Benny’s Basics: Some Quick Pros and Cons of Freelancing

For a longer read on these, check this out.

There are a lot of pros and cons to freelancing; here are a few quick ones:

Con: Freelancing is extremely expensive. Paying quarterly taxes, getting your own insurance, buying your own supplies…it adds up.

Pro: You don’t have a boss — mostly. You’re in charge of your schedule, which clients you take on and how you set up your agreements with them. So you’re the boss of you, as much as you can be while still needing to be paid by clients.

Con: You’re responsible for motivating yourself. No boss to make sure you’ve done things; just a client expecting a finished product on time.

Pro: The amount of money you make is contingent on how much work you do. The limit to your income is all based on you – how many clients you can take on, how quickly you can work…how much you’re charging. Done right, it’s a truly satisfying exchange of your product for money. Sweet, sweet money.

Con: Financial uncertainty and the crippling anxiety that comes with it. Nothing is guaranteed and it’s all up to you. Didn’t finish anything this month? No money. And yet, the rent is still due…

Pro: That freelance lifestyle! Hate working Tuesdays? Structure your workload so you don’t have to. Go for a run in the middle of the day or take a break and watch a movie. No 9-5 constraints for you!

Con: Freelancing is lonely. Working at home means unless you have a pet, you’re usually on your own. You’d think the lack of annoying coworkers would be awesome (and it can be) but not having other people can be more lonely than you might expect.

*Written by Aaron Taube on behalf of Benny*

Benny’s Basics: Common Insurance Terms

Agent: A person licensed to sell insurance plans from a single insurance company that can help you choose the plan that is right for you (provided that plan comes from the insurer the agent represents). These people must act in your best interest and are forbidden from trying to push unnecessarily expensive plans on you. You can find a list of them on your state or federal health exchange.

NOTE: New York is one of a number of states that differentiate between agents and brokers (who sell insurance from a number of companies), but in other states, these individuals or businesses are known simply as “producers” and they can sell insurance in either capacity.

Broker: A person licensed to sell health plans from a variety of insurance companies. You can find a list of them on your state or federal health exchange. These people must act in your best interest and are forbidden from trying to push unnecessarily expensive plans on you. You can find a list of them on your state or federal health exchange.

NOTE: New York is one of a number of states that differentiate between brokers and agents (who only sell insurance plans from a single company), but in other states, these conduits are known simply as “producers” and they can sell insurance in either capacity.

Coinsurance: A percentage that you are required to pay for certain health services, with your insurer covering the rest. Oftentimes, you will only have access to a coinsurance for services after you have reached your deductible (see “deductible”). For instance, if you have a $100 doctor visit and your insurer gives you 30% coinsurance subject to a deductible, you will be charged $30 for the visit if you have reached your deductible for the year and the full $100 if you have not.

Co-pay: A flat fee you are required to pay for certain health services, after which your insurer will cover the rest. Oftentimes, you will only have access to a co-pay for services after you have reached your deductible (see “deductible”). For instance, if you have a $125 doctor visit and your insurer gives you a $20 co-pay subject to a deductible, you will be charged $20 for the visit if you have reached your deductible for the year and the full $125 if you have not.

Deductible: An amount of money you have to spend before your insurer will start helping cover the costs of certain health services. The number of services subject to your deductible (i.e. that your insurer won’t help you with until you’ve reached this threshold) varies from plan to plan.

Dependents: Other people who will be covered under your health care plan. Usually, a spouse, child or “family.”

Federal health exchange: A healthcare marketplace created by the federal government that people can use if they live in a state that does not have its own exchange. Plans bought on this exchange can be subsidized if people make below a certain amount of money (see “healthcare subsidy”). You can find the federal health exchange here.

HMO: A health maintenance organization. These kinds of insurance plans only cover services provided by in-network doctors and hospitals. They also usually require people to choose a single primary-care physician, who then refers them to specialists when necessary.

Individual mandate tax: Under the Affordable Care Act (aka Obamacare), people who can afford healthcare but don’t purchase it must pay a tax. People are deemed by the law to be capable of buying healthcare if a) the cheapest plan available to them would cost more than 8.05% of their annual household income AND b) they make enough money that the IRS requires them to file an income tax return. In 2015, this tax is either $325 for every uninsured adult member of your household or 2% of your annual household income, whichever number is greater. You can find out more about this individual mandate tax, and whether you’re subject to it, here.

In-network: Health care providers that your insurance company has negotiated rates with. If you have an HMO (see “HMO”), your insurer will only cover services received from in-network providers. If you have a PPO (“PPO”), your insurer might cover some services received from out-of-network providers, but you’ll have to pay more than you would if you had used an in-network provider.

Navigator: Someone paid by the government to help people understand the federal and state exchanges and get a better sense of what plans might be good for them. You can find a list of them on your state or federal health exchange.

Open enrollment: The timespan during which people are expected to purchase their health insurance on the federal and state health exchanges for the coming year. For 2016, the open enrollment period will be between November 1, 2015 and January 31, 2016. In addition to the open enrollment period, you can buy insurance on the exchanges if you have recently experienced a life event that changed your insurance status like marriage, the birth of a child, or the discontinuation of your previous insurance plan (see “special enrollment period”).

Out-of-pocket maximum: The highest amount of money you can pay in a year for health care services covered by your insurer.

POS: A point of service plan, which splits the difference between a PPO (prefered provider organization and an HMO (health maintenance organization). In a POS plan, you have the option of seeing out-of-network doctors for a higher fee (similar to a PPO), but you need to get a referral from your primary care doctor to see a specialist (as would be the case if you had signed up for an HMO).

PPO: A preferred provider organization. These kinds of insurance plans sometimes cover services provided by out-of-network doctors and hospitals. However, you’ll get greater savings from in-network providers.

Premium: A flat, monthly fee that you have to pay your health insurer — regardless of whether or how often you access health care services. [There are other less common types of premiums, including annual or weekly, depending on the type of insurance and the agreement with the carrier. However, as the number of payments increases over the course of a year, the fees also increase for processing.]

Private health exchange: A health marketplace operated by a private organization. These marketplaces give people access to plans not available on the state or federal exchanges, but you will not have access to government subsidies if you use them. There are more plans available this way, as the federal and state exchanges have a limit on the number of plans offered and all plans must meet specific guidelines.

Special enrollment period: When it is not during open enrollment, you can only purchase insurance on a federal or state exchange during a special enrollment period, which is granted to people after life events like having a child or losing the insurance they were previously on. You can see if you qualify here.

State health exchange: A healthcare marketplace created by one of 16 states that residents can use to purchase plans. Plans bought on these exchanges can be subsidized if people make below a certain amount of money (see “healthcare subsidy”). You can find your state’s marketplace here.

Subsidy: The amount of money the federal government will give you in tax credits to help you pay for health care purchased on a state or federal marketplace. You’re likely to be eligible for a subsidy if you as individual make less than $46,680 annually, or if your family of four earns less than $95,400 per year. You can figure out how much you’ll likely be able to get using this calculator from the nonprofit Kaiser Foundation. Subsidies can often be taken as either a reduction in your monthly premiums or as a tax credit at the end of the year.

Did we miss a term you think should be on here? Let us know at Hi@usebenny.com!

Benny’s Basics: Common Entities for Freelancers

A short guide to common entities for freelancers and independent contractors. For the more in-depth version, head over here.

Certificate of Assumed Name/Doing Business As Certificate

PROS:

  • You can name your business whatever you want, so long as you’re not violating trademark laws and no one else in your state is using your desired name.
  • You can open a business bank account, making you look more professional to your clients and creating a more transparent system for deducting expenses come tax time.

CONS:

  • It’ll cost you about $100.
  • Your personal assets are entirely at risk in the event of any kind of legal issue.

Limited Liability Company (LLC)

PROS:

  • You might be able to shield some of your personal assets from a lawsuit that arises over the course of your work.
  • You look super professional to your clients, and give them added confidence that you won’t try to get yourself classified as an employee.
  • You get a business bank account, just like you would as a DBA.

CONS:

  • It’s significantly more expensive than a DBA certificate.
  • Even with the limited liability, your personal assets could still be at risk in a legal dispute.

S Corporation (S Corp)

PROS:

  • You can raise money for your company by selling stock.
  • You might be able to save some money on your taxes.

CONS:

  • Whatever money you save on taxes will likely find its way into your accountant’s pocket, anyway.
  • You’ll have to spend valuable time and energy making sure you’re taking a “reasonable salary” and that you’re accounting practices are in compliance with the law.

*Written by Aaron Taube on behalf of Benny*

 

Handy Links:

https://www.sba.gov/category/navigation-structure/starting-managing-business/starting-business/choose-register-your-busi

https://www.sba.gov/content/register-your-fictitious-or-doing-business-dba-name

http://www.dos.ny.gov/corps/

https://www1.nyc.gov/nycbusiness/description/certificate-of-assumed-name-for-corporations-llcs-lps-and-notforprofits

https://www1.nyc.gov/nycbusiness/description/certificate-of-assumed-name–business-certificate

http://www.nycourts.gov/COURTS/11jd/queensclerk/buscertscorpvetdept.shtml

http://www.blumberg.com/invoice.cgi?rm=view_cluster;cluster_id=1726984

http://www.nyc.gov/html/sbs/downloads/pdf/biz_express/easy_start_business_guide.pdf

https://www.sba.gov/content/limited-liability-company-llc

Benny’s Basics: After You Get Paid

Here’s some quick information from Aaron Taube on what to do after you get paid for freelancing (if you’d like to read the longer version, it’s over here):

  • Properly allocating the money your clients pay you can take just as much time and effort as getting them to pay you in the first place. You don’t need a software solution for this, but you should have some kind of organization to help you keep track of everything.
  • You’ll have to set aside money for taxes. Use IRS Form 1040-ES to figure out what percentage of your earnings you’ll have to pay the federal government — or make a guesstimate of about 25%. Then check your state and municipal taxation departments to learn what you’ll have to pay your state and local governments.
  • You’ll also need to make sure you have money to pay for business expenses like office space, gas money, or the materials you need to make your products. These expenses are used to calculate your working capital.
  • If you have money left over, you may want to look into investing in your future by setting aside additional money for health insurance and a retirement plan.
  • Still have money left? Congrats, you made a profit!

*Written by Aaron Taube on behalf of Benny*

Benny’s Basics: Invoices and Income

You can read about Aaron Taube’s experiences in longer form here, or just check out this cheat sheet on Invoicing and Keeping Track of Income:

  • Keep a scanned copy of your W-9 saved to your computer in order to save yourself some time when you add new clients. Any clients who pay you more than $600 in one year will need the information from this form (your mailing address and Social Security number) to send you a Form 1099, which shows the total they paid you and is needed to file your annual taxes.
  • Before starting a project, discuss with your client how soon afterward you expect to be paid. If they don’t follow through, don’t be afraid to follow up with a late notice or include an additional fee or percentage for late payments. If you plan on including a penalty for late payments, make sure it’s noted on your invoice.
  • If you have some money saved up, try accounting on an accrual basis (rather than a cash basis) to give yourself some control over your balance sheet. The main difference between the two is that using accrual basis allows you to count your money based on the work you’ve done (and invoiced) while cash basis only counts the work you’ve been paid for.
  • Do some research to see if an accounting or invoicing software program is right for you. If you’re not sure, don’t hesitate to test them out with a free trial. You can also find invoice templates and samples in Microsoft Word and, of course, on the interwebs.
  • Whatever you do, make sure you have some form of accounting for what you are owed, what you’ve received, and your expenses so that you can keep track of your business finances and accounting at a basic level.

*Written by Aaron Taube on behalf of Benny*

Benny’s Basics: Quarterly Taxes

You could read the information yourself, or you could get the benefit of Aaron Taube leading the way.

Step 1: For filing your federal quarterly taxes, you’ll first need to get a hold of IRS Form 1040-ES, which has all the information you need to estimate your taxes for the coming year. Make sure you find the form for 2015 and not an earlier year.

Step 2: Calculate your estimated earnings for the year. Make sure to take into account the fact that your customers may not all be settled up with you by the end of 2015. When in doubt, it’s probably good to err on the side of overestimating your projected earnings.

Step 3: Subtract your business expenses from how much you expect to earn, and plug your earnings into the self-employment tax and deduction worksheet.

Step 4: Once you have your estimated self-employment tax and the deduction you’ll be allowed to take, you can input that information into the estimated tax worksheet to find out what you will owe the federal government for the year. Mine came out to a little more than 25% of what I expected to make.

Step 5: You can choose to pay your quarterly taxes based on either your estimated taxes for the coming year, or on taxes you paid in the previous year. You’ll ultimately be stuck paying the same amount of money, but at least you have some flexibility in the scheduling.

Step 6: Use your estimated earnings to calculate your estimated state and local taxes. It’s different for every state, but living in New York City, I wound up having to pay about 8.5% of my estimated earnings.

Benny Tips:

Online Payments:  You can pay your Federal quarterly taxes online by using the Electronic Federal Tax Payment System. It’ll take about a week for the IRS to mail you a PIN number you’ll need to log in, so if you’re doing it this way make sure to plan ahead! Once you’ve gotten your PIN, this system will allow you to link your bank account to the site and pay your federal quarterly taxes directly to the IRS, without having to worry about dropping a check in the mail.

Quarterly Tax Schedule:  It’s called “quarterly” tax but the year isn’t broken up into even quarters and you may owe tax when you don’t expect to in 2015:

  • For the period January 1st to March 31st; quarterly taxes are due on April 15th
  • For April 1st to May 31st; your taxes are due June 15th
  • For June 1st to August 31st; your taxes are due September 15th
  • For September 1st to December 31st; your taxes are due January 15th, 2016