How to Track Small Business Expenses and Classify Them

How to Track Small Business Expenses and Classify Them

In order to keep your operations functioning, you must track and manage a variety of expenses as a business owner. You can more easily prepare your taxes, keep an organized record of all transactions, and efficiently plan your money by categorizing these costs. Knowing the main kinds of business expenses might help you determine what is and isn’t tax deductible.

This post will go over the definition of these small business expenses, how to classify them, and how expense monitoring can help your company.

Main Points

  • Utilities, insurance, and taxes are important expense categories for small enterprises.
  • Business owners might think about opening a different bank account and employing tracking software or apps for categorizing and tracking expenses.
  • Aside from helping you better prepare for tax season, keeping track of business spending can also open up options for strategic budgeting and tax deductions.
  • What Are Business Expenses That Are Tax Deductible?
  • Tax-deductible business expenses, sometimes known as “tax write-offs,” are charges that proprietors of businesses may deduct from their overall revenue in order to calculate their taxable income. In short, you can pay less in taxes for running and making money from your business by deducting certain business expenses.

Following are some crucial instances of tax-deductible expenses:

  • usage of a home or vehicle for work
  • Direct taxes on labor
  • Renting an office or storage space
  • payments for insurance
  • services such as phone and internet bills.

Category of Small Business Expenses

Organizing business spending into categories might make it simpler to find deductions and submit tax returns. The following are the primary deductible costs that small businesses should be aware of.


State and local sales tax, state and local income tax, personal property tax, and excise tax are just a few examples of the taxes that a business might deduct.

Energy costs and rent

Utilities that are required for your business to function might be paid for with tax deductions. Your phone, internet, and electricity bills, together with the rent for your office and additional storage space, can all be considered among these costs.


If the insurance is specifically for your business or trade, you can write it off as a legitimate business expense. Insurance premiums, general and professional liability insurance, commercial property insurance, and insurance for data breaches are a few examples of tax-deductible insurance expenses.

Vehicle costs

The cost of ownership and operating a car or comparable vehicle used for business activities may be tax deductible. Gasoline costs, mileage for business purposes, parking fees, tolls, and depreciation (though the latter has some requirements) can all be deducted as expenses.


Your direct labor wages paid to contractors or employees may qualify as a tax-deductible business expense.

The best way to classify small business expenses

Even though categorizing business expenses might be beneficial, if you have never done business taxes before, you may find it difficult and intimidating. Here are several ways to categorize small business expenses, whether you’re a rookie business owner developing effective processes for recording spending or an established businessperson trying to improve your financial records system.

Create a Unique Expense Account

Tracking might be made simpler by opening a separate bank account for dealing with particular business expenses. For instance, you can use a separate “Utilities” account to pay all of your phone, internet, and energy bills.

Utilize software and apps online

Small company owners can simplify the process of tracking expenses and computing taxes by using user-friendly (and frequently free) tracking apps and software. Business owners can have an automated system to make invoices and expense reports, track spending and time, and conveniently look up financial records and data rather than having to manually add to and maintain a spreadsheet or filter through a pen-and-paper trail of transactions.

Reasons to Track Your Business Expenses

You can benefit from tracking business spending in the following ways:

You may better prepare for tax season by keeping track of your costs and identifying those that are tax deductible.

Keeping a transaction record up to date is important for business audits and inspections.

Keeping track of your company’s spending on a regular basis will help you assess your financial situation, profitability potential, and any necessary adjustments.

You can categorize and manage all the financial information required to keep the firm going with the aid of expense tracking.

Keeping track of business spending also enables you to create an effective budget and, if necessary, secure outside funding.

Answers to Frequently Asked Questions

When it comes to company spending categories, where do I put insurance?

If you are paying for auto insurance, the item can be classified as a vehicle expense. If you are paying for employee insurance, the expense can be classified as salary and compensation.

How do I deduct expenses for my business?

Business expenses are deductible when submitting your taxes. This can be accomplished by completing the necessary tax forms (such as Form 1040, Schedule C) and submitting the data in accordance with the directions on the form. The IRS offers instructions on how to write off company expenses.

How can I keep track of my company’s costs and revenue?

In the past, firms would either employ an accountant or manually record their transactions to keep track of their costs and revenues. However, there are now a number of free or inexpensive software tools and apps that can make tracking quicker and more convenient.

Leave a Reply

Your email address will not be published. Required fields are marked *