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Digital Asset, Cryptocurrency & NFT Accounting

How to Set Up a Web3 Accounting System A Step-by-Step Guide

As a Web3 business owner, one of the biggest challenges you may face is setting up an appropriate accounting system to track your digital assets. Without an accurate set of financial statements, you won’t be able to make strategic business decisions, win the trust and confidence of investors, or accurately report and plan for your taxes. In this article, we will provide a step-by-step guide and best tips to establish an appropriate accounting system for your digital assets to ensure accuracy across your reporting, from business decision to tax reporting purposes.

Integrate your Accounting Systems

The first step to establishing a proper digital asset accounting system is ensuring that you’ve integrated all of your accounting systems. You’ll have your digital asset accounting system and then your traditional accounting system, which is more for your fiat transactions. You’ll need to have a digital asset sub-ledger that will pick up all of your on-chain transactions, for any incoming money you receive in cryptocurrency, any outgoing spending you do in cryptocurrency. This will all be tracked on your digital asset sub-ledger. Additionally, when you’re transacting, you may also have capital gains due to the price volatility of whatever crypto assets you’re holding. This would also get picked up within your digital asset accounting system in terms of calculating those capital gains.

So, that system needs to get integrated with your traditional system, which usually is going to be on QuickBooks or Xero or another more common accounting software that is going to connect into your traditional bank feeds. The way that we integrate these two systems is via journal entries. All of the digital asset activity needs to be either via automations depending on the digital asset software that you’re using or through manual journal entries. We need to take all of the information that’s taken place from a digital asset perspective and make journal entries to integrate that in with our accounting system on the fiat side, whether that’s in QuickBooks or Xero. This is going to enable you to have one true and accurate set of financial statements that you’ll need again for business decision-making, for investors, and also for tax reporting purposes.

Track Cost Basis Properly

Accurate cost basis tracking is crucial when it comes to your digital asset accounting system. Failing to properly track this data can have serious implications on your tax liabilities and business decision-making abilities. If the initial cost basis data is inaccurate, it can carry over to subsequent tax years, leading to inaccuracies down the line. To ensure accuracy, it is essential to account for all digital asset transactions from the very beginning and use the right accounting methodology and tax positions. Many Web3 businesses make the mistake of not starting from their earliest transactions, leading to missed data that should have been included in the cumulative cost basis tracking. Accounting errors or bad tax positions can also lead to inaccuracies in cost basis data, which can carry over into future years. Diligently reconciling 1099s and tax documents with accounting records is another crucial step to ensure accuracy and avoid overstating or understating taxes. By starting from the earliest transactions and implementing an accurate calculation methodology, Web3 businesses can ensure that their cost basis data and balance sheet data remain accurate.

Reconcile 1099’s with Tax Reporting & Accounting

Failing to properly reconcile 1099s with accounting reports can lead to compliance issues and overpayment of taxes. It’s important to reconcile and report the 1099s accurately, and make adjustments as necessary. However, double reporting should be avoided, as it can lead to overstating taxes. On the other hand, neglecting to report 1099s can result in underreporting, leading to potential issues with the IRS. Therefore, congruence between accounting reports and 1099s is crucial for web 3 businesses to avoid compliance headaches and ensure accurate tax reporting.

Avoid Commingling Funds

Commingling is a common accounting mistake that many businesses make, especially in the digital asset space. It can complicate accounting unnecessarily and create a high risk of inaccuracies in financial statements. Commingling involves mixing business funds with personal funds or commingling multiple businesses together, which can lead to confusion and mistakes in accounting. When transactions are mixed together in a wallet or bank account, it becomes difficult to differentiate between personal and business transactions. This can cause a lot of problems when it comes to accounting and tax reporting. The biggest issue with commingling is that it raises the risk of inaccurate financial statements and tax reporting. It also becomes a very manual and error-prone process to sort through the transactions and determine which ones are business-related and which ones are personal. It’s important to avoid commingling as much as possible because it can really hurt the integrity of your accounting system and make your life a nightmare. It’s essential to keep personal and business finances separate to ensure accurate accounting and tax reporting.

Wrapping Up

When it comes to running a successful web 3 business, one cannot neglect the importance of a well-established and well-implemented digital asset accounting system. In fact, it is foundational to the success of any serious industry player who wants to be here for the long term. Without accurate financial statements, you’ll be making all of your business decisions blind, whether these are cash flow projections or any other business decision.

The starting point for any business decision is always your financial statements, and if they are inaccurate, you’ll be in trouble. Your investors, who are always interested in the health of your business, will request your financial statements to determine the profitability and cash flows related to your web 3 business. Therefore, accurate professional financial statements are essential to present your company in a true and accurate perspective. Without them, it can hurt your business reputation because your accounting is such an important part of your business decision-making ability that if you don’t have it in good order, it can bring into question the overall health of your business.

This can be a big problem when you’re trying to create business relationships with other professionals. A well-implemented and well-managed digital asset accounting system is imperative from a tax reporting perspective, as well. Accurate financial statements are needed to accurately report tax positions on tax returns and substantiate them in the event of an audit.

As a web 3 business, you need professional assistance from an experienced digital asset CPA firm in establishing and managing your digital asset accounting system. Camuso CPA is here to help.

We work nationwide with web 3 businesses and digital asset investors on digital asset accounting and digital asset tax reporting and tax planning. Our firm has a very long track record of working quickly with digital assets, and we have been here from the beginning of this industry. We can help you regardless of the level of complexity within your digital asset transactions or your digital asset accounting needs.

Contact Camuso CPA today, and we’ll be happy to speak with you to determine if we’re a good fit to work together based on your company’s needs.

About Camuso CPA

Camuso CPA saves you money, time and peace of mind.

We save digital asset investors and digital businesses thousands and cumulatively millions with effective tax planning strategies, accurate accounting and proactive advice.

At Camuso CPA, all our clients are digital asset investors and digital business owners. We’ve developed cryptocurrency specific expertise that allows us to provide tailored solutions to our clients in ways most other firm simply can’t.

Camuso CPA was one of the first CPA firms in the industry to provide their clients cryptocurrency accounting services and tax advisory. Camuso CPA was also the first CPA firms to accept cryptocurrency as a form of payment for professional services.

Learn more about us here.

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