When I first considered opening my own firm, I was immediately struck by an overwhelming sense of uncertainty. What specific services should I offer? What tools would I need? Could I actually generate enough income to pay my bills and be profitable?
But most importantly: Where do I even begin?
That feeling of uncertainty is exactly what many of our clients express during our first meetings. They have a business dream they're passionate about, but they feel paralyzed by all the unknowns of starting a small business.
The Unsettling Reality of Business Startups
Starting a small business can feel like standing at the base of a mountain without a map. You know where you want to go, but the path isn't clear. You might even feel a twinge of embarrassment for "not already knowing this stuff" when you think you should.
Let me assure you: You are not alone in this journey.
Every successful entrepreneur has stood exactly where you are now, feeling that same mixture of excitement and uncertainty. It's completely normal not to have all the answers. In fact, you probably shouldn't. The most successful business owners don't know everything; they simply know who to ask.
That's why finding your team of experts—whether they're trusted advisors, experienced mentors, or a community of fellow entrepreneurs—is crucial. With the right guidance, those seemingly insurmountable challenges become manageable steps on your path to success.
Why Your Business Foundation Matters
Before diving into specific steps, understand this: The systems and habits you establish in your first months will either propel your business forward or create obstacles you'll spend years trying to overcome.
Think of your business startup like building a house. You can have beautiful design plans and premium materials, but if the foundation is weak, everything built on top of it will eventually develop problems.
The same principle applies to your business. Proper financial systems, clear operational processes, and sound legal and business structures aren't the exciting parts of entrepreneurship, but they're absolutely essential for long-term success.
Now, let's explore the 10 essential steps you need to take when starting a small business.
10 Essential Steps to Help You Successfully Launch Your Small Business
1. Establish Strong Financial Habits from Day One
The habit of setting money aside must start immediately.
One of the most important habits for any business owner is setting aside money for both profit and taxes. Open two separate savings accounts: one for "profit" and one for "taxes."
Start by transferring just 1% of every sale into each account. It might seem small, but this habit will transform how you think about your business finances. Make these transfers consistently, ideally every other week.
As your business grows, your accounting partner can help you determine the right percentages for your specific situation. But the habit itself is more important than the amount when you're just starting.
2. Create a Comprehensive Employee Handbook
Even if you're starting solo with plans to hire later, establish clear expectations and guidelines now.
A well-crafted employee handbook establishes rules, creates culture, sets expectations, and protects your business legally. It should cover everything from work hours and pay periods to code of conduct and leave policies.
Don't worry about creating this from scratch. A good payroll partner will provide tools and templates to help you build an appropriate handbook for your industry and business size.
3. Set Up Separate Business Accounts to Protect Your Finances
Never mix personal and business finances if you want your business to succeed.
For security and clarity, establish separate accounts for different aspects of your business. At a minimum, you need:
- A main business operating account
- A dedicated payroll account
- The two savings accounts mentioned earlier (profit and taxes)
This separation protects your business from processing errors or bookkeeping mistakes that could put your employees' paychecks at risk.
A practical tip: Require all employees to be paid via direct deposit or paycard rather than paper checks. This reduces risks and simplifies your processes.
(Note that some states require paper check options, so verify your local requirements.)
4. Secure Your Business Tax Documents
Before making your first sale, set up your sales and use tax account to obtain your resale certificate. This important document allows you to:
- Avoid paying sales tax on items you will resell
- Pay appropriate use tax on your initial equipment purchases
- Legally collect sales tax from customers when required
Your accounting partner should help you establish these accounts and determine your specific tax obligations. Getting this right from the beginning helps you avoid costly penalties and interest later.
5. Choose the Right Payroll Partner for Your Small Business
Your payroll setup has implications far beyond simply paying employees.
A strong payroll partner will:
- Facilitate timely and accurate payroll processing
- Provide electronic onboarding tools for streamlined HR
- Help you determine optimal pay frequency and schedules
- Set up your payroll tax accounts correctly
- Assist with finalizing your employee handbook
- Create positive first impressions with new hires
Remember that your very first employee will form lasting impressions about your business based on how smoothly their onboarding and first paycheck go. Get this right, and you'll start building a reputation as an employer people want to work for.
6. Register for Required State and Local Accounts
The web of government accounts required for a new business can be confusing, including:
- Federal Employer Identification Number (EIN)
- State payroll tax accounts
- Sales and use tax accounts
- Local business licenses and permits
- Industry-specific registrations
Your accounting partner should help you identify, establish, and manage these accounts. They should also prepare any initial filings to make sure you're fully compliant from day one.
7. Obtain Workers' Compensation Insurance
Get workers' compensation coverage before making your first hire. It's legally required, and it’s financially prudent.
Work with your local insurance agent or payroll partner to find appropriate coverage. Consider a pay-as-you-go policy that scales with your payroll, matching your cash flow with your workforce expenses as you add team members.
This insurance protects both your business and your employees in case of workplace injuries, helping you avoid potentially devastating out-of-pocket expenses.
8. Define Meaningful Short-Term Goals
While long-term vision is important, short-term goals create momentum.
In addition to your financial targets, set simple, achievable goals for the next 3-6 months. These might include:
- Signing your first five clients
- Launching your website
- Completing your first successful delivery
- Getting your first positive review
These milestones create motivation and a sense of accomplishment while paving the way for bigger achievements as your business grows.
9. Establish Efficient Back-Office Processes
Back-office processes aren't glamorous, but they're essential for keeping your business running smoothly.
Create clear systems for:
- Managing and storing receipts
- Secure communications with advisors and employees
- Timely bill payment without missing discounts
- Reviewing regular financial statements
- Ensuring tax compliance
Your accounting partner should help you establish these processes, providing the right information and insights for informed decision-making.
10. Partner with the Right Accounting Expert
Not all accounting firms are the same. The right accounting partner for your new business should be:
- Knowledgeable about small businesses in your specific industry
- Responsive to your questions and concerns
- Proactive rather than reactive
- Technology-forward, providing secure online access to your information
- Committed to your education and success
- Able to grow with you as your business expands
This relationship will be one of the most important for your business success, so choose carefully and don't make decisions based solely on price.
Common Mistakes to Avoid When Starting Your Business
While following the steps above will put you on the right path, it's equally important to avoid these common pitfalls:
1. Avoid Waiting Too Long to Establish Proper Systems
Many entrepreneurs are so focused on launching their product or service that they delay setting up proper business systems. By the time they realize their mistake, they're dealing with a tangled financial mess that takes significant time and money to straighten out.
Start with good systems from day one. It's always easier to maintain organization than to create it after chaos has set in.
2. Never Mix Personal and Business Finances
This mistake creates tax headaches, makes accounting unnecessarily complex, and can even put your personal assets at risk. From your very first business expense, maintain strict separation between business and personal finances.
3. Don’t Underestimate Tax Obligations
Without proper planning, tax bills can be shocking for new business owners. Many don't realize they need to make quarterly estimated tax payments or set aside money for self-employment taxes. The habit of regularly transferring money to your tax savings account will help you avoid this painful surprise.
What’s Next? Build on Your Small Business Foundation
Once you've implemented these 10 essential steps, you'll have established a solid foundation for your business. From here, you can focus on growth and development with confidence that your back-office systems can support your ambitions.
If you're feeling overwhelmed by any of these steps, remember that seeking professional help isn't a sign of weakness. It's actually smart business management. The right partners can guide you through these early stages efficiently, saving you time and money in the long run.
Building Your Business the Right Way
Starting a business doesn’t have to feel overwhelming. These 10 essential steps help create a foundation based on habits that support sustainable growth.
Every successful entrepreneur started exactly where you are now, facing the same uncertainties. The difference between those who thrive and those who struggle isn’t having all the answers. It’s knowing where to find reliable guidance and taking action.
At Patrick Accounting, we’ve helped guide hundreds of small business owners through these critical first steps. We understand your challenges because we've been there ourselves, and we’re passionate about simplifying the financial complexities that can make or break a new business.
Need help putting these systems in place? Learn "Why Every Business Needs an Accounting Team in Their Corner."
And then let’s chat about how Patrick Accounting can simplify your business with proven tools, effective strategies, and hands-on support.
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