Don’t let beneficiary designations thwart your estate plan

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QuickBooks Online can boost your profitability—if you take full advantage of some of its more effective tools.

We like QuickBooks Online for a lot of reasons. It’s designed for small business owners, not accountants, so its language and processes are understandable. It offers all the tools you need to manage your income and expenses. It provides tools for tracking inventory, creating projects, and running payroll. It generates reports. Plus, it’s highly customizable, so no matter what kind of business you own, you can make it work for you

QuickBooks Online’s bookkeeping capabilities can ensure that you get the numbers right, but its benefits go beyond that. Many of its tools can actually help you make changes to improve your company’s profitability if you commit to using them regularly. Try incorporating these five features into your regular workflow for three months and see how they can:

1. Improve Customer Relationships

Your customers are good, and it’s often well-worth your time to cultivate good, long-lasting relationships with them. If you haven’t seen their name on an invoice for a while, send them a friendly, personalized email offering a one-time discount. Or tell them about new products and/or services that they might like. And don’t neglect your best customers. Let them know occasionally that you appreciate their business by sending them a freebie.

QuickBooks Online provides exceptionally detailed customer records that can give you quick insight into your customers’ history, their current status, and future opportunities. Beyond basic contact information, customer records offer comprehensive transaction lists and activity feeds that document your interaction with them. You can take notes and assign tasks, browse projects you’ve done for them, and see their current open balance and any missing payments. Connect Gmail or Outlook to QuickBooks Online, and you’ll be able to store conversations with them right in their records. You’ll find customer records by clicking the Home button in the toolbar, then Customer Hub, then Customers & Leads.

Sales by Customer

Maintain your customer records diligently, and QuickBooks Online can serve as a customer relationship manager (CRM). The Sales by Customer report can be a big help here.

2. Help Maintain Smart Inventory Levels

If you sell products, you know what a balancing act inventory management can be. Carry too much and you may be tying up more money than you need to. Cut your levels too close, and you risk not being able to fulfill some orders – and maybe even losing customers.

QuickBooks Online can help you track your inventory so you can minimize those problems. You’ll know instantly when you go to the inventory home page which stock levels are low, what your best sellers are, and whether there are any open sales orders or purchase orders. Inventory records provide details about each item. They also tell you what the quantity on hand is and whether any are on purchase order or sales order, as well as the reorder point that you set. Reports that are helpful here include Inventory Valuation Summary/Detail and Sales by Product/Service Summary and Detail.

To see inventory pages in QuickBooks Online, click All apps in the toolbar, then Inventory.

3. Accelerate Customer Payments

This is probably the most formidable problem that small businesses face. How do you get your customers to pay on time? You can, for example:

  • Charge late fees.
  • Decrease the number of days until the due date.
  • Offer a small discount for early payment.

Probably the best way to encourage timely remittances is to allow customers to pay electronically. You’ll need to set up a merchant account through QuickBooks Payments. Customers will be able to pay directly through an invoice, on site or in a store, or digitally (ACH and credit/debit cards, Apple Pay, PayPal, Venmo, etc.). Transaction fees will apply.

Payment methods

You can speed up payments by giving customers more convenient, faster options.

4. Improve Your Cash Flow

It all comes down to how much is coming in vs how much is going out. Keeping a close watch on your cash flow is critical. Positive cash flow is not the same thing as profitability, but the two are, of course, closely related. QuickBooks Online provides ways for you to monitor this. Click the Home button in the toolbar and scroll down until you see the Cash Flow graph. This will give you a quick look at todays and your historical cash flow. If this snapshot doesn’t mean anything to you (and it may not; it’s pretty simple), we can analyze your situation by running and analyzing QuickBooks Online’s report, Statement of Cash Flows.

5. Keep Track of Your Digital Paperwork

How do you keep track of what invoices have been paid? You can always run a report that you should be running regularly: Accounts Receivable Aging Summary. This will spell out who owes you money and who is late sending it in. Though you can customize this report, the default view will show you a list of customers’ (and related jobs’) names with six additional columns showing whether they’re up to date or a certain number of days (by range) late: Current, 1-30, 31-60, 61-90, 91 and over, and Total.

You can also see a visual of your outstanding customer payments. Click Home, then Sales & Get Paid, then Sales transactions. Colored bars at the top of this page show you how much money is tied up in Estimates, Unbilled income, Overdue invoices, Open invoices and credits, and Recently paid. Click on any bar to see a list of related transactions below.

Final Thoughts

QuickBooks Online can, in many small ways, help you achieve profitability, but it takes diligence on your part. If you’re not already taking these five steps regularly, try to work them into your accounting workflow. Taken together, along with the other things you do to get profitable and stay profitable, you should see your smart use of QuickBooks Online pay off. If you have questions, please reach out to our QuickBooks team to learn more.

Reminder

Don’t forget that QuickBooks Desktop will be sunsetting in May of 2027, making now an important time to switch over to QuickBooks Online if you haven’t already. Please reach out to us to schedule a consultation to learn more.

 

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For many individuals, certain assets bypass their wills or trusts and are transferred directly to loved ones through beneficiary designations. These nonprobate assets may include IRAs and certain employer-sponsored retirement accounts, life insurance policies, and some bank and brokerage accounts. This means that if you aren’t careful with your beneficiary designations, some of your assets might not be distributed as you expected. Not only does this undermine your intentions, but it can also create unnecessary conflict and hardship among surviving family members.

3 steps

Here are three steps to help ensure your beneficiary designations will align with your estate planning goals:

1. Name a primary beneficiary and a contingent beneficiary. Without a contingent beneficiary for an asset, if the primary beneficiary dies before you — and you don’t designate another beneficiary before you die — the asset will end up in your general estate and may not be distributed as you intended. In addition, certain assets are protected from your creditors, which wouldn’t apply if they were transferred to your estate. To ensure that you control the ultimate disposition of your wealth and protect that wealth from creditors, name both primary and contingent beneficiaries and don’t name your estate as a beneficiary.

2. Reconsider beneficiaries to reflect changing circumstances. Designating a beneficiary isn’t a “set it and forget it” activity. Failure to update beneficiary designations to reflect changing circumstances creates a risk that you’ll inadvertently leave assets to someone you didn’t intend to benefit, such as an ex-spouse.

It’s also important to update your designation if the primary beneficiary dies, especially if there’s no contingent beneficiary or if the contingent beneficiary is a minor. Suppose, for example, that you name your spouse as the primary beneficiary of a life insurance policy and name your minor child as the contingent beneficiary. If your spouse dies while your child is still a minor, it may be advisable to name a new primary beneficiary — such as a trust — to avoid the complications associated with leaving assets to a minor (court-appointed guardianship, etc.). Note that there are many nuances to consider when deciding to name a trust as a beneficiary.

3. Take government benefits into account. If a loved one depends on Medicaid or other government benefits — for example, a disabled child — naming that person as primary beneficiary of a retirement account or other asset may render him or her ineligible for those benefits. A better approach may be to establish a special needs trust for your loved one and name the trust as beneficiary.

Avoiding unintentional outcomes

Not paying proper attention to beneficiary designations can also expose your estate to costly delays and legal disputes. If a listed beneficiary is no longer living, or if a designation is vague or incomplete, an asset may have to go through probate, which defeats the purpose of naming beneficiaries in the first place.

This can increase expenses, delay distributions and create stress for your family during an already difficult time. Carefully making beneficiary designations and regularly reviewing and updating them helps ensure your asset distributions align with your current wishes, helps prevent disputes, and helps protect your family from unintended financial complications. Learn more about our Estate Planning and Compliance services and contact us with questions regarding your estate plan.

© 2025

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