"Can I write this off?" It's the question every business owner asks — usually while holding a receipt and hoping the answer is yes. The truth is, most business expenses ARE deductible. The IRS's rule is simple: an expense is deductible if it's ordinary (common in your industry) and necessary (helpful and appropriate for your business).
The problem isn't that business owners claim too much — it's usually that they claim too little. Many legitimate deductions go unclaimed because owners don't know they qualify.
This checklist covers every major category of deductible business expenses, organized so you can run through it before each tax season (or better yet, throughout the year). Bookmark this page — it's your reference guide.
Google Ads, Facebook/Instagram ads, LinkedIn ads, YouTube ads, TikTok promotions
Domain registration, hosting, design fees, maintenance, SSL certificates
Business cards, brochures, flyers, banners, promotional merchandise (branded swag)
SEO consultant fees, blog writing services, email marketing platforms, graphic design
Trade show booths, conference sponsorships, community event support
Monthly rent for office space, co-working memberships, virtual office services
Electricity, water, gas, trash, internet, phone (business-use percentage for home)
Paper, ink, pens, staplers, folders, shipping materials, small equipment under $2,500
Desks, chairs, filing cabinets — items under $2,500 expensed immediately; larger items depreciated
Janitorial services, pest control, landscaping for business property, repairs
Dedicated business space: simplified ($5/sqft, max $1,500) or regular method. See our full home office guide →
Standard rate: 67¢ per mile (2024). Track business miles with an app or mileage log.
Alternative method: gas, oil changes, repairs, insurance, registration, depreciation × business-use %
100% deductible when travel is primarily for business. Save boarding passes and hotel folios.
Uber/Lyft between business locations, airport transfers, rental cars during business trips
Business-related parking fees, tolls, garage costs. Receipts not required for items under $75.
Best for: newer fuel-efficient cars, low annual mileage, minimal record-keeping preference. Multiply business miles by the IRS rate (67¢ for 2024). Must choose this method in the first year you use the vehicle for business.
Best for: expensive vehicles, high gas/repair costs, heavy business use (80%+). Track every expense and multiply by business-use percentage. Includes depreciation, which can be substantial for luxury vehicles or trucks over 6,000 lbs.
Business attorney, contract review, trademark filing, entity formation legal work
CPA fees, tax preparation, bookkeeping services, payroll processing, software subscriptions
General liability, professional liability (E&O), cyber liability, commercial property, workers' comp
1099 freelancer fees, design services, consultants, virtual assistants, development work
Medical, dental, vision premiums for you and family (above-the-line deduction on 1040)
QuickBooks, Microsoft 365, Adobe Creative Cloud, project management tools, CRM systems
Laptops, desktops, iPads — expensed under $2,500, depreciated if more expensive
Business-use percentage of monthly bill and device cost, or 100% for a dedicated business line
Dropbox, Google Drive, AWS, data backup services, cybersecurity software
Shopify fees, payment processing fees (Stripe, PayPal), SSL certificates, plugin licenses
Gross wages, bonuses, commissions, profit-sharing contributions
Social Security match (6.2%), Medicare match (1.45%), FUTA, SUTA
Health insurance contributions, retirement plan matches, HSA contributions, life insurance
All 1099 contractor fees. Issue 1099-NEC forms for anyone paid $600+. See our payroll guide →
Office meals 50% deductible, holiday parties and team events generally 100% deductible
Employee training programs, certification courses, industry workshops, professional development
Products bought for resale, raw materials, packaging supplies
Wages for employees who produce, assemble, or ship products
Postage, fulfillment costs, freight, delivery service fees
Tools consumed in production, manufacturing overhead, factory utilities
Different industries have unique deductions beyond the standard categories:
Groceries, personal clothing, family vacations, haircuts — even if you "need them to work." These are never business expenses.
Golf outings, sporting events, concerts, theater tickets — not deductible since the Tax Cuts and Jobs Act, even when business is discussed.
Traffic tickets, parking fines, late IRS penalties — you can't deduct government-imposed penalties.
Donations to political campaigns, parties, or PACs are never deductible as business expenses.
Your drive from home to your regular workplace is never deductible. Business mileage starts AFTER you reach your first business location.
If you combine a vacation with one business meeting, only the specifically business-related portion qualifies. The vacation days don't become deductible.
📋 Documentation Rule of Thumb: For every deduction, you should be able to answer: What did I buy? When? How much? And why was it for business? If you can answer all four, you're in good shape. A receipt plus a note about the business purpose covers nearly everything.
The most effective approach is to review this checklist monthly, not just at tax time. Go through your bank and credit card statements line by line, matching each expense to a category above. This is exactly what our monthly bookkeeping service does for clients — every transaction is properly categorized and documented throughout the year.
If you're behind and need to reconstruct months (or years) of expenses, our catch-up bookkeeping team specializes in untangling messy records and organizing them so every legitimate deduction is captured. And for deeper information on specific topics, see our guides on expense categorization, top tax deductions, and quarterly tax deadlines.
Want a professional to handle all of this for you? Get a free consultation today.