How do accrual and cash accounting differ?

Accrual accounting records revenues when they are earned and expenses when they are incurred, regardless of cash movement. Cash accounting records transactions only when cash changes hands. The distinction shapes how an organization reports performance and financial position: accrual captures obligations and rights as they arise, while cash reflects only liquidity. Donald E. Kieso at John Wiley & Sons presents the accrual approach as grounded in the matching principle, which links revenues to the expenses that generate them, improving comparability across reporting periods.

Recognition timing and measurement
Under accrual accounting, a sale is recorded when goods or services are delivered and the company has earned the right to payment; if collection occurs later, the amount appears as accounts receivable. Conversely, an expense such as a supplier invoice is recorded when the resource is consumed, creating accounts payable until payment. Financial Accounting Standards Board guidance emphasizes that accrual-based statements—income statement, balance sheet, statement of cash flows—provide a fuller picture of obligations and resources. The International Accounting Standards Board likewise endorses accruals as the foundation of financial reporting because they reflect the economic substance of transactions rather than only cash movements.

Practical consequences and uses
For investors and lenders, accrual accounting yields signals about future cash flows and operational performance that cash reporting can obscure. Earnings under accruals show revenue generation and cost matching, helping analysts assess profitability trends. For small business owners and sole proprietors, however, cash accounting offers simplicity and a direct view of available cash, which can be critical for day-to-day survival. Tax authorities influence method choice: the Internal Revenue Service permits some small taxpayers to use the cash method for federal tax reporting, while larger enterprises generally must use accrual accounting under applicable rules.

Causes of divergence between methods
The divergence stems from different priorities. Accrual accounting prioritizes economic accuracy and comparability over time, capturing credit sales, deferred revenue, accrued liabilities, and depreciation. Cash accounting prioritizes liquidity and cash management simplicity. Institutional frameworks and regulatory requirements also cause divergence: capital markets and banks typically demand accrual statements for credit assessment, while certain local tax rules and cultural preferences for simplicity favor cash accounting among small businesses in many regions.

Consequences and contextual nuances
The choice between methods affects reported profitability, tax timing, and perceived financial health. In regions with seasonal economies or where informal credit is common, cash reporting can understate economic activity; conversely, accrual accounting can present obligations that highlight exposure to future cash shortfalls. Nonprofit organizations, governmental entities, and indigenous enterprises may face culturally specific reporting expectations and funding requirements that influence method selection. Practitioners such as auditors and standard-setters routinely weigh these social and territorial factors when advising entities or setting rules.

Decision factors
Organizations should weigh their users’ needs, regulatory requirements, and operational complexity when selecting a method. Transitioning from cash to accrual has accounting and tax implications, and professional guidance from auditors or accountants is advisable. Accurate, comparable financial information depends on choosing the method that best reflects economic reality for the entity and its stakeholders.