After a flood of misinformation about false PIX taxes and the historic drop in the use of the modality, the Federal Revenue revoked the normative instruction RFB nº 2219/2024 that established rules to monitor operations of this model and those made using a credit card.
However, the advancement and retreat of these requirements, combined with the large volume of doubts among the Brazilian population about fiscal health, raises an alert about the care that must be taken permanently in tax management.
Transparency and caution in controlling financial documentation are essential measures to avoid problems with the tax authorities, especially for small businesses, freelance professionals and law firms.
Although, for now, banks no longer need to report to the Federal Revenue data on financial transactions via PIX and credit card exceeding R$ 15,000 for companies and R$ 5,000 for individuals, this monitoring was already in place and will continue to be conducted in the case of TEDs, DOCs, and SACs. So, it is important that you keep the financial control of your company, save the issued invoices for all fees, and the tax documents received from all suppliers.
Financial organization is always a decisive factor for the success of a business. There are strategies that free entrepreneurs from the suffocation if the IRS asks for clarification about their operations and, mainly, from problems with the dreaded tax authorities.
- Keeping the issuance and receipt of invoices up to date
Issuance of invoices is a legal requirement for law firms and companies in any sector. Each service provided or received must be accompanied by a corresponding fiscal document to avoid questions from the Federal Revenue regarding amounts moved without proof.
Common mistakes made by lawyers, freelance professionals and small business owners include practices such as receiving fees or payments without issuing an invoice, declaring amounts lower than those actually received or not recording refunds correctly.
A simple administrative mistake can lead to tax assessments and hefty fines. Therefore, training employees to follow good accounting practices is essential. Other possibilities include the use of technologies that streamline processes and outsourcing of business financial management.
- Always separate personal and business accounts
Mixing individual (PF) and legal entity (PJ) bank accounts is a serious mistake that can result in problems with the Federal Revenue Service and harm the company's financial organization.
When personal and professional expenses are on the same bank statement, it is more complex to justify financial transactions. In addition to maintaining separate bank accounts, properly record all pro-labore withdrawals and avoid using company resources for personal expenses such as rent, personal purchases, and private trips.
- Beware of the tax regime
The wrong choice of tax regime can result in overpayment or underpayment of taxes. Law firms and companies can choose between
- Simples Nacional (for revenues up to R$4.8 million/year, with reduced tax rate, but with some restrictions).
- Presumed Profit (taxation on a fixed profit margin, ideal for medium-sized offices).
- Real Profit (mandatory for high revenues. It calculates taxes on actual profit, which can be advantageous for companies with reduced margins).
A business's revenues change frequently and it is even healthy for them to expand, so review your tax regime annually to ensure that your company always pays taxes as efficiently and correctly as possible.
- Did you make a financial transaction? Register!
The lack of documentation on financial transactions is one of the main reasons companies fall into the tax audit net. The Tax Authority cross-references banking, fiscal, and accounting data to identify inconsistencies. Still, due to inexperience or lack of knowledge, entrepreneurs make large transactions without justification, do not issue receipts for received payments, or neglect service contracts.
There are also those who split a large payment into several smaller transactions to avoid Federal Revenue monitoring, use third-party accounts to move money, or make frequent deposits without a fiscal justification. All these stances can cause losses, sanctions, and damage to your business's reputation. It is always better to plan financial operations in a structured way and to store all documents that prove the origin and destination of the moved funds.
In addition, keep strict control of all receipts and payments, keeping invoices, contracts, deposit receipts and bank transfers.
- Pay attention to deadlines for tax obligations
Failure to meet deadlines for submitting declarations and paying taxes can result in fines, interest, and even legal sanctions. Many companies have their financial and tax health threatened by delays in paying the Simples Nacional, omission of mandatory declarations (DCTF, ECF, DIRF), or errors in filling out the company's Income Tax return. One solution is to create a fiscal calendar, rely on accounting or tax management specialists, and use automation tools to schedule payments and declarations, so you don't have to worry about forgetting.
If you take these precautions and keep everything in order with your tax control, your business will always have sustainable growth, without headaches with the Tax Authorities and free from administrative or even judicial sanctions. Take advantage of the beginning of the year to revisit all your strategies and diagnose the level of risk in your company's or law firm's finances.
