Are you considering transitioning from a Sole Trader to a Limited Company for your business? This shift can open growth and market expansion doors while offering potential tax advantages. However, deciding based on solid commercial reasons is essential rather than just short-term tax savings.
Before proceeding, be aware of the costs involved in setting up a Limited Company to ensure a well-informed choice for the future of your business.
Our comprehensive guide will assist you in understanding the benefits, implications, and factors to consider, making the process smoother and more rewarding for your business.
Should I set up as company?
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How much is your business going to grow?
Since you're already in business, you probably have expectations of how your business will grow over the next 12 months. If your business is expanding and growing rapidly, it makes sense to change from a Sole Trader to a Private Limited Company so you can benefit from profits being taxed at the rate of Corporation Tax (12.5%).
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Do you require the protection of limited liability?
When you set up a company, you set up a separate legal entity for its directors and shareholders. You won't be personally liable for any of the business's debts in most circumstances. This is called limited liability and one of the benefits of setting up a Limited Company in Ireland.
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Are you making more money in your business than you need as a salary?
This seems like a strange thing to think about – how can you make too much money? But your tax bill depends on how much you earn. As a company, there are more ways to extract cash than as a Sole Trader, such as salary, dividends, and contributing to a pension.
Sole Trader to Limited Company tax implications
Capital Gains Tax (CGT)
Changing from a Sole Trader to a Limited Company in Ireland can have tax implications, primarily related to Capital Gains Tax (CGT) in Ireland.
CGT may be applicable when transferring assets from your Sole Trader business to the new Limited Company. As a Sole Trader, you own all business assets, and moving them to the Limited Company is considered a disposal for tax purposes. The taxable gain is calculated as the market value of the assets transferred minus their original cost. This gain is subject to CGT.
How to transfer from Sole Trader to Limited Company?
Step 1: Company formation
Company formation is essential when transitioning from a Sole Trader to a Limited Company. You must complete the formal company formation process to successfully set up your Limited Company.
The company formation process involves the following:
- Choosing a unique name for the Limited Company
- Appointing directors and a company secretary
- Choosing the registered address and business corresponding address
- Issuing share capital and allocating shares to shareholders
- Registering with the Company Registration Office (CRO) through Form A1 submission
- Obtaining a company seal for authenticating official documents and contracts
- Ensuring compliance with ongoing legal requirements and financial reporting standards
Step 2: Cease operating as a Sole Trader
After successfully setting up your new Limited Company, initiating the closure of your Sole Trader business is crucial. In most cases, the incorporation date of the Limited Company serves as the cessation date for your sole trade. However, due to individual circumstances and legal requirements, seeking guidance from an accountant or a professional advisor is essential to ensure a proper and compliant cessation process.
This step ensures a smooth transition from being a Sole Trader to operating as a Limited Company, allowing you to enjoy the benefits of a company in Ireland.
Step 3: Calculate the value of your business
You may need to prepare Sole Trader accounts to determine the value of your business that will be transferred to the new Limited Company upon incorporation, if applicable. If you are transferring any assets to your new company, it might trigger Capital Gains Tax (CGT) implications.
Seeking professional advice during this step will help you accurately assess your business’s worth, minimises tax liabilities, and set the foundation for a successful and financially sound Limited Company.
Step 4: Prepare Income Tax return
The cessation date of your Sole Trader business will be communicated to the Revenue when you file your next Income Tax Return—ensuring that the valuations are accurately calculated and that all necessary documentation is submitted to the Revenue.
Ensure you file your Income Tax Return on time to avoid penalties and maintain good standing with Revenue. Even if your Limited Company is set up before filing the return, as long as the valuations are correctly reported, you can proceed without any issues.
While transitioning from a Sole Trader to a Limited Company offers many advantages, it’s also vital to be aware of the procedures for closing a limited company in Ireland, should the need arise in the future. Being informed about this process ensures that you can make decisions that best suit your business’s evolving needs.
Throughout this process, keeping detailed bookkeeping records, maintaining compliance with tax regulations, and seeking professional guidance to navigate potential challenges is crucial. By following these steps and working closely with accountants or financial advisors, you can ensure you are successful in changing from a Sole Trader to a Limited Company.
Step 5: Check your bank accounts and online accounting software
As you transition from a Sole Trader to a Limited Company, addressing your financial accounts and adopting online accounting practices for smoother operations is crucial.
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Open a separate business bank account
Your new one should be registered under the company’s name and not mixed with your personal or Sole Trader finances. Ensure you handle all income and expenses related to the Limited Company through this dedicated account.
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Close Sole Trader Business Account and transfer assets
If you had a business account as a Sole Trader, close it and transfer any remaining assets to the newly created company account. This ensures a clean separation between your Sole Trader and Limited Company finances.
Maintain clear segregation in Online Accounting Software
Since Sole Traders and Limited Companies are distinct entities, keeping their financial records separated in your online accounting software is crucial. Ensure you accurately document transactions in the appropriate accounts and that the company’s financial data doesn’t overlap with your previous Sole Trader records.
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Adopt online accounting software (if not used previously)
If you have yet to use online accounting software as a Sole Trader, now is an opportune time to make the switch. Taking your accounts online offers several benefits, including easier management of accounting obligations and improved collaboration with your accountant. By storing your invoices, bank statements, and receipts in the cloud, you streamline record-keeping and make financial information accessible for tax and compliance purposes.
How to record transactions when changing from Sole Trader to Limited Company?
1. Sole Trader ceases before the company is incorporated
Once you have stopped the Sole Trader business, you can start to record all your transactions in the company account. There are no Sole Trader transactions to enter.
2. Sole Trader and Limited Company crossover in purchases
When changing from a Sole Trader to a Limited Company, you might encounter situations where purchases overlap due to the need for a new business bank account.
For instance, if you purchase from the Sole Trader account but intended for the Limited Company, it can be recorded as usual within the Sole Trader account.
However, you should also enter this same purchase into the company account as a debt owed to the Sole Trader. In the company account, it will be recorded as a purchase from a supplier, essentially representing the transaction where your Sole Trader entity supplies goods or services to your new Limited Company.
To manage these crossover purchases effectively, we recommend maintaining clear records of both accounts and ensuring proper documentation and bookkeeping. Keeping accurate records will facilitate smooth accounting and help you understand the financial interactions between your Sole Trader and Limited Company, enabling you to make informed decisions for your business’s growth and financial health.
Please note that VAT cannot be claimed in the Sole Trader business for this purchase because the purchase was not for that business.
3. Sole Trader and Limited Company crossover in sales
Experiencing a crossover in sales between your Sole Trader and Limited Company can occur when your clients are not informed about your new bank account details. Suppose a client mistakenly pays money into your old Sole Trader bank account instead of the designated Limited Company bank account. In that case, transferring those funds to your company account becomes necessary.
Your company’s financial records will record the client’s payment as a debtor until you transfer the money to your Limited Company’s bank account. The sales receipt in the Sole Trader account should reflect the amount owed to your new company.
To address this situation efficiently, promptly provide your clients with the correct bank account information for future transactions. Regularly reconcile your accounts and maintain clear records of any such crossover transactions. This proactive approach will ensure a seamless transition and accurate financial reporting between your Sole Trader and Limited Company, minimising potential complications and helping your business thrive in its new structure.
How to transfer employees from a Sole Trader to a Limited Company
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Register your Limited Company for taxes
After incorporating your Limited Company, register it for the relevant taxes with the Revenue Commissioners. This will involve registering for Pay As You Earn (PAYE) taxes for employing staff.
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Inform Revenue and Department of Employment Affairs and Social Protection
Notify the Revenue Commissioners and the Department of Employment Affairs and Social Protection about the transfer of employment from your Sole Trader business to the newly formed Limited Company. This communication ensures they have updated and accurate employment information for your business.
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Cease the Sole Trader PAYE registration (if applicable)
If you no longer have employees paid through your Sole Trader business due to the transfer to the Limited Company, you must cease the current PAYE registration associated with the Sole Trade business. Inform the Revenue Commissioners about this change to avoid confusion and ensure proper compliance.
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Transfer employment contracts and records
Review the current employee contracts and determine whether any updates or changes are required. This involves transferring the employment contracts from your name to the Limited Company's name, preparing new contracts between the company and the employee and receiving the employee's signature on the new contracts.
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Transfer employment
Notify your employees about this transition and explain the changes, if any, to their job.
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Update payroll systems
Your payroll system will need to be updated to accommodate the changes in company structure and to ensure that employees' salaries, benefits, and deductions are processed correctly under the Limited company.
Do you have to transfer your assets?
Transferring capital assets is not required when incorporating your business into a company. However, you can decide to transfer all the assets and liabilities of your business or just some.
Each circumstance will have different tax implications, so giving standard advice on this step is challenging. Seek professional advice from an accountant about your scenario. We’re always happy to help. If you would like to talk to us about our accounting services, contact our Client Services Team now.
Tax reliefs and exemptions
Some reliefs and exemptions may apply to reduce or eliminate the CGT liability when transferring assets to a Limited Company. For example, Entrepreneur Relief may be available for business owners who meet specific criteria, potentially reducing the CGT rate on qualifying gains.
If you’re ready to change from a Sole Trader to a Limited Company in Ireland, contact our Client Services Team to ensure a seamless transition.
Tom is a Fellow Chartered Certified Accountant (FCCA) and Chartered Tax Advisor (CTA) and is the Head of Accounting at Kinore. Areas of expertise include Accounting, Compliance, Taxation relating to small business and company directors.
