Small Business Tax Deductions: What You Can and Can’t Write Off
Running a small business is rewarding, but let’s face it: it’s also quite expensive. From equipment costs to travel, the expenses for small businesses add up quickly. The good news, however, is that a lot of this expenditure can be reduced or claimed back at tax time through small business tax deductions.
But how do you figure out what you can and can’t write off as tax deductions? Let’s break it down for you in the simplest of terms, so you don’t leave money on the table that you own. Or accidentally claim something that could potentially raise a red flag with the IRS.
Why Small Business Tax Deductions Matter?
Think of deductions as your secret code to lower your taxable income. Instead of paying taxes on your total earnings, you subtract the approved business expenses first. That means less income to tax and more money staying in your pocket.
For small business owners, especially those just getting started, understanding the deductions can make a huge difference in cash flow and long-term growth.
What You Can Write Off
The IRS allows a wide range of tax write-offs for small businesses, but only if they are considered ordinary and necessary for your line of work. That means they must be common in your industry and important for running your business.
Here are some common deductions you may qualify for:
Home Office Expenses
If you use a part of your home exclusively for business purposes, you can deduct a portion of your rent or mortgage, utilities, and even home internet. The key word here is exclusive. A dining table you sometimes use as an office desk won’t qualify.
Business Supplies and Equipment
From computers and printers to office supplies like pen and paper, these expenses usually qualify as tax deductions for small businesses. Bigger purchases like new machinery or vehicles may fall under depreciation deductions instead of one-time write-offs.
Travel and Transportation
If you travel for business, whether it’s flying to a conference or driving to meet a client, you may be able to deduct airfare, hotel stays, rental cars, and mileage. Just remember, personal vacations don’t count, even if you answer a few emails while traveling.
Meals with Clients
Yes, those coffee meetings and lunch meetups can be deductible. Generally, you can write off 50% of the cost, as long as the meal is directly related to the business.
Professional Services
Do you hire an accountant, lawyer, or consultant? Their fees are usually deductible as they are an important part of running your business smoothly.
Marketing and Advertising
Everything from online ads to printed flyers, website hosting, and even social media campaigns can count as deductible expenses.
Employees’ Salaries and Benefits
If you have staff, their wages, health insurance, and retirement contributions can be deducted as business expenses.
Tax Deductions for Small Businesses: What You Can’t Write Off
Not every expense you pay for qualifies as a deduction. Here are a few common costs that might seem deductible but usually aren’t:
Personal Expenses
Blurring the line between personal and business expenses is a no-go. For example, your family’s groceries or Netflix subscription don’t count as business cost, even if you work from home.
Entertainment
Once upon a time, client entertainment expenses were deductible. That’s no longer the case. You can write off meals but not the baseball tickets you bought to build friendly relationships with a client.
Fines and Penalties
Parking tickets, IRS fines, or legal penalties are never qualifiable as tax write-offs for small businesses.
Political Donations
Supporting a cause or candidate may be meaningful to you, but it does not mean that the IRS would allow you to write political contributions and donations as deductions.
Tax Write-Offs for Small Businesses: Tips for Staying Compliant
Deductions can save you money but claiming them the wrong way can cost you more in the run long run. Here’s how to stay safe:
Keep Detailed Records
Receipts, invoices, and bank statements are your best friends. The more proof you have, the smoother things will go if the IRS ever asks questions.
Separate Business and Personal Finances
Open a dedicated bank account and credit card. Mixing funds makes it harder to track expenses and could cause problems with your deductions.
Track Mileage the Right Way
If you use your car for your business, you need a mileage log. Apps make this easy, but you can also keep a simple notebook in your glove compartment.
Don’t Stretch the Truth
Claiming deductions that don’t truly apply to your business might save you a little now, but it could cost you big in penalties later.
Get Professional Help
Even with simple rules, taxes can get tricky. A tax professional can make sure you’re claiming everything you should, without risking an audit.
Common Mistakes to Avoid
Even the most organized small business owners make mistakes when it comes to small business tax deductions. Some of the biggest mistakes to avoid are:
- Forgetting to deduct small expenses like postage, subscriptions, or software.
- Trying to write off 100% of a car that’s also used for personal reasons.
- Missing out on deductions for the startup costs in the first year.
- Overestimating home office space, which can draw IRS’ attention.
Avoiding these common mistakes can help you maximize your tax savings without trouble.
The Bottom Line and Our Advice
Understanding small business tax deductions is one of the smartest things you can do as a business owner. The key is knowing which expenses count, which ones don’t, and how to keep track of everything properly.
The right approach can save you thousands of dollars each year, and that’s the money you can put back into growing your business.
At Arthur Lawrence, we know how important it is to protect the financial health of a small business. That’s why we recommend Monily, a subsidiary of Arthur Lawrence. Head over to Monily.com to explore expert bookkeeping and tax solutions. With Monily’s assistance, you will never have to stress about missing out any tax deductions again.