Episode Transcript
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Samantha (00:00):
Welcome to CreativeMind
Smart Money, the podcast where
creativity and business smarts collide.
I'm your host, Samantha Eck,bookkeeper, business coach, and
your go to guide for building thecreative business of your dreams.
Whether it's mastering your money,streamlining your systems, or growing
your business, I'm here to shareinsights that empower you to thrive.
Plus, I'll be bringing in industryexperts to dive into all aspects
(00:22):
of entrepreneurship, so you canturn your passion into profit
without losing your creative spark.
Let's get started
You are listening to the CreativeMinds Smart Money Podcast.
And today's topic, as always isvery exciting because I'm always
excited about all things finance.
I did wanna take a moment to pause andlet you guys know we have some amazing
(00:43):
stuff coming from profit and loss.
Deep dives to, I know I mentionedlast week, wine A and then
we have some amazing guests.
That are coming onto the show that Ithink we'll be able to provide some
really valuable insights and information,as well as some more conversational
interviews and things like that.
And I'm just so excited for you guysto see what's coming this year and
(01:07):
what I have in store for this podcast.
But as always, if you guys are interestedin hearing a but a specific topic or you
know someone that would be super valuableto have on the podcast, please check the
description box for that form and fill itout so that we can get them on the show.
Let's dive into today's topic, whichis all about payment processing apps.
(01:29):
Now, I think we've kind of touchedon these a little bit before.
We've talked about differentways of getting paid and
pricing and merchant fees.
We've talked about all kinds ofthings, and I have so many different
resources from my YouTube to myInstagram, to my threads, to my
LinkedIn about a lot of these topics.
But if you are here and you're like,Samantha, I just dig your podcast and I'm
(01:51):
here to listen to your voice, then let'sget into these payment apps, the pros,
the cons, the hidden fees, best practices,because when we talked about 10 90 nines a
couple weeks ago, we really analyzed what.
You owe for 10 90 nines and why?
Specifically, we don't use certainapps, and I really wanna talk about
(02:14):
a few of them because they're verypopular in the online service provider
space or even the product based space.
And some of these can actuallyreally hard your business
because they're so hard to track.
Especially if you're someone who'slike, I'm not ready for a bookkeeper.
I want to do this on my own.
A lot of these can cause a lot of chaos.
(02:35):
So I wanna be, again, thatresource and that lifeline for
you when it comes to these andgive you some really key insights.
First of all, I wanna state plain andclear payment apps make it super easy
to get paid, but there are certain onesthat are beneficial for your business
and are not, because there are MA appsthat are actually made for business.
(02:57):
Ones like Stripe, square,HoneyBook, things like that, that
are actually purposefully designedfor business are 110% fine.
But today I really want to touchon the ones that are not designed.
For business and can actually cause youa lot of stress and a lot of worrying.
(03:19):
So those specifically are PayPal,Venmo, Zelle, cash App, apple Pay,
Samsung Pay, whatever those are.
Now, I'm not saying you can't utilizethose because if you can pay through
Cash App, apple Pay, Google Pay, I thinka lot of those payment processors now
allow you to pay with those methods.
(03:42):
And that gets hard because it gets hardfor me to say that it's okay to use those.
Because a lot of the times whenyou're utilizing those, it's utilizing
those from the personal sense and notnecessarily from the business sense.
So first of all, yes.
The pros of using those apps is thatthey're convenient, they're easy to use,
and you might already be familiar withthem, especially if you're someone who
(04:05):
venmos your family money all the timeand you just kind of pass it off to them.
It might feel really easy for you toutilize that in business there is.
Of course a Venmo business account.
But what I found a lot of the timeswhen I start working with clients
is that they're not utilizinga Venmo bus business account.
They're using their personal account,which can cause a lot of issues
because when you're using that personalVenmo, it's not charging you the fees.
(04:30):
And you might be like,oh, hey, that's great.
I don't need fees.
But you are technically illegally.
Selling services on a personalplatform, and it's not meant for that.
It's not made for that, and you'renot supposed to, because the IRS can't
track that, and it can also createkind of like a red flag for them.
(04:51):
So things like that as well as PayPal.
Now, I will admit PayPal is made forbusiness, but I don't recommend it at all.
PayPal might seem super easy.
It might seem really straightforward,but it can cause a lot of issues, and
PayPal is not friendly to track atall in any sort of sense with your.
(05:13):
QuickBooks, especially some of the onesI've seen, because a lot of the times
people are transferring money in and out.
They sometimes spend money from theirpersonal account for PayPal because when
you're logged into PayPal, you're justkind of logged in and you don't realize
that you're in your business account andthen all of a sudden you spend money.
So.
PayPal again, is one of thosewhere I'm like, I don't think
(05:33):
you should use it at all.
If someone's paying youthrough PayPal, that's fine.
I really don't think you should beutilizing it for expenses and things
like that because, and that gets messyreally, really fast, especially if
you're someone who also uses PayPal.
On the personal side, I thinkZelle is one of those special
exceptions because with Zelle it.
(05:55):
You can actually set it up to sendfrom your business bank account,
and it's still gonna reflectin your business bank account.
The only problem I see with Zelle is a lotof the time people aren't detailed enough.
So there's actually a note sectionin Zelle in a memo where you can
put exactly what it's for, butusually people will just send money.
So my suggestion is if you aregoing to use Zelle for your
business, which you absolutely,absolutely can, there's no fees.
(06:19):
I would highly suggest thatyou actually utilize the memo
feature and put what it's for.
Now, of course, again, a lotof people pay contractors
through Venmo, things like that.
I, I'm not sure if you are aware of this,but there are payroll processing apps
that you can use to pay contractors.
I know that that adds a cost.
(06:40):
To your plate, but a lot of times it'sactually better to use something like
Gusto or Patriot or whatever it is topay a contractor rather than Venmo or
something else like that, because it's alot easier to track, and it makes it a lot
easier to get their information as well.
(07:03):
So of course when we're talking aboutthe pros, there's a lot of pros.
Again, like I said, because you,it's just easy to use and understand.
But I think there's a lot of cons as well.
There's a lack of protection,when it comes to tax season.
There's a lot of headachesand transaction limits, but
there's also just a lot of like.
Difficulty with tracking things.
(07:24):
PayPal in QuickBooks is notoriouslya nightmare for bookkeepers because
you have so many different thingsgoing on, and PayPal doesn't allow
for like bookkeeper specific.
Access.
You have to like, you can do that,but then it like it locks you
out if you use the same email.
(07:45):
It's very confusing because Iactually used PayPal for one client
and they use my like main email.
I've started to use that like plusfeature that you can use for Gmail,
but they use my main email and.
It got confused with my own personalPayPal, and it just caused a whole
bunch of issues, but not the point.
It can just get really messy becauseyou have so many different things
(08:08):
coming from so many different places,which is why I say specifically,
if you're gonna use it for paymentprocessing only, like you're going to
receive payments, that's 110% fine.
But if you're going to use itto also buy expenses, it can
become such a nightmare to track.
Now, of course, when we think aboutall these cons, we also want to
think about certain things such asprocessing fees, which are universal.
(08:32):
And I think we've talkedabout them before.
But if we haven't and you guyswant to hear more about merchant
fees, please let me know.
I'm happy to expand on them and expoundon why they're important and essential.
But processing fees are a big thingbecause anytime you use PayPal
for business, Venmo for businessor I don't know if Cash App even
has a business account, but PayPaland Venmo are the biggest ones.
(08:53):
They have processing fees.
Those processing feesare a part of business.
They're not so, and a lot of states willactually, it's illegal to do some sort
of like surcharging to recoup those fees.
Where I am in Texas, it is actuallyillegal, so you can't surcharge.
Now there's certain like ways aroundthat, especially if you build it into
(09:16):
your pricing or if your payment processorkind of like just makes them pay the, the.
Credit card fee.
It really depends, but there's aalso a huge risk of chargebacks.
Both PayPal and Venmo have chargebacksthat more often than not, side with the
(09:37):
customer side rather than the buyer side.
Now, I know you can have a lot ofprotections around that and everything
that you can fight back againstit, but you're more at risk with
using things like that than you are.
Using like an actual full blownpayment processor for processor.
For example, with HoneyBook, youalready have your contract, you
(09:57):
already have everything like that.
Now, I have heard nightmares aboutHoneyBook before where people have
gotten their money taken, but same thingwith Stripe and everything like that.
But I think it's more difficult toget money back on platforms like
PayPal and Venmo, where they're morelikely to side with the consumer than
they are to side with the seller.
And then of course you haveyour potential tax implications.
(10:19):
If you're using personal versionsof PayPal or Venmo, it can just
be a huge tax implication becauseit's not getting recorded properly.
And now your income is kind of just like,or being sent to a personal account and
then send into your business account.
And you want everything to be official.
You want everything to beas clear as possible, so.
(10:43):
If you are going to use them andyou're like, Samantha, I really do.
Just like, I love PayPal.
I just wanna use PayPal.
I get it.
I know I just broke my ass, butI, I a hundred percent get it.
I understand that that's somethingthat's really easy for you to use.
If you're going to use any ofthese, I really do suggest Zelle
over anything because like Isaid, it's really easy to track.
It can come right out ofyour business account.
(11:04):
You can add that memo.
But if you're gonna use PayPal and Venmo,please use the business versions of them.
Please don't use personal versions.
I would not suggest Cash App at all.
I would not suggest Apple Pay or SamsungPay or any sort of app like that.
If it does not come directly from yourdebit card, I really wouldn't suggest it.
But of course, if you really,really wanna use PayPal or Venmo,
(11:26):
please use the business versions andplease only use them for business.
I will suggest as well that ifyou use Venmo, both personally
and for business, that you.
Don't transfer personalmoney out through Venmo.
You put your money into your businessaccount from Venmo, and then you transfer
(11:46):
it to your personal account because thetracking for that can just get so chaotic.
And so confusing for you or even yourbookkeeper if you have a bunch of things
going on in the background of Venmo.
'cause I've seen it a couple times nowwhere people both have a bus business,
Venmo and a personal Venmo, and theytransfer from their business Venmo
straight to their personal accountand it can just cause so much chaos.
(12:09):
I would prefer you use something likeQuickBooks or Square or Stripe or
HoneyBook or whatever it is that has aninvoicing software built in and doesn't
have these kinds of like just randompayments that come from places, but
absolutely, if you really have to, Iwould prefer you use the business accounts
of PayPal and Venmo, of course, withthe very professional payment system.
(12:33):
It gives you really good ease ofuse to get those payments right
into your business bank account.
And they're really bookkeeping friendly,so like Stripe square, HoneyBook,
things like that are really bookkeepingfriendly and really easy to find fees.
When you start doing Venmo andPayPal and things like that, it
can just cause a lot of stress.
I. In pain, and I think I've mentionedthis before with Square, but I would
(12:55):
never, ever, ever get any of their bankingproducts getting any of their banking
products, whether that's a checkingsavings account or something like that.
Especially the savings account can messup your books huge because they can
become such a huge source of stress.
It's not easy to track all thatwhen you have a bunch of stuff
transferring or auto transferswith savings and things like that.
(13:16):
It can become a nightmare very, very fast.
And this is not me saying, oh,make it easy for me to do your
books or make it easy for anyother bookkeeper to do your books.
This is me saying that if you are someonewho is like, I'm committed to doing my
own books and I wanna make it as easyas possible on myself, I wanna make sure
that you're aware of all of the issuesthat these certain apps can cause you.
(13:37):
So payment apps, again, aren't bad,but they're not really a replacement
for proper financial systems.
If you're like, I really want like agood proper system, then you need to look
at those other ones that I mentioned.
I want you to just evaluate yourcurrent payment methods and see if
you can really, if they align withyour long-term business goals, but
(13:57):
also if you can cut some of them out.
I know it might seem easy for someoneto just be like, oh, hey, just Venmo
me for this or pay me this way.
If you can cut those out, I promiseyou, you'll save yourself so much
heartbreak and so much heartache tryingto figure things out at tax time.
Then if you were to get to the endof the tax season and now you have
to go through and sift through allof your Venmo transactions to find
(14:20):
out what was actually business.
If you found this episode useful, pleaseremember to subscribe, leave a review,
and share with a fellow business owner.
As always, I hope you havean amazing rest of your week,
and we will see you next week.
Farewell fellow Travelers.