How to Start a Sole Proprietorship in Virginia

Last updated: March 16th, 2024
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Starting a sole proprietorship in Virginia is a simple and straightforward process that requires a few steps. This complete step-by-step guide will walk you through the necessary procedures to establish your sole proprietorship in the state. From choosing a business name to obtaining licenses, we will cover everything you need to know to successfully start your business.

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What is a sole proprietorship?

A sole proprietorship is an informal business structure where an individual operates a business as the sole owner. It is the simplest and most common form of business ownership, popular with startups and entrepreneurs.

They are characterized by the ease of setup and minimal legal requirements. As a sole proprietor, you have full control and decision-making authority over your business, but you are personally liable for any debts it incurs.

A step-by-step guide to starting your Virginia sole proprietorship

1

Choose a business name

The first step in establishing your sole proprietorship is choosing a business name. You have the option to use your legal name or create a trade name, also known as an “assumed name” or “DBA” (doing business as). If you decide to use a trade name, it is important to ensure that it is unique and not already used by another Virginia business.

Follow these steps to register your DBA name:

  1. Choose a business name: Think of a few names for your business. When thinking of a name, try to come up with something memorable and descriptive. A catchy name that details what you do will stick in customers’ and clients’ heads, acting as an early marketing tool.
  2. Check availability: After brainstorming a few names, you should check that they are available in Virginia.

There are two key resources to check:

  1. Check online availability: Check the availability of a .com domain and see if the common social media handles are available for your business. We recommend having consistent names for your website and social media accounts. This will make you look more professional and make it easier for clients and customers to find your business online.
  2. Register the business name: Once you have confirmed the availability of your desired business name, you will need to register it with the SCC. This can be done online through the State Corporation Commission’s Clerk’s Information System (CIS) or by mail using a Certificate of Assumed or Fictitious Name. You will need to attach a filing fee for registering a fictitious name.
2

Obtain an (Employer Identification Number) EIN

As a sole proprietor, you may not be required to obtain an EIN, especially if you have no employees. In such cases, you can use your Social Security Number (SSN) as your tax ID. However, obtaining an EIN can provide privacy benefits and help streamline certain business operations.

  • Opens up business banking opportunities: Obtaining an EIN enables the opening dedicated business bank accounts, credit cards, and financing.
  • Helps establish business credit: An EIN allows building business credit rather than relying solely on personal credit history.
  • Eases the hiring process: Getting an EIN distinguishes the business finances and tax documentation from the owner’s finances.
  • Enhances business privacy: Using an EIN instead of an SSN on business documents enhances privacy protections.
  • Prepares for business growth: An established EIN can simplify future transitions to more structured business entities.

You can apply for your EIN on the IRS website.

3

Obtain Virginia business licenses, permits, and zoning clearances

4

Register for taxes

You must report your business income and expenses on your personal tax return (Form 1040). To detail your business activities, you’ll need to attach a Schedule C, which outlines your business profits or losses.

In addition to income tax, you are technically self-employed and responsible for Social Security and Medicare taxes. These are calculated and reported on Schedule SE.

Access the current versions from the Internal Revenue Services (IRS) website of Form 1040Schedule C, and Schedule SE here.

Additional state and local taxes

In addition to federal taxes, you may also be subject to state and local taxes.

The Virginia Department of Taxation website has detailed information on sales and use taxes, employer withholding taxes, and other business taxes.

You can also register to file your taxes online at the Department of Taxation.

Understanding and fulfilling all tax obligations is important to avoid penalties or legal issues.

Additional steps

After you’ve secured your EIN, registered for federal taxes, and received the necessary licenses, you’ve completed the essential steps to establish your new business.

We suggest a few more tasks to help your small business stay aligned with rules and well-organized.

5

Open business bank accounts

Opening a business bank account helps maintain clear financial records and separate your personal and business finances.

Having a separate bank account offers advantages, including:

  • Simplified bookkeeping and record-keeping: Separating your personal and business finances allows for easier tracking of income and expenses.
  • Facilitates accurate tax reporting: With a dedicated business bank account, you can easily identify and report business-related transactions on your tax returns.
  • Demonstrates professionalism: Having a separate bank account adds credibility to your business and enhances your professional image when dealing with clients, suppliers, and financial institutions.
6

Get liability insurance

As a sole proprietor, you shoulder complete responsibility for any business debts or obligations, making insurance an essential part of your business strategy. It safeguards you from unexpected claims or events. Consider exploring the following:

  • General business liability insurance: This coverage handles allegations of property damage, bodily injury, or personal harm tied to your business operations.
  • Professional liability insurance: Particularly vital for service providers, this insurance defends against allegations of perceived negligence, errors, or lapses in your services.
7

Maintain business records

Keeping records is essential for maximizing tax deductions and organizing your sole proprietorship’s financial matters. Ensure you document the following:

  • Income
  • Expenses
  • Assets and liabilities
  • Inventory
  • Receipts

Utilizing accounting software, spreadsheets, or setting up an organized method can simplify the task of paperwork management.

Sole proprietorship vs. LLC

While a sole proprietorship may seem attractive due to its simplicity and minimal legal requirements, it is important to consider the potential downsides and explore alternative business structures, such as a Limited Liability Company (LLC).

Here are some factors to consider when deciding between a sole proprietorship and an LLC:

  • Liability protection: One of the significant advantages of forming an LLC is its limited liability protection. Sole proprietors are liable for any debts or legal claims against your business, which means your assets are at risk. In contrast, an LLC provides a legal separation between your personal and business assets, shielding your personal assets from business liabilities.
  • Credibility: An LLC may enhance your credibility in the eyes of clients, partners, and potential investors. Forming an LLC demonstrates more professionalism and commitment to your business.
  • Growth potential: If you plan to expand your business or attract external funding, an LLC offers more flexibility and growth potential than a sole proprietorship.
  • Tax flexibility: One of the advantages of a sole proprietorship is its simplicity in taxation. You normally report business income and expenses on your tax return through a Schedule C. On the other hand, an LLC also offers tax flexibility, as it can be treated as a sole proprietorship, a general partnership, or a corporation for tax purposes.

It is important to note that forming an LLC involves additional steps and legal requirements, such as filing Articles of Organization and paying filing fees.

FAQs

Do I need to register a sole proprietorship in Virginia? 

No, no formal business registration process exists for sole proprietorships in Virginia. However, you should still follow the steps to operate your business legally, such as registering a fictitious name, obtaining licenses and permits, and fulfilling tax obligations.

Can I use my name for my sole proprietorship?

Yes, you can use your legal name for your sole proprietorship. You can register a fictitious name if you prefer a different name.

How can I change from a sole proprietorship to an LLC later?

Transitioning involves filing Articles of Organization with the State Corporation Commission and adhering to additional legal and financial requirements.

Do I need a registered agent for my sole proprietorship?

No, sole proprietorships in Virginia do not require a registered agent. The business owner serves as the sole operator and registered agent. Other business structures like LLCs or corporations do need registered agents.

What taxes will I need to pay as a Virginia sole proprietor?

At the federal level, you must pay income tax and self-employment tax. For Virginia state taxes, you may need to pay retail sales tax, use tax, withholding tax, and other business taxes, depending on your activities.

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