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The AllBusiness.com Practical Guide to Starting a Business |
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The AllBusiness.com Practical Guide to Starting a Business
Table of Contents
CHAPTER 1 CHOOSING YOUR FORM OF BUSINESS 1
Sole Proprietorships 1
Advantages of a Sole Proprietorship 2
General Partnerships 3
Advantages of a General Partnership 3
Disadvantages of a General Partnership 3
Limited Partnerships 4
Advantages of a Limited Partnership 4
Disadvantages of a Limited Partnership 5
C Corporation 5
Advantages of a C Corporation 6
Disadvantages of a C Corporation 6
S Corporation 7
Advantages of a S Corporation 7
Disadvantages of a S Corporation 7
Limited Liability Company (LLC) 8
Advantages of a Limited Liability Company 8
Making The Right Choice 9
Comparisons at a glance 9
Checklist 9
The Need for Funding 10
Other Determining Factors 10
Alter Ego Liability 11
The Answer 11
CHAPTER 2 BUSINESS PLANS 12
Why A Business Plan? 12
Key Sections of a Business Plan 13
The Executive Summary 13
Company Description or Business Overview 14
Products & Services 15
Market Information 15
Do's & Don'ts For Business Plans 16
Competitive Analysis 16
Operational Plan or Operational Strategies 17
Management & Ownership 18
Funding Tip 19
Sales & Marketing 19
Pricing 20
Marketing 21
Targeting Your Audience 21
Financial Plan 22
Review Your Business Plan 22
A Mini Plan 23
Web Resources 24
Confidentiality 24
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CHAPTER 3 STARTING A CORPORATION 26
Choosing A Name 26
Picking The State of Incorporation 27
Publication Requirement 28
Costs of Incorporation 28
Board of Directors 29
Officers 30
Bylaws 31
Issuing Stock 32
Stock Certificates 33
Incorporation Kits 33
The Stock Ledger 34
CHAPTER 4 RAISING FINANCING FOR YOUR BUSINESS 35
Loans 35
SBA loans 37
Stock Sales 38
A Private Placement Memorandum 39
Angel Financing 39
Finding Angels 40
Tips For Finding Angel Investors 41
Advantages of Lease Financing 41
Disadvantages of Leasing 42
Venture Capital 43
Bank Financing 44
CHAPTER 5 BOOKKEEPING & ACCOUNTING 46
Income Statements 46
The Balance Sheet 48
Record Keeping 49
Inventory Records 50
Break Even Analysis 51
Budgets & Projections 51
Budget tips 52
Using Accountants & Bookkeepers 52
Accountants 52
Bookkeepers 53
Do's & Don'ts About Hiring Bookkeepers & Accountants 54
CHAPTER 6 SMALL BUSINESS TAX BASICS 55
Income Taxes 55
"Ordinary & Necessary" Business Expense 56
Pass Through Taxes 57
Tax Deferred Retirement Plans 57
Sales Taxes 57
Payroll Taxes 58
Social Security & Medicare (FICA) 59
Some Common IRS Tax Forms You Should Know About 59
Employment Taxes 60
Federal Withholding Taxes 60
Unemployment Taxes 60
Who Qualifies As An Employee? 61
Tax Software 61
Helpful Tax Websites 63
Tax Planning 63
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CHAPTER 7 HIRING EMPLOYEES 64
Labor Laws 65
Pre-interview To Do List 66
Employment Interviews 66
Interview Red Flags! 68
Your Responsibilities 68
Employee Applications 69
Offer Letters 70
Do's & Don'ts of Job Offers 71
Employment Agreements 71
Confidentiality & Invention Assignment Agreements with Employees 72
New Employee Paperwork 73
Keeping Employee Records 74
Employee Drug Testing 75
CHAPTER 8 MANAGING EMPLOYEES 76
Motivating Employees 76
The Happy Employee 77
5 Common Reasons Why Employees Become Disenchanted 78
Do's & Don'ts Of Management / Employee Interactions 79
Employee Incentive Arrangements 79
Stock Option Plans 79
Bonuses 80
Profit Sharing Plan 81
Retirement Plans 81
Personnel Policies 81
Hours 82
Security & Employee Safety 82
Firearms & Weapons 83
Drug Use 83
Communications & Computer Use 84
Vacations, Sick & Personal Days 84
Maternity, Paternity, Adoption, Disability & Family Leave 85
Sexual Harassment 86
Avoiding Employee Lawsuits 86
Taking Precautions 87
Parting Ways 88
Do's & Don'ts of Firing Employees 89
Settlement Agreements 89
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CHAPTER 9 KEY CONTRACTS 90
Understanding Contracts 90
Sales Contracts 91
License Agreements 92
Stock Purchase Agreements 94
Lease Gotchas 96
Right of First Refusal Agreements 96
Boilerplate 97
Web Resources 98
CHAPTER 10 LEGAL ISSUES 99
Avoiding Personal Liability 99
Laws To Worry About 100
Zoning Laws 102
A Good Filing System 102
Business Licenses 103
Your Start-Up Business Legal & Licensing To Do List 105
Arbitration & Mediation 105
Arbitration 106
Mediation 106
CHAPTER 11 PROTECTING YOUR INVENTIONS & IDEAS 107
Patents 107
Before Embarking On Your Patent Quest 109
Copyrights 109
Use of Copyrighted Materials 110
Infringement On Your Copyrighted Work 111
Infringement of the Copyrighted Works of Others 111
Trademarks 112
Filing Your Trademark Application 113
Outside of The United States 114
Confidentiality and Non-Disclosure Agreements 114
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CHAPTER 12 SALES & MARKETING 116
Market Research 116
Your Target Audience 117
Advertising 118
Print Advertising 119
Do's & Don'ts of Print Advertising 120
Radio 121
Television 122
Yellow Page Advertising 123
Billboards, Signage & Posters 123
Money Saving Ways To Advertise or Market Your Wares 123
Web Ads & Paid Listings 123
Promotion 124
Press Releases 125
Email Marketing 126
Direct Mail 127
Tricks of the Direct Mail Trade 128
Web Sites 129
Domain Names 129
Web Hosting Services 129
Web Site Developers 130
What Makes A Good Web Site? 130
CHAPTER 13 INSURANCE 133
Liability Insurance 133
Occurrence or Claims-Made Policies 134
Property Insurance 135
Additional Property Coverage 136
Business Interruption Insurance 136
Deductibles 137
Making A Claim 138
Ways To Lower Insurance Premiums 139
Other Types of Insurance 139
Choosing an Insurance Company 141
CHAPTER 14 OFFICE LEASES 142
Key Lease Terms 142
Types of Leases 145
Additional Costs 146
Getting Out Of A Lease 146
Lease Review 148
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CHAPTER 15 TECHNOLOGY & EQUIPMENT FOR YOUR BUSINESS 149
Computers 149
Setting Up Your Computer System 150
Tips On Setting Up Your Computers 150
Computer Networking Pros & Cons 151
Buying Your Computers 151
Software 152
Safety First 153
Upgrading Your Software 153
Pros & Cons of Upgrading 154
Scanners 155
Common Types of Scanners 156
Office Equipment 156
Buying Versus Leasing Office Equipment 157
Leasing Advantages 157
Leasing Disdvantages 158
Telephones 158
Digital or Analog? 159
Features 159
APPENDIX A FORMS & AGREEMENTS 161
Contract Checklist 161
Checklist for Formation of a California Corporation 165
Offer Letter to Prospective Employee 169
Stock Subscription Agreement 172
Sample Short Form Business Plan 182
Checklist for Office Leases 185
Press Release - New Product 190
Sample Financial Statements 192
Confidentiality Agreement 195
Checklist for Issuing Stock 197
APPENDIX B RESOURCES 199
Books 199
Magazines/Financial Newspapers 201
Web Sites 201
Software Programs 206
The AllBusiness.com Practical Guide to Starting a Business
Sole Proprietorship
General Partnership
Limited Partnership
C Corporation
S Corporation
Limited Liability Company
When starting out, it is important to determine what form of business will work best for your specific situation. Based on potential liabilities, tax status, ease of starting up and attracting investors, you can elect to do business as a sole proprietorship, form a general partnership, form a limited partnership, incorporate or form a limited liability company. The type of business you are starting and your future goals and aspirations for the company will be factored into your decision along with your need to raise capital.
Here, we outline the possible ways in which you can elect to structure your business, including some of the advantages and disadvantages of each form. Since every business venture is unique onto itself there is no blueprint formula that every owner of any one specific type of business to follow. Tax and liability issues, for example, will be determined in part by your own personal assets.
The most common and simplest form of business is a sole proprietorship. Many small businesses operating in the United States are sole proprietorships. An individual proprietor owns and manages the business and is responsible for all business transactions. The owner is also personally responsible for all debts and liabilities incurred by the business. A sole proprietor can own the business for any duration of time and sell it when he or she sees fit. As owner, a sole proprietor can even pass a business down to his or her heirs.
In this type of business, there are no specific business taxes paid by the company. The owner pays taxes on income from the business as part of his or her personal income tax payments.
Sole proprietors need to comply with licensing requirements in the states in which they are doing business as well as local regulations and zoning ordinances. The paperwork and formalities, however, are substantially less than that of corporations, allowing sole proprietors to open a business quickly and with relative ease (from a bureaucratic standpoint). It can also be less costly to start a business as a sole proprietor, which is attractive to many new business owners who often find it difficult to attract investors.
Note: If the business is conducted under a fictitious name it is up to the sole proprietor to file all applicable forms under the fictitious name or under "doing business as" (DBA). This, however, does not mean that the business is a separate entity from a legal standpoint. The sole proprietor remains liable even if he or she is doing business under a fictitious name.
Most sole proprietors rely on loans and personal assets to initially finance their business. Some will elect to incorporate once the business has started to grow while other business owners maintain their sole proprietorship for many years.
General partnerships consist of two or more partners who are both responsible for the business. They share assets, profits, liabilities and management responsibilities for running the business.
General partnerships are typically formed by individuals. They are taxed in the same manner as a sole proprietorship, meaning each partner includes business income on his or her personal income tax return. Each partner can also deduct pro rata losses from the business on his or her own individual tax return.
While general partnerships provide a means of raising capital more quickly and allow several people to combine resources and expertise several problems commonly occur including:
For these, and other reasons, general partnership agreements should be drawn up carefully with legal counsel and signed by all partners. Additionally, there should be a means of dissolving the partnership in the case of death, disability or if one partner wants out of the business for any other reason.
General partnerships can be less expensive and require less paperwork and formalities than forming a corporation, but the partnership agreement is a key element and should be drawn up with due diligence on the part of all parties. General partnerships can thrive when each partner brings a specific strength to the business. If each partner takes on a defined role and there is general agreement on the business plan, goals and visions from the onset, a partnership can be advantageous. Work can get done more quickly and having several partners involved will increase the potential for acquiring resources and attracting backers. The success of such an endeavor depends largely on the personalities of the parties involved.
Advantages of a General Partnership
Disadvantages of a General Partnership
A limited partnership differs from a general partnership in the role and responsibilities of the partners. The limited partners typically provide capital and help arrange financing while not taking an active role in running the business.
They do, however, receive a share of the profits for their involvement as limited partners. The general partner in a limited partnership runs the operations of the business.
Most states have statutes that regulate and define the obligations and responsibilities of partners in this type of business arrangement. You are required to file with your secretary of state and must also file various reports.
The key to this partnership agreement is found in the area of liability, which falls on the general partners, and typically not on the limited partners. For this reason individuals are reluctant to be general partners. The general partner of a limited partnership can itself be a corporation or LLC to mitigate liability issues to the promoters of the limited partnership. This, however, does not mean that a limited partner cannot be part of, or have a vote in, major decisions that affect the partnership.
A limited partnership can be attractive for a limited partner who can provide funding but not expertise and does not have the time to devote to being a hands-on part of the business. Taking on the financial risk of his or her investment but not the liability risk, is also more attractive to a limited partner.
For tax purposes, a limited partnership typically works like a general partnership in that it is a pass through operation with profits passing through to the partners who then include their allocated income on their personal tax returns. Limited partnerships are often formed to acquire, operate and hold real estate.
An interesting aspect of the limited partnership is that partners are able to allocate profits, losses and gains as they see fit, regardless of the equity interest of a specific partner, subject to compliance with tax laws. This too can be attractive to prospective investors.
The most commonly found type of corporation is the C Corporation, which is a for-profit, state incorporated business. Articles of incorporation are filed and appropriate fees are paid to set up a corporation.
The corporation is established as a unique business entity, which takes on a distinctly separate business and tax identity from that of the owners (the shareholders). Separate income taxes are filed (IRS form 1120) and corporate taxes are paid regularly for the business. In return, the business owners are typically removed from personal liability for debt incurred by the corporation. Should the business go bankrupt, or be faced with a lawsuit, the owner's personal assets are protected. This is the most significant reason why many business owners choose to incorporate. Additionally, as a separate entity, a corporation can own property, make business dealings or even sue another business independently of the shareholders.
To establish a corporation, there are several requirements and formalities that need to be addressed. For example, a corporation needs to issue shares to stockholders. In addition, state requirements usually include minutes be taken at shareholder and Board of Director meetings, appointment of officers and maintaining specific records as outlined by the state in which the incorporation documents are filed. The shareholders have ownership in the corporation, the Board of Directors governs the business and elected officers manage the day-to- day activities. Corporations must adhere to corporate tax laws and file corporate taxes regularly. While corporate taxes can be higher, initially they may be lower than that of a sole proprietor who is paying a 28% rate on his or her personal income tax. The first $50,000 is taxed at a rate of 15%.
While the idea of "double taxation" is very troublesome to many new business owners, it is not usually significant for small businesses, where it is unlikely that there will be large dividend payouts. Rather, the money is paid out in the form of salaries and benefits. As the owner, you can pay yourself a reasonable salary and handle any number of duties in the corporation. By incorporating, you have the luxury of leaving some of the money in the corporation if you foresee significant personal income from other sources. This way you can reduce your own personal income tax payments.
Taking the time, making the effort and paying the additional expenses to incorporate are usually considered worthwhile by a business that foresees potential liabilities and/or seeks investors.
An S Corporation is initially formed in the same manner as a C Corporation, by filing incorporation documents with the state of incorporation. Once the business has incorporated, the owners may decide to file as an S corporation, within approximately 75 days of incorporating. To do so, they need to file an IRS form 2553. This does not create a separate type of corporation, but changes the tax structure of the corporation.
The S Corporation has shareholders and is taxed like a sole proprietorship or a partnership rather than a C Corporation, which is taxed as a separate business entity. Income is passed through to the shareholders who report their pro rata income, or losses, on their individual tax returns. The corporation still files a federal tax return (form 1120S) and possibly a state return as well, if required by individual state law. The S Corporation shows profits and losses as they pass through to the shareholders and the corporation generally does not pay federal income tax as a separate entity. Some states, however, do tax S Corporations in the same manner as C Corporations. Check your state tax laws before electing S Corporation status.
Other regulations imposed on S Corporations include:
A corporation that plans to pass through dividends regularly to shareholders, may want to elect S Corporation tax status. Also, a business owner who may want to take business losses on his or her own personal tax return, possibly to offset income earned by his or her spouse, may opt for this type of corporation. It is worth noting that if you do set up an S corporation and later decide that there is a better alternative for your business, you can vote to drop S corporation status.
Like other corporations, the S Corporation can limit the personal liability of the owners. Creditors can go after the assets of the corporation and not the owners if there are outstanding debts. It is important, however, that the owner keeps his or her personal financial records and those of the S Corporation completely separate to avoid legal entanglements.
The hybrid answer to choosing the form of business for your company may be to go with a Limited Liability Company (LLC), which combines the pass-through taxation of a sole proprietorship, or general partnership, with the limited liability of a corporation. A relatively new form of business, LLCs have become popular over the past ten years. An LLC operates as a separate legal entity, but without being a corporation. Therefore, there are no federal corporate taxes imposed on the LLC as a separate entity. To start an LLC, a member, or members, must file the specific forms with the secretary of state. Information that is required will include the latest date at which the LLC is to dissolve and a statement explaining whether the LLC will be managed by one manager, several managers, or the members.
What makes the LLC unique is that it is formed by members, not shareholders, who draw up an operating agreement to run the business without the structural guidelines imposed on a corporation. This allows for greater flexibility without formalities, such as Board of Director meetings, which are imposed on a corporation. While most LLCs have two or more members, in many states, a single member can now form an LLC as a legitimate business structure.
| Comparisons at a glance: | |||
| Form of Business | Tax Structure | Liability | |
| Sole Proprietorship | Pass through | Personally liable | |
| General Partnership | Pass through | Personally liable | |
| Limited Partnership | Pass through | Liability protection for limited partners | |
| Limited Liability Company | Pass through | Personal liability protection | |
| S Corporation | Pass through | Personal liability protection | |
| C Corporation | Corporate taxes | Personal liability protection | |
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| Form of Business | Ease of Start Up (Based on paperwork & restrictions) | Ease of Attracting Investors | Ongoing Government Regulations & Formalities |
| Sole Proprietorship | Easy | Difficult | Few |
| General Partnership | Easy | Difficult | Few |
| Limited Partnership | Medium | Medium | Some |
| Limited Liability Company | Difficult | Medium | Some |
| S Corporation | Difficult | Easier | Many |
| C Corporation | Medium to Difficult | Easiest | Many |
When deciding on which form of business will best serve your purposes you should take into account:
Start up costs including licensing and other fees
The need for funding is one of the first concerns for any new business and unless you have the personal assets or can tap into friends, family or your bank, you will be seeking investors. Investors will look at:
While most businesses can only anticipate future returns, the business structure that protects personal assets and provides a favorable tax environment will be most attractive to investors. If, however, you do not need investors or are not seeking shareholders when starting up a business, you may do what many business owners have done and start small as a sole proprietor and incorporate later as the business grows.
Determining not only the type of business you are starting, but the type of customers you will attract and the manner in which you will attract them should also be factored into your decision making process.
The potential for liability from customer relationships or interaction impacts heavily on your liability risk. For example, someone who is opening a business that will sell goods to customers via the Internet or through mail order is less likely to garner lawsuits than someone who owns physical store locations, where customer foot traffic (and potential injuries) could result in such a lawsuit. However, many small business owners opt for coverage from insurance policies rather than going through the time and expense of incorporating.
Attorneys, brokers or financial consultants offering advise and personal services may run a greater risk of a lawsuit from someone claiming they received "bad advice". It will also be assumed that a professional business such as a law firm or accounting practice will have greater assets, making them greater "targets" in a litigious society. Therefore, such a business would more likely choose a form of business that protects their personal assets. Likewise, someone who has already had previous business success and has significant assets from a previous business venture would also want to protect those assets closely.
How fast you anticipate the business will grow is also of concern when selecting your form of business. If you expect it to take several years before you see a profit, you might select an S corporation so that shareholders can offset some of their personal income with losses from the business.
While a sole proprietorship is the optimal choice for many people starting small businesses, some people select this method primarily because it provides the easiest manner in which to start and open a business quickly. Others become sole proprietors simply because they do not believe they can incorporate. Apathy can come back to haunt a successful entrepreneur. Therefore, it is wise to sit down with both an attorney and an accountant and discuss the details of the business that you are planning to start where you see it going in five or ten years. Cover all the bases including liabilities, taxes, employee benefits and the need for investors before making your decision. Then make the decision that is best for your new business from all aspects.
So, what is the answer for the right business entity for an entrepreneur? In a nutshell:
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