12 Financial Tips For WordPress Agencies and Freelancers

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One of the best statements I have ever heard from an entrepreneur about business and money is that “Money isn’t the most important thing, but it touches everything that is.”

What it means is that money makes the world go ‘round. If you want to start a business, you need money for software, equipment, and supplies. If you want to grow your business, you need money for sales and marketing. If you want to give back to your community, you need money to donate. If you are a freelancer, you need to make money to pay your bills, and if you’re an agency, you need money to pay your overhead, pay your team, and reinvest back into the business.

Money is a necessary part of doing business and the reason we all work in the first place, but money is also where many WordPress agencies and freelancers run into trouble.

12 Financial Tips For WordPress Agencies and Freelancers

Here are 12 financial tips to help you achieve success with your WordPress agency or freelance WordPress business:

1. Get Separate Bank Accounts

Do not mix your personal and professional finances.

Get a separate checking account, and savings account set up for your business. Having different accounts will make your bookkeeping, taxes, and legal compliance much more manageable.

2. Use Specific Bank Accounts

Consider opening additional bank accounts for specific expenses and setting up automatic transfers from your primary checking account to these specific savings accounts. This approach allows you to automate the saving of funds for things like your 401K contributions, estimated tax payments, business license renewals, business travel, and healthcare.

use specific bank accounts

Here’s an example of how this works:

If your budget for business travel and conference attendance is $6,000 per year, you could set up an automatic transfer of $500/month from your business checking account to your business travel savings account. Then when evaluating whether you can attend an event or not, you can check that bank account to see if you have the funds. If you do, go to the event, if you don’t, you skip it.

3. Consider Forming A Business Entity

Sole proprietors have some of the highest tax rates in the country. Consider forming a business entity that has a more favorable tax structure and consult with a legal professional on the best entity for your situation.

For example, my agency Bourn Creative is a pass-through entity. We’re an LLC taxed as an S-Corporation. The annual fees associated with maintaining the LLC and the additional tax preparation that is required are far less than the amount we save in taxes because of this corporate structure.

Also, establishing the LLC separates all of our personal assets from the business assets. This separation protects our business assets, such as the cash in the bank, a few computers, some video equipment, and a printer. All of our client contracts are between the client and the LCC, which protects personal property and assets in the unfortunate event that a client relationship deteriorates and the client sues for compensation.

4. Invest In Online Bookkeeping Software

Invest in online bookkeeping software like Quickbooks Online. I use and recommend Quickbooks because it’s well known and understood by a vast number of accountants and bookkeepers and because it makes our financial lives more manageable.

With Quickbooks Online, you can:

  • Connect the software to your bank accounts, so your invoices and payments are automatically reconciled
  • Track invoices and see if a client has opened the invoice
  • Invoice clients and accept credit card payments or bank transfers, including recurring payments
  • Customize the payment type per invoice and client
  • Provide your CPA login credentials during tax season so they can get everything they need without you having to do tons of work
  • Easy to understand reporting and customizable reporting
  • No software to update or no new software to purchase

keeping books for financial success

5. Hire An Amazing CPA

Do yourself a favor and skip the DIY everything mentality that most freelancers and agency owners have. Invest in a fantastic CPA.

A good CPA will ensure you pay all legally required taxes, but not a single penny more than you have to. With an understanding of the ever-changing tax laws, loopholes, and potential write-offs, a CPA will help you keep more of the money you make by enacting as many legal tax strategies as possible—many you would never know about if you tried to do your taxes yourself.

A business accountant will always know more than you about managing the financials of your company. They can provide consulting services throughout the year, including mid-year check-ups and future business planning and investment planning. An accountant can also give you an analysis of the financial health of your business, reviewing things like sales reports, balance sheets, and profit and loss statements so they can help you make needed course corrections and show you where you make improvements.

The bottom line is that if you want to pay more taxes, do it yourself, but if you’re going to keep more of the money you make, hire a professional.

6. Keep Three Months Of Operating Expenses In The Bank

Make it a point to keep at least three months of operating expenses in the bank at all times. With this savings approach, you’ll experience less financial worry and stress over managing cash flow and because you’ll be well-prepared for unexpected expenses like a sudden computer failure.

Keeping cash on hand will also help you:

  • Bridge the gap if a client delays their payment or you lose a retainer client
  • You need to hire someone or pay a vendor or contractor in advance
  • Say yes to a new business opportunity

investing in savings and 401k for long term financial success

7. Max Out Your 401k Contributions

Keep more of your money by putting as much as can into your pre-tax 401K savings to reduce your overall tax liability.

While maxing out your 401K contribution is always the best choice, starting with some savings is better than not contributing at all. If you’re unable to max out your 401K contribution take baby steps:

  1. Get started with a savings amount that you’re comfortable with
  2. Divide it by 12 or the number of paychecks you receive each year
  3. Set up an automatic monthly deposit for that amount
  4. In six months, increase the amount by $25
  5. Six months after that increased it by another $25
  6. Continue doing that until you’re maxing out your contribution

8. Business Expenses Are Not Free Money

It is never wise to spend a dollar now because you’ll save 20 cents on taxes—because you still paid a dollar. Calling something a business expense or a write-off doesn’t make it free money you can spend without consequence. To remain cash flow positive, it is just as important to manage your expenses and spending as it is to make more sales and bring in more money.

9. Seek Ongoing, Long-Term Work

While one-off website projects are great for providing an influx of cash and more substantial lump sum payments, it can be stressful and exhausting to make new sale after new sale to stay afloat. Likewise, relying on a consistent stream of new clients is often a ticket aboard the feast or famine roller coaster.

Consider seeking out ongoing monthly website support and maintenance work as well as long-term retain engagements with clients who purchase a block of hours each month and sign six-month or even year-long contracts.

At Bourn Creative, we have several long-term retainer clients who have a dedicated block of hours every month for engineering and development work. We also have ongoing website support and maintenance clients and long-term retainers for graphic design work. The monthly billing from these clients provides a stable, reliable income base that we can count on when strategizing and planning for the future. We also focus on finding ideal clients.

10. Use A Rewards Card Whenever Possible

Rewards credit cards can deliver huge benefits, but you have to be smart about how you use them.

earn rewards for purchases

First, it is imperative that you never carry a balance from month to month because the interest rates on rewards cards will wipe out any point or rewards you may earn. Second, pick one rewards card that you are going to use and stick with it. If you spread your purchases across too multiple rewards cards, your spend amount won’t be enough on each to make it worth it.

Here’s how rewards cards can work in your favor:

  • We hold one primary rewards credit card for Southwest Airlines and maintain a Hilton Honors rewards account as well.
  • We pay every possible business expense with the Southwest Card, including our health insurance.
  • The rewards are tied to our Southwest Rapid Rewards accounts, so while our business expenses earn the points, we redeem the points for personal travel.

Also, when possible, also take advantage of 0% financing through vendors and use someone else’s money to finance your large purchases. For example, when my iMac suddenly died earlier this year, I replaced it with a new iMac Pro but didn’t have $5,000 sitting around that I wanted to give to Apple.

I took advantage of a special promotion Apple was running that offered 0% financing for 18 months. This way we’re paying much smaller automated payments each month and at the end of 18 months, it will be paid off, and I used their money to make it happen.

11. If You Don’t Know Your Numbers Get Help

As a business owner, you need to not only know but fully understand your numbers. Terms like gross sales, expenses, monthly cash flow, and debt service need to be familiar to you.

If you don’t know how to find those numbers or don’t understand their impact and what they mean, it’s time to get help from a financial professional. Hire a bookkeeper, get an accountant, or find someone to provide the training you need.

12. Everything Is Negotiable

While it won’t typically work for retail accounts, if you can get ahold of a real person for a business account, you can usually negotiate down your pricing to save money.

financial tip to negotiate bills and rates on business expenses

Here are two examples where this strategy has worked for me:

  1. We had a marketing automation software subscription that was $300/month, but when attending an event, we saw the company was running a sale for $250/month. We contacted a sales rep after the event and got our rate dropped to the new sale price.
  2. Our phone and internet bill was higher than we’d like it to be, so we called the provider, talked to a customer service agent, and asked, “What can you do for us?” In a candid conversation, we dropped our bill significantly and received a better service package with improved internet speeds.

Take Baby Steps For Long-Term Financial Success

Hopefully, you learned a few new financial tips to help solidify the financial foundation of your WordPress business. But, if you read through this list and feel a little overwhelmed, that’s okay too! Every business owner takes these steps in their business over time and not all at once.

Take baby steps. Choose one thing to implement and get it done, then choose another, and keep going until you have applied everything.

Fun Fact: This Thanksgiving, our family of four is going on a nine-day vacation that includes two flights, a rental car, and three hotels and the flights, hotels, and rental car are all free—paid for with points earned through business payments. 

Think of what you might achieve by implementing these twelve financial tips.

Consider Managed WordPress to Save Time and Money

If you want to make another smart financial decision, consider checking out Managed WordPress Hosting from Liquid Web. They take care of image compression, automatic updates for plugins and the platform, and make managing multiple websites easy.

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