After a flood of misinformation about false PIX fees and the historic decline in the usage of this payment method, the Federal Revenue Service revoked regulatory instruction RFB No. 2219/2024, which established rules to monitor transactions of this model and those made using credit cards.
However, the back and forth of these requirements, combined with the large volume of doubts from the Brazilian population regarding fiscal health, raise an alert about precautions that must be taken permanently in tax management.
Transparency and caution in controlling financial documentation are unavoidable measures to avoid issues with the Treasury, especially for small businesses, professionals, and law firms.
Even though banks are no longer required to inform the Federal Revenue Service about financial transactions via PIX and credit cards exceeding R$ 15,000 for companies and R$ 5,000 for individuals, this monitoring was already occurring and will continue to be done in the case of TEDs, DOCs, and SACs. So, it’s crucial to keep financial control of your company, keep the issued invoices of all fees, and the fiscal documents received from all suppliers.
Financial organization is always a decisive factor for the success of a business. There are strategies that can help business owners if the revenue requests clarification about their operations and, especially, to avoid issues with the dreaded tax audit.
- Keep issuing and receiving invoices up to date
The issuance of invoices is a legal requirement for law firms and businesses in any sector. Each service provided or received must be accompanied by a corresponding fiscal document to avoid questioning from the IRS about transactions without proof.
Among common mistakes of lawyers, professionals, and small business owners are practices like receiving fees or payments without issuing an invoice, declaring lower values than actually received, or not correctly recording reimbursements.
A simple administrative mistake carries risks of tax audits and high fines. Therefore, training employees to follow good accounting practices is essential. Other possibilities include using technologies that streamline processes and outsourcing business financial management.
- Always separate personal and business accounts
Mixing personal (PF) and legal entity (PJ) bank accounts is a serious mistake that can result in issues with the IRS and harm the company’s financial organization.
When personal and professional expenses are on the same bank statement, it is more difficult to justify financial transactions. In addition to maintaining separate bank accounts, accurately record all pro-labor withdrawals and avoid using company resources for personal expenses such as rent, personal purchases, and private trips.
- Be cautious with the tax regime
The wrong choice of tax regime can result in overpayment or underpayment of taxes. Law firms and companies can choose between:
- Simplified National (for turnover up to R$ 4.8 million/year, with a reduced rate, but with some restrictions).
- Presumed Profit (taxation on a fixed profit margin, ideal for medium-sized offices).
- Actual Profit (mandatory for high billings. Here, taxes are calculated on actual profit, which can be advantageous for companies with narrow margins).
A business’s revenues change frequently, and it is even healthy for them to expand. Therefore, review the tax regime annually to ensure that your company always pays taxes in the most efficient and correct way possible.
- Did you make a financial transaction? Register it!
The lack of documentation on financial transactions is one of the main reasons why companies fall into the tax audit. The Tax Office cross-references banking, fiscal, and accounting data to identify inconsistencies. Still, due to inexperience or lack of knowledge, entrepreneurs make high-value transactions without justification, do not issue receipts for received payments, or neglect contracts for services provided.
Some also split a large payment into several smaller transactions to avoid monitoring by the Federal Revenue Service, resort to third-party accounts to move money, or make frequent deposits without fiscal justification. All these behaviors can lead to losses, sanctions, and damage to your business’s reputation. It is always best to plan financial operations in a structured way and keep all documents that prove the origin and destination of the moved resources.
In addition, maintain strict control over all receipts and payments, keeping invoices, contracts, deposit slips, and bank transfers.
- Pay attention to deadlines for tax obligations
Failure to meet deadlines for filing statements and paying taxes can result in fines, interest, and even legal sanctions. Many companies have their financial and tax health threatened by delays in payment of Simples Nacional, omission of mandatory statements (DCTF, ECF, DIRF), or errors in filling out the company’s Income Tax return. One solution is to create a tax calendar, rely on accounting or tax management experts, and use automation tools to schedule payments and filings, so you don’t have to worry about forgetfulness.
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 Authority 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 financial risk in your company or law firm.
