Difference Between Accrual Accounting & Cash Basis Accounting

Yeon J.

24 Nov 2023 — 6 min read

If you are a Small Business Owner, Freelancer, or Entrepreneur stepping into the world of finance management, it's crucial to understand which accounting method best fits your business. Whether you're an experienced owner, or just starting out, choosing the right accounting approach is a vital step in making well-informed business decisions.

Understanding the difference between these two accounting methods Accrual Accounting and Cash Basis Accounting is more than just a technical necessity—it's about finding the right tool to paint an accurate picture of your business's financial health.

In this blog, we'll simplify and break down both accounting methods helping you decipher which method might be the best fit for your business’s needs.
Additionally, you can learn How Circler.io can revolutionize your bookkeeping process, making financial management accessible and time-efficient, regardless of your accounting knowledge.

Let's dive in to unravel these accounting methods and discover how embracing the right technology can propel your business forward.

#1 - An overview: Cash Basis versus Accrual Accounting

Cash basis and accrual accounting are two fundamental accounting methods that differ mainly in the timing of when sales and purchases are recorded in your accounts.

Cash basis and Accrual accounting each have their pros and cons.

i. Cash Basis Accounting:

Timing: Transactions are recorded only when cash changes hands. Income is recorded when received, and expenses are recorded when paid.
Simplicity: This method is simpler and more straightforward, often preferred by small businesses and individuals.
Cash Flow Tracking: It offers a clear view of how much actual cash your business has at any given time.
Limitation: It might not always provide a realistic view of a business’s financial health, as it doesn’t account for money that is owed or owing.

ii. Accrual Accounting:

Timing: Transactions are recorded when they are earned or incurred, regardless of when cash is received or paid.
Comprehensive: This method provides a more accurate picture of a business’s financial health over a longer term.
Revenue and Expense Matching: Accrual accounting allows businesses to match revenues with the expenses incurred in earning them, providing a better understanding of profitability.
Complexity: It is more complex and is typically used by businesses with more sophisticated accounting systems and a higher volume of transactions.

In summary, while cash-based accounting is simpler and more focused on cash flow, accrual accounting offers a more comprehensive view of a business's financial situation but requires a more complex accounting process.

The choice between the two methods depends on the specific needs, size, and nature of the business.

#2 - What is Cash Basis Accounting?

Cash basis accounting is a straightforward method where transactions are recorded only when cash is exchanged. Revenue is recognized when cash is received, and expenses are recorded when they are paid. This approach offers simplicity, especially for small businesses or individuals, as it directly tracks cash flow.

i. Simplified Cash-Based Accounting Examples:

Revenue Example:
Imagine a freelance graphic designer, Creative Designs LLC, completes a project and sends an invoice for $1,000 on July 5th but receives the payment on August 10th. In cash-based accounting, this $1,000 is recorded as revenue on August 10th, the day the payment was actually received, not when the invoice was sent.
Expense Example:
Suppose Creative Designs purchases a new software license for $300 on June 15th but pays for it on June 30th. In cash-based accounting, this expense is recorded on June 30th, the day the payment is made, not the day the software was received.

ii. Who Uses Cash Basis Accounting?

Cash basis accounting is commonly used by small businesses, sole proprietors, and individuals. It's preferred for its simplicity and a direct reflection of cash flow, making it easier for those without extensive accounting knowledge. This method is ideal for businesses with straightforward transactions and those that don’t extend credit to customers

iii. Advantages of the Cash Method

User-Friendly - The biggest benefit of using the cash method is its simplicity. Since you only record payments and expenses as the transactions are completed, you won’t need to worry about following the time-consuming double-entry method used in accrual-based accounting. This ultimately makes producing and interpreting financial statements a much less daunting task.
Fast - With cash accounting, all your expenses and income will be immediately clear at any given moment, allowing you to make decisions quickly with all of the information at hand.
Better for small businesses - If you’re running a smaller business with fairly consistent sales and expenses, the cash method may be the best option for you. If you intend to keep your business small and privately owned, you won't have to worry about GAAP, so the cash method is an easy choice.

#3 - What is accrual accounting?

Accrual accounting is a method of tracking finances where transactions are recorded when they occur, not necessarily when cash changes hands. For instance, you record sales when you make them, even if the customer hasn't paid yet, and you record expenses when you incur them, not when you actually pay the bill. This approach gives a more accurate picture of a company's financial health, as it shows income and expenses in the period they happen, regardless of when the money is actually received or paid. It's particularly useful for understanding the true profitability of a business in a given time frame.

i. Accrual Accounting Examples:

Revenue Example:
Imagine a landscaping company, Green Gardens Inc., which completes a garden renovation for a client on July 15th and invoices them $2,000 for the job. In accrual accounting, Green Gardens records this $2,000 as revenue in their books on July 15th, the day the service was completed, not when they actually received the payment. This revenue is noted in the "Accounts Receivable" ledger because it represents money the client owes to Green Gardens for services rendered.
Expense Example:
Now, let's say Green Gardens bought $500 worth of plants and materials on July 10th, but will pay the supplier later in August. Under accrual accounting, they recorded this $500 expense on July 10th, the day they received the materials, not the day they paid the bill. This expense goes under 'Accounts Payable' as it's a liability, representing money Green Gardens owes to the supplier.

In both examples, the key point of accrual accounting is that transactions are recorded when services are provided or goods are received, not necessarily when cash is exchanged. This method gives a more accurate financial picture of the company at specific dates.

ii. Who uses accrual accounting?

While it’s perfectly acceptable for small businesses to use accrual accounting as their primary method of accounting, it’s not required.
However, If an organization makes more than $26 million in sales for three years or has inventory, the IRS requires that it use the accrual method of accounting. (reference)
C corporations must use the accrual method if their average annual gross receipts for the previous three years were more than $5 million. (reference)
Tax shelters and general partnerships that have C corporations as partners and fail the $5 million test also must use the accrual method. (reference)

iii. Advantages of the Accrual Method

Greater Financial Foresight - Since the accrual method recognizes revenue and expenses before receipt or payment, it can give business owners a clearer picture of their company’s financial situation. Accrual accounting is especially well-suited for larger businesses that need a more in-depth financial picture of the company to track multiple income streams or large inventory volumes.
Eligible for Stock Trading - In addition, since the accrual method follows GAAP accounting standards, utilizing this form of accounting will ensure your company is eligible for public trading from the onset. Another benefit to the accrual method is that it can generate the kind of financial reports that investors like to see, as it provides much more information than the cash method.
Saves Time and Money Later - If you expect your startup to take off in the coming years, starting with the accrual method upfront will save you an enormous amount of time and resources on switching from cash to accrual accounting in the future.

Conclusion: Choosing the Right Accounting Method for Your Business

In concluding our exploration of 'Cash Basis vs. Accrual Accounting,' it's clear that selecting the appropriate accounting method is crucial for your business. The right choice hinges on your business size, complexity of transactions, and financial reporting needs. While cash-based accounting suits smaller businesses seeking simplicity and direct cash flow tracking, accrual accounting fits businesses aiming for a comprehensive view of their financial health.

At this juncture, Circler.io steps in as an invaluable tool for small businesses and entrepreneurs. As a private AI assistant, Circler is designed to ease the burden of bookkeeping, making it accessible even for those with minimal financial literacy. With Circler, you don’t need to be a financial expert to run and expand your business.

Our AI assistant effortlessly follows your prompts to interpret bills, invoices, and receipts, and accurately create accounting entries. Circler not only generates insightful reports but also makes recommendations on where to enter each journal entry, alerting you about key financial shifts, from upcoming conversions to recognizing liabilities and assets.

By choosing Circler.io (Your Personal Bookkeeping AI) you embrace a future where managing your business's finances becomes more efficient, less time-consuming, and tailored to your growth aspirations.

As we bid farewell in this blog, remember that the right accounting method, complemented by the right tools like Circler, sets the foundation for bigger, more successful business ventures.