By Gregory P. Cheng RPT, Philadelphia PA
It’s easy to think that we piano technicians earn $100 or more per hour. If your gross income is in fact over $200,000 then you don’t need this article, because you are making about $100/hour, but either way be careful when you calculate that number. My business did very well last year as a new business. I work well over 40 hours a week as a new business entity and partner, and I took no time off in my first year, but my hourly wage averaged around $30/hour. Here's why:
When we break down our businesses, there are many things you must consider. For instance, are you working a 40-hour workweek? Of those hours, how much time is spent in labor on pianos versus office hours? I define office hours as scheduling, customer tracking, ordering supplies and parts, and working on your financial stuff to pay taxes or contractors. What are your overhead costs?
Here is a list of expenses you have to consider (some or all may apply to you):
Website hosting and domain services
Car payment interest
Credit card processing fees
Anyone who hasn’t paid you for services or products
Professional Dues and Subscriptions
Workers compensation (if you have employees)
Materials and Supplies
Meals and Entertainment
Computer and software
Printing and copying
Janitorial and cleaning
Repairs and Maintenance
Salaries and Wages (if you have employees)
Office and Sales Labor
Company Payroll Taxes
Seminars and Training
Cell Phone Services
Utilities (if you have a shop or home office)
This is a basic template for a Quickbooks Expense sheet and may look daunting, but keeping track of all of these items will help give you a very clear picture of your end-of-the-year profit/loss and balance statement sheets. This is my personal list and may not be a comprehensive list for everyone.
Almost everything on the list is pretty self-explanatory, however, there are few things that must be defined or clarified.
...are only expensed at the percentage you use for the business. If you have one vehicle for business, and one for personal, then the business vehicle is 100% a business expense. If you have a vehicle that you use for both, then you need to accurately represent the percentage you use the vehicle for business. Mileage is tracked by travel to your second business stop to your last business stop. So if you have one appointment, your travel from your home to your appointment and home again would be considered a commute and is therefore not counted as business miles. From and to home is always only commuter miles.
Most big banks have a business checking account fee. The same applies to when you collect credit card payments from customers. There is usually an average of about a 3% charge on all transactions. These fees are expenses.
...aren’t your bad debts. They are the uncollected debts from your clients if a client refuses to pay.
...are when you donate an item or product, but not a service. For instance, if you donate a piano to a church, this qualifies as an expense. I think it’s silly that you cannot donate your services, however to do that you are required to “donate” a check in the amount of your tuning, and have them write you a check for your tuning. The money went in a circle. One as a donation, the other as income. It amounts to a zero balance, but that is the only way to do it.
...are the PTG conventions, manufacturer seminars, or anything you are doing to continually educate yourself for your business.
This one is a bit tricky, but things like cars, computers, and equipment have a life span. The depreciation expense basically states that the items you are deprecating will have no value after a certain amount of time. You don’t have to use a Depreciation Expense, but long-term businesses may benefit from depreciating things over time rather than expensing it all at once. You can’t do both. There is a governmental chart that defines the values you can use. You can find out more info on this here.
Professional Dues and Subscriptions
Your PTG dues, ProPTN membership dues, and any other business-related professional organizations you belong to.
You need to have at least General Liability and Tool insurance or Business Owners Insurance (BOI). BOI covers a lot of ground. General BOI is usually General Liability, Business Property, and Business Income. Business income protection helps replace lost earnings when you can’t do business because of a covered loss, like theft or fire. Tool Insurance will help you replace your tools in case of fire or theft. ( Don’t be one of the piano technicians losing $10k or more of tools for various reasons and have no way to replace them.) With an open market on health insurance, it is no longer necessary to have, but I highly encourage it. You never know when you may need it.
The interest you accrue on business loans and business credit cards are an expense.
Hardware and software are expansible, the hardware may be a depreciation expense, but items like scheduling software are a monthly (if not yearly) expense. The same goes for Microsoft Office 365, Quickbooks, and any other software subscription you have to pay to run the business. Other office expenses include items in your office such as pens, papers, folders, printer ink, stamps (or even Stamps.com) etc.
This often gets mistaken for Dues and Subscriptions. The way to remember the differentiation is that Professional fees are fees that you paid for professional services, like Turbotax, or your accountant.
Wages and Salaries
If you have an employee that helps you schedule whether they are 1099, part-time, or full time, their pay is an expense.
Seminars and Training
Not to be confused with Continuing Education, this is the cost of goods used or to provide the training. For instance, when I do polyester training, I have to buy my own products and then use it in the training. The use of these products in the class is then written off as an expense.
If you have a landline, VOIP, or cell phone for business - these are expenses that you need to track. If you have one cell phone that is used for both personal and business use, then you need to break out the percentage. Personally, I have a ratio of 60/30 business/personal use. Since 60% of my cell phone calls are for business, 60% of my monthly bill is part of my expenses.