories for different types of sales, such as “Product Sales” and “Service Sales.”
  2. Purchases: If your business buys goods or services using cryptocurrency, you would categorize those transactions as “Purchases” or “Expenses.” You might also want to create subcategories for different types of expenses, such as “Office Supplies” and “Marketing Expenses.”
  3. Investments: If your business invests in cryptocurrencies, you would categorize those transactions as “Investments.” You might also want to create subcategories for different types of investments, such as “Long-Term Investments” and “Short-Term Investments.”
  4. Transfers: If your business moves cryptocurrency between accounts or wallets, you would categorize those transactions as “Transfers.” You might also want to create subcategories for different types of transfers, such as “Wallet-to-Wallet Transfers” and “Exchange-to-Wallet Transfers.”
  5. Fees: If your business pays fees for transactions or other services related to cryptocurrency, you would categorize those transactions as “Fees” or “Expenses.” You might also want to create subcategories for different types of fees, such as “Transaction Fees” and “Exchange Fees.”

Handling special events

Special events such as forks, airdrops, and other distributions can be challenging to account for in crypto bookkeeping. Here are some tips on how to properly handle these transactions:

  1. Forks: A fork occurs when a cryptocurrency splits into two separate chains, resulting in the creation of a new cryptocurrency. When a fork occurs, you will need to determine the fair market value of the new cryptocurrency at the time of the fork. This value should be recorded as income on your books, and you should create a new account to track the new cryptocurrency.
  2. Airdrops: An airdrop is when you receive free tokens or cryptocurrencies as a promotional or marketing effort. When you receive an airdrop, you will need to determine the fair market value of the tokens or cryptocurrencies at the time of receipt. This value should be recorded as income on your books, and you should create a new account to track the new assets.
  3. Other distributions: Other types of distributions, such as dividends or interest payments, should also be recorded as income on your books. You should create a new account to track these distributions, and record the fair market value of the assets at the time of receipt.
  4. Record-keeping: It’s important to keep accurate records of all special events, including the date of the event, the type of event, the fair market value of the assets received, and any fees or costs associated with the event.
  5. Tax implications: Special events can have tax implications, so it’s important to consult with a tax professional to ensure that you are properly accounting for these transactions on your tax returns.
  6. Stay up-to-date with regulations: Regulations around special events in crypto can change rapidly, so it’s important to stay up-to-date on any new guidance or regulations from regulatory bodies.
  7. Use software that can handle special events: Choose bookkeeping software that can handle special events such as forks and airdrops, and that allows for easy customization of the chart of accounts to accommodate these transactions. Consola.finance imports transactions directly from the blockchain and thus imports all wallet activity with unmatched accuracy.

In conclusion, effective categorization of crypto transactions is essential for SMBs in the crypto space. By developing a clear categorization system and following best practices such as consistent naming conventions, subcategorization, regular account reconciliation , accurate categorization, and consultation with tax professionals, businesses can keep accurate records, ensure compliance with relevant tax laws and regulations, and make informed business decisions. While the tax laws and regulations related to cryptocurrencies are complex and constantly evolving, staying informed and seeking professional guidance can help businesses navigate this rapidly changing landscape. By implementing these best practices, SMBs can increase their chances of long-term success and achieve their financial goals.