After a flood of misinformation about false PIX taxation and a historic drop in its usage, the Federal Revenue revoked regulatory instruction RFB No. 2219/2024, which established rules to monitor transactions via this method and those made using credit cards.
However, the advances and retreats of these requirements, combined with the high volume of doubts among Brazilians about fiscal health, raise an alert about measures that must be taken permanently in tax management.
Transparency and caution with financial documentation are urgent measures to avoid issues with the Tax Authority, especially for small businesses, freelancers, and law firms.
Even though, for now, banks no longer need to report financial transactions via PIX and credit cards exceeding R$15,000 for companies and R$5,000 for individuals to the Federal Revenue, this monitoring was already happening and will continue for TEDs, DOCs, and SACs. Therefore, it’s important to maintain your company’s financial control, keep issued invoices for all fees, and store tax documents received from all suppliers.
Financial organization is always a decisive factor for a business’s success. There are strategies that can save business owners from distress if the Revenue requests clarification about their operations and, especially, from problems with the dreaded fine-mesh tax audit.
- Keep the issuance and receipt of invoices up to date
A emissão de notas fiscais é uma exigência legal para escritórios de advocacia e empresas de qualquer segmento. Cada serviço prestado ou recebido deve ser acompanhado de um documento fiscal correspondente para evitar questionamentos da Receita Federal sobre valores movimentados sem comprovação.
Common mistakes by lawyers, freelancers, and small business owners include practices such as receiving fees or payments without issuing invoices, declaring lower amounts than actually received, or failing to properly record reimbursements.
A simple administrative error can lead to tax penalties and heavy fines. Therefore, training employees in good accounting practices is essential. Other options include using technologies to streamline processes and outsourcing financial management.
- Always separate personal and business accounts
Mixing personal (PF) and business (PJ) bank accounts is a serious mistake that can result in problems with the Federal Revenue and harm the company’s financial organization.
When personal and professional expenses are on the same bank statement, it’s harder to justify financial transactions. In addition to keeping separate bank accounts, properly record all withdrawals for business owners’ compensation (pró-labore) and avoid using company funds for personal expenses, such as rent, personal purchases, and private trips.
- Be cautious with the tax regime
The wrong tax regime choice can result in excessive or insufficient tax payments. Law firms and businesses can choose between:
- Simples Nacional (for revenue up to R$4.8 million/year, with a reduced rate but some restrictions).
- Lucro Presumido (taxation on a fixed profit margin, ideal for medium-sized firms).
- Lucro Real (mandatory for high-revenue businesses. Here, taxes are calculated on actual profit, which can benefit companies with small margins).
A business’s revenue changes frequently, and growth is healthy. Therefore, review the tax regime annually to ensure your company pays taxes in the most efficient and correct way possible.
- Made a financial transaction? Record it!
Lack of documentation for financial transactions is one of the main reasons businesses fall into the fine-mesh tax audit. The Tax Authority cross-references banking, tax, and accounting data to identify inconsistencies. Still, due to inexperience or lack of knowledge, entrepreneurs move large sums without justification, fail to issue receipts for payments received, or neglect contracts for services rendered.
Some even split a large payment into multiple smaller transactions to avoid Federal Revenue monitoring, use third-party accounts to move money, or make frequent deposits without tax justification. All these practices can cause losses, penalties, and harm to your business’s reputation. It’s always better to plan financial operations in a structured way and store all documents proving the origin and purpose of funds.
Additionally, maintain strict control over all receipts and payments, keeping invoices, contracts, and bank deposit/transfer receipts.
- Pay attention to tax deadlines
Missing deadlines for filing declarations or paying taxes can result in fines, interest, and even legal sanctions. Many companies’ financial and fiscal health is jeopardized by late Simples Nacional payments, failure to submit mandatory declarations (DCTF, ECF, DIRF), or errors in corporate income tax filings. One solution is to create a tax 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 your tax affairs in order, your business will grow sustainably, free from tax headaches and administrative or judicial sanctions. Take advantage of the new year to review all your strategies and assess the risk level in your company’s or law firm’s finances.
