How Do I Write Off Expenses For My LLC or Small Business?

Understanding how to write off expenses for your LLC or small business is crucial for reducing your taxable income and maximizing savings. This guide provides general information on the rules and regulations for deducting business expenses, identifies which expenses are eligible for deduction, and offers some insight into possible strategies for maximizing tax savings. Proper management and documentation of expenses not only ensure compliance with IRS guidelines but also help avoid common mistakes and audits

Passing expenses through a business is one of the easiest ways to achieve write offs on your tax return.  Making more items and services “business expenses” allows those costs to be written off of your total profit at the end of the year; the amount you spend on the business is deducted from your total taxable income so that you pay less in tax for the year.

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Difference Between Deductible and Non-Deductible Expenses

• Deductible Expenses: Business-related costs subtracted from taxable income, such as office supplies, travel, and professional services.
• Non-Deductible Expenses: Personal expenses, fines, and political contributions that cannot be subtracted from taxable income.
  

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List of Deductible Expenses for LLCs

• Home Office: Deduct a portion of rent/mortgage, utilities, and insurance if your home is your primary place of business.
• Office Supplies: Pens, paper, printers, and other consumables.
• Business Equipment: Computers, software, and office furniture.
• Travel Expenses: Flights, hotels, and transportation for business trips.
• Meals and Entertainment: 50% of business-related meal costs.
• Vehicle Expenses: Deduct mileage or actual expenses for business use.
• Professional Services: Legal, accounting, and consulting fees.
• Insurance Premiums: Health insurance for employees and business-related insurance.
• Utilities: Electricity, internet, and phone services used for business.
• Advertising and Marketing: Costs for promoting your business.
• Education and Training: Courses and materials related to business skills.
• Employee Benefits: Health plans, retirement plans, and other employee-related expenses.
• Bank Fees and Interest: Charges for business accounts and loans.
  

• Single-Member LLCs: For single-member LLCs that do not make Corporation election, expenses are written off on IRS Schedule C, attached to Form 1040.
• Schedule C Details: Schedule C is a worksheet that asks about business expenses, such as home office use, office equipment, travel, and license maintenance. After accounting for all deductions and income, the final number, “Profit or Loss From a Business,” is reported on Form 1040. This means the business income passes through to the owner personally via Schedule C.
• Corporation Elections: For LLCs that make an S-Corp election, business expenses are reported on Form 1120-S. Unlike Schedule C, this form is used to report income directly by the business as business income. A Corporation election may save money on certain tax items but should be discussed with a CPA or accountant, as it may not be suitable for everyone.
  

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Strategies and Tips for Maximizing Deductions

• Keep Detailed Records: Maintain receipts and documentation for all expenses.
• Use Accounting Software, or Hire a CPA: Tools like QuickBooks help track and categorize expenses, and a CPA can help make the best decisions for your LLC.
• Plan Purchases: Time significant business purchases to maximize deductions.
• Separate Business and Personal Expenses: Use a dedicated business bank account and credit card.
• Track Mileage: Use apps or logs to accurately track business-related vehicle use.
• Regular Reviews: Conduct quarterly reviews of your expenses to stay on top of deductions.

Tips for Avoiding Common Mistakes and Audits

• Avoid Excessive Deductions: Stay within reasonable limits and don’t overestimate deductions.
• Document Everything: Ensure every deduction is backed by receipts and clear records.
• Understand IRS Rules: Familiarize yourself with IRS guidelines on deductible expenses.
• Consult a Professional: Regularly work with a CPA or tax advisor to ensure compliance.
• Common Red Flags: Large meal and entertainment deductions, home office deductions without proper documentation, and personal expenses claimed as business expenses can trigger audits.
• Accuracy: Ensure all entries are accurate and match supporting documents.

Properly managing and documenting your business expenses can significantly reduce your tax liability, allowing you to reinvest more into your business. Always seek professional advice tailored to your specific situation to ensure compliance and maximize savings.

If you have any questions about your LLC and how the business should be reporting, San Antonio LLC Formation and Management Attorney Nate Gilbert can help point you and your business in the right direction.  To learn more about LLCs and Texas Business Law, Click Here. To contact Nate directly, Click Here.