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Running a small business comes with a host of expenses, but not all of them need to cut into your profits. Small business tax deductions reduce your taxable income by allowing you to subtract eligible business costs, lowering what you owe at tax time.
Understanding which expenses qualify and keeping accurate records can make a real difference to your cash flow. Overlook a deduction and you pay more than necessary, but leverage them wisely and you free up funds to reinvest in growing your business.
Discover what tax deductions are, common examples, and how to claim them.
What are tax deductions, and why do they matter for small businesses?
A tax deduction, sometimes called a business tax write-off, is an eligible expense you subtract from your revenue before calculating taxes. This lowers your taxable income, reducing your overall tax liability. For instance, if your business earns $150,000 and you claim $20,000 in deductions, you’ll only pay taxes on $130,000.
Deductions free up cash that can be reinvested in the business. This might mean purchasing new equipment, hiring additional staff, or maintaining a strong financial buffer to navigate slower periods.
Small business tax deductions checklist
To qualify, expenses must be “ordinary and necessary,” i.e., common in your trade and helpful for running the business. This tax-deductible expense list breaks down the most common categories.
Advertising and promotion
Costs to attract customers and build your brand are usually deductible. This includes things like:
- Website design
- Digital ads
- Print campaigns
- Sponsorships
- Branded merchandise
Example: Spending $1,500 on a Facebook ad campaign can be claimed in full as a business tax write-off.
Business meals
Meals directly connected to business activities are often partially or fully deductible. Typically, client or vendor meals are 50% deductible, while meals for employees, like team lunches or events, can be 100% deductible.
Example: A $120 client lunch allows you to deduct $60 on your tax return.
Business insurance premiums
Insurance policies that protect your company are deductible. That includes:
- General liability
- Professional liability
- Property coverage
- Employer-paid health insurance
Example: Paying $1,200 a year for professional liability coverage reduces your taxable income by the same amount.
Vehicle expenses
When you use a car or truck for business, you can deduct either the standard mileage rate (which the IRS updates annually) or the actual costs, like fuel, maintenance, and insurance. This applies to business travel, client visits, and other work-related trips, but not commuting to the office.
Example: Driving 2,000 miles for business at the 2025 IRS rate of $0.70 per mile lets you deduct $1,400.
Contract labor
Payments to freelancers, consultants, and 1099 contractors are deductible business expenses. For compliance, you must issue 1099-NEC forms for more than $600 in payments per year.
Example: Paying a freelance graphic designer $5,000 means you can deduct the full amount as contract labor.
Depreciation
Assets like equipment, computers, and furniture lose value over time. Instead of deducting the full cost in one year, you spread the expense across the asset’s useful life. Some purchases may qualify for Section 179, which lets you deduct the full cost immediately up to IRS limits, or bonus depreciation, which allows accelerated write-offs for certain assets.
Example: A $10,000 machine depreciating over five years lets you deduct $2,000 annually.
Education and training
Learning that directly improves or maintains business skills counts as deductible. This includes:
- Online courses
- Industry certifications
- Trade publications
- Relevant workshops
Example: Paying $600 for an online certification program in your field qualifies as a deductible expense.
Interest
If you borrow money, use a business credit card, or have payment processing fees, the interest charges are deductible as long as the loans are strictly for business purposes.
Example: Interest of $400 on a business credit card tied to equipment purchases can be written off.
Legal and professional fees
Fees for professional services needed to run your business, such as attorneys, accountants, and bookkeepers, are deductible.
Example: Paying your accountant $1,000 for a year-end tax preparation is fully deductible.
Moving expenses
If your company relocates its office or moves equipment, you can deduct transportation, packing, and insurance costs.
Example: Spending $2,500 to move office furniture to a new location is fully tax-deductible.
Rent
Rent paid for business property is deductible. This includes:
- Offices
- Storefronts
- Storage units
- Coworking memberships
- Equipment rentals
Example: Paying $2,000 monthly for an office lease allows you to deduct $24,000 for the year.
Salaries and employee benefits
Wages paid to W-2 employees and employer-paid benefits such as health insurance, retirement contributions, and vacation time are all deductible. Employer-paid payroll taxes are also deductible, but it’s important to note that these differ from payroll deductions, which are amounts withheld from employee paychecks for things like retirement or insurance.
Example: Paying an employee $50,000 in wages plus $5,000 in payroll taxes gives you $55,000 in deductible expenses.
Taxes and licenses
Business-related taxes and licensing fees are deductible. This includes:
- State and local business taxes
- Property taxes
- Franchise fees
- Excise taxes
Example: A $400 business license fee reduces your taxable income by the same amount.
Utilities
Operating costs like electricity, water, and phone lines qualify for business use. For home offices, only the business portion qualifies, which allows you to write off expenses proportional to your workspace.
Example: If your home internet bill is $1,000 and you use it 80% for business, you can deduct $800 for the year.
Office supplies
Everyday office supplies are deductible, including:
- Pens
- Notebooks
- Printer ink
- Shipping materials
Example: A $300 order of office supplies can be deducted in full.
Other deductions
Depending on your business, additional deductions may include startup costs, web hosting or domain fees, and costs for repairs and maintenance. Tax rules change frequently, so it’s critical to confirm write-offs with a qualified tax professional before filing.
How do tax write-offs work?
Claiming business expenses as tax deductions starts with proper documentation and the right IRS forms for your business types. Here’s a breakdown:
- Sole proprietors and single-member LLCs generally use Schedule C with Form 1040.
- Partnerships and multi-member LLCs file Form 1065 and issue Schedule K-1 to partners.
- Corporations file Form 1120 (C corps) or Form 1120-S (S corps).
Before filing, gather receipts, invoices, and bank statements to support each expense. Assign each cost to a category, like advertising or travel, to simplify reporting. Many small business owners use accounting software to track expenses throughout the year, which ensures nothing slips through the cracks when tax season arrives.
Once you’ve organized your expenses, enter them on the appropriate line of your tax form, following IRS instructions. Certain deductions, such as home office costs or business vehicle mileage, may require additional forms or worksheets. Keeping accurate records and categorizing expenses properly helps you maximize deductions, avoid audits, and maintain compliance.
Key expense categories to track include:
- Advertising and marketing: Digital ads, print materials, and promotional events
- Office supplies and equipment: Everyday items plus computers, printers, and desks
- Travel and vehicle expenses: Business mileage, airfare, lodging, and meals while traveling
- Employee salaries and benefits: Wages, insurance, and retirement contributions
- Utilities and rent: Electricity, water, internet, phone, and office lease costs
Careful recordkeeping is key to ensure you get the full benefit of your deductions while staying compliant with tax regulations.
Stay compliant and tax-ready with Oyster
Tax deductions can ease the burden on your business, but accuracy and compliance matter just as much as savings. Misclassified workers, missed receipts, and incomplete payroll records can all lead to problems at filing time.
With Oyster, you can manage payroll and provide support for international employees in one place. Track expenses consistently, classify workers correctly across borders, and store all documentation for tax reporting. This means less time chasing paperwork and lets you file for deductions with confidence.
Explore Oyster’s Global Compliance and see how easy it is to stay tax-ready year-round.
About Oyster
Oyster is a global employment platform designed to enable visionary HR leaders to find, engage, pay, manage, develop, and take care of a thriving distributed workforce. Oyster lets growing companies give valued international team members the experience they deserve, without the usual headaches and expense.
Oyster enables hiring anywhere in the world—with reliable, compliant payroll, and great local benefits and perks.
