Tax deductions every business owner should know

Tax planning is strategically managing your business’s finances to minimize your tax burden and maximize your after-tax income. It's not about evading taxes or breaking the law – you are only using the rules to your advantage to keep more of your income in your pocket. Think of it like a strategy game; figuring out how to pay the least amount of taxes possible while still playing by the rules. 

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The process is simple. Here, you are simply assessing the current financial status of your company, projecting potential profits or losses for the upcoming quarter or fiscal year, and devising strategies to reduce tax obligations while maximizing the overall value of the business. 

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So, because tax planning is a legitimate means of reducing the amount of tax you pay, even the Government provides a means for you to manage it in the form of Tax Deductions. 

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How tax deductions work 

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Tax deductions are like discounts the government gives you for certain expenses you've had during the year. They're essentially expenses that you can subtract from your total income, which lowers the amount of income you're taxed on.

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Here's a simple example: 

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Your company made a total of $100,000 last year, and you spent $10,000 on business expenses like buying supplies or paying for professional services.

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When it’s time to pay taxes, you can subtract that $10,000 from your $100,000 income. Therefore, instead of being taxed on the full $100,000, you're only taxed on $90,000, lowering your tax bill and saving you money. 

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Different types of tax deductions are available, such as business expenses, education expenses, medical expenses, charitable contributions, and more. Each deduction has its own rules and requirements, so it's important to understand what you can and can't deduct to make sure you're taking full advantage of them.

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Understanding tax deductions is like knowing the secret codes to unlock savings on your taxes. To make the best decisions, you have to know which expenses you can subtract from your income before calculating how much tax you owe. 

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And here’s why it’s important: 

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1. You get decreased tax liability: Again, with a lower taxable income, your business will owe less in taxes. This means it can keep more of its earnings rather than paying them to the government. For businesses operating on tight margins, maximizing deductions can result in significant savings. 
2. Improved cash flow: Paying less in taxes means your business has more cash available to reinvest in its operations, expand its business, hire more employees, or simply bolster its financial reserves. This improved cash flow can contribute to the long-term success and growth of the business.
3. Strategic decision-making: Understanding tax deductions allows you to make more informed financial decisions for your business. For example, knowing that certain expenses are tax-deductible may incentivize the business to invest in areas that will benefit its operations while also providing tax savings.
4. Compliance and risk management: Even when you are going against the law with tax deductions, you may end up doing it wrongly and attracting penalties. Properly understanding and using tax deductions ensures that your business remains compliant with tax laws and regulations. It also reduces the risk of audits, penalties, or legal issues related to incorrect reporting of expenses.

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So, this article aims to inform and empower you with all you need to know about tax deductions; their criteria, legal provisions, how to implement them, and best practices for maximizing your business's tax deductions. 

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Essential Tax Deductions

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1. Home Office Deduction: 

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Workable for both self-employed individuals and business owners with a remote team, the Home Office Deduction allows you to deduct expenses related to the business use of your home. According to the updated IRS guidelines, small businesses and freelancers working from home can now deduct $5 per square foot of their home used for business, with a maximum of 300 square feet.

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To qualify for this deduction, you must be self-employed or have a remote team and the space in your home must be used regularly and exclusively for business purposes. Here's what that entails:

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• Exclusive Use: The part of your home that you claim as a home office must be used exclusively for conducting business activities. This means it cannot be used for personal activities or any other purpose unrelated to your business. For example, if you use a spare bedroom as your home office, it should only be used for work-related tasks and not as a guest room or storage space.

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• Regular Use: The area claimed as a home office must be used regularly for business activities. This doesn't mean you need to use it every day, but it should be used consistently for work purposes. Occasional or incidental use may not meet the IRS's criteria for regular use.

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• Principal Place of Business: For self-employed individuals, the home office must be the primary location where you conduct substantial administrative or management activities of your business. It doesn't have to be the only place where you work, but it should be where you primarily manage and operate your business.

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• Exclusive vs. Shared Space: If you use a portion of your home for both personal and business purposes, you can only deduct expenses related to the portion used exclusively for business. You'll need to calculate the percentage of your home that is used for business purposes and apply that percentage to your eligible expenses.

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• Types of Expenses: Eligible expenses for the home office deduction may include a portion of your mortgage or rent, utilities, insurance, maintenance, and depreciation. These expenses must be directly related to the business use of your home and should be documented with receipts and records.

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Note: Employees themselves are NOT allowed to claim home deductions. Only the business owner or a self-employed individual can claim this. It's also important to note that claiming the home office deduction can be complex, and it may trigger IRS scrutiny. It's advisable to consult with a tax professional (if you are self-employed) or have your legal team (if you run a remote company) ensure you meet all the criteria and accurately calculate your deduction.

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The IRS's publication 587 provides a guide that explains how to figure out and claim the deduction for business use of your home.  

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2. Office Supplies and Equipment: 

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Section 179 of the IRS tax code allows businesses to deduct the full purchase price of qualifying equipment and/or software purchased or financed during the tax year. This deduction pertains to tangible property, including machinery and equipment bought for business purposes. Eligible property encompasses qualified real estate improvements and certain items used for lodging provision. Qualified real estate improvements involve enhancements like roofing, HVAC systems, fire alarms, and security systems for nonresidential properties. 

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Here's how it works:

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Section 179 deduction can be used for both new and used equipment. The deduction limit for 2023 (the most recent data available) was $1,050,000. There is a phase-out limit.  Once the total cost of qualifying property placed in service during the year exceeds $2,620,000, the deduction begins to phase out dollar-for-dollar. The Section 179 deduction is typically claimed in the year the equipment is placed in service.

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3. Utilities and Services: 

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Businesses can typically deduct expenses related to utilities and services that are necessary for conducting their operations. This includes deductions for business-related utility expenses such as internet, phone service, and electricity. These deductions can help offset the costs associated with running a business.

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Here's how it works:

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• Internet expenses: If you use the Internet for business purposes, you can generally deduct the cost of your Internet service. This includes both the monthly service fees and any related equipment or installation costs.

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• Phone service expenses: Similar to internet expenses, if you use a phone service for business purposes, you can deduct the cost of your phone service. This includes both landline and mobile phone expenses, as long as they are used exclusively for business purposes or if you can allocate the business use portion.

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• Electricity expenses: The cost of electricity used for business purposes is also deductible. This includes electricity used to power your office space, equipment, and any other business-related uses. It's important to keep detailed records of these expenses, including invoices, receipts, and records of business use, to support your deductions in case of an IRS audit. 

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Additionally, expenses must be directly related to the operation of your business to qualify for deduction.

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4. Travel and Entertainment: 

Travel expenses incurred while away from home for business purposes are generally deductible. This includes transportation (such as airfare, train, or car rental), lodging, meals, and incidental expenses (tips, taxis, etc.) 

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Additionally, as a small business owner, you can deduct 50 percent of food and drink purchases that qualify. To be eligible, the meal must be related to your business, and you need to keep detailed documentation, including the date and location of the meal, the business relationship of the person/people you dined with, and the total cost of the meal. The most straightforward approach to tracking business meal expenses is to retain your receipt and note down the meal specifics on the back. 

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To deduct these expenses, you must keep detailed records, including receipts, dates, locations, business purposes, and attendees. Without proper documentation, the IRS may disallow the deduction.

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However, there are certain exceptions and special rules for specific situations, such as:

• Travel for conventions, seminars, or similar events.
• Meals provided to employees on the employer's premises.
• Entertainment expenses for recreational activities primarily for the benefit of employees.

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When claiming these deductions, remember to account for the 50% limit on meals and entertainment expenses. If you spend $100 on a business meal, for instance, only $50 is deductible.

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5. Vehicle Use:

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Vehicle use tax deductions allow individuals or businesses to deduct expenses related to using vehicles for business purposes from their taxable income. This can include costs like fuel, maintenance, repairs, insurance, and depreciation. The specific deductions and rules vary depending on tax laws and the purpose of vehicle use, but they are based on two methods: the standard mileage rate method and the actual expenses method

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• Standard Mileage Rate Method:

This method allows you to deduct a standard rate per mile driven for business purposes. The IRS sets this rate annually. The standard mileage rate typically factors in costs like depreciation, gas, oil, maintenance, insurance, and registration fees. For example, if the standard mileage rate is $0.56 per mile and you drive 1,000 miles for business purposes, you can deduct $560 (1,000 miles * $0.56).

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• Actual Expenses Method:

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Alternatively, you can deduct the actual expenses associated with using the vehicle for business purposes. This includes expenses such as gas, oil, repairs, insurance, depreciation, registration fees, and lease payments (if applicable). With this method, you must keep detailed records of all expenses related to the vehicle, including receipts and invoices.

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Choosing between both methods

You can choose which method to use each year, but once you've used the actual expenses method for a leased vehicle, you must continue using it for the entire lease period. It's essential to calculate your deduction using both methods and choose the one that provides the most significant tax benefit.

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Additionally, certain restrictions and limitations may apply depending on the type of vehicle and how it's used for business purposes.

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Considerations

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The standard mileage rate method is often simpler and requires less record-keeping but may not always result in the highest deduction. The actual expenses method may require more detailed record-keeping but could result in a higher deduction, especially if you have significant expenses or drive an expensive vehicle.

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6. Medical expenses

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Businesses are eligible to claim deductions for both insurance premiums and medical care expenses. These expenses encompass various costs such as doctor's fees, prescription drugs, and home care services. For self-employed individuals who pay for their health insurance, deductions can be claimed for both health and dental insurance premiums. You can deduct medical expenses that are not reimbursed and surpass 7.5% of your adjusted gross income (AGI) from your taxes.

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Employee-Related Deductions

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1. Employee compensation, including salaries, wages, bonuses, and commissions, is generally deductible as a business expense for employers. This deduction also extends to independent contractors, provided they are classified correctly to avoid penalties. However, individuals qualifying as partners or proprietors are not eligible for this deduction.

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Here's a breakdown of how these components are treated:

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• Salaries and Wages: These are the regular payments made to employees for their services. They are fully deductible as business expenses for the employer.
• Bonuses: Bonuses paid to employees are also generally deductible as business expenses. However, there are specific rules regarding the timing of when the bonus is earned versus when it is paid, which can affect the deductibility in certain situations.
• Commissions: Commissions paid to employees, typically for sales-related activities, are also deductible as business expenses. Like bonuses, the timing of when the commission is earned versus when it is paid may impact deductibility.

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2. Benefits and Retirement Plans

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Deductions for contributions to employee benefit programs and retirement plans can offer significant tax advantages for both employers and employees. 

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Employers can typically deduct contributions made to employee benefit programs such as health insurance, life insurance, and disability insurance, as well as contributions to retirement plans such as 401(k)s or pension plans. These deductions can help lower the employer's taxable income.

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For employees, contributions to retirement plans are often made on a pre-tax basis, meaning the amount contributed is deducted from their taxable income, reducing their overall tax liability for the year. 

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Additionally, some contributions to employee benefit programs, such as health savings accounts (HSAs) or flexible spending accounts (FSAs), are made on a pre-tax basis, providing further tax savings for employees.

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The Section 125 plan (also known as a "cafeteria plan,") allows employees to select from a range of tax-exempt benefits, notably encompassing health and dental insurance. Participation in the plan entails a portion of one's pre-tax earnings allocated towards covering these benefits. Among the most appealing options are premium-only plans (POPs) and flexible spending arrangements (FSAs). However, it's important to note that certain work-related expenses, such as phone bills or tuition aid, do not qualify as eligible deductions under Section 125.

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For this, open enrollment takes place annually, and strict adherence to the IRS stipulations governing these plans is paramount.

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3. Education and Training

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The deduction for education and training expenses that improve employee skills or maintain professional expertise is a valuable incentive for individuals and businesses. This deduction allows taxpayers to offset the costs associated with continuing education, training programs, and skill development necessary to enhance their job performance or maintain their professional qualifications. There isn't a specific standard deduction for education and training expenses related to improving employee skills or maintaining professional expertise according to the IRS. However, individuals may be eligible to claim certain education-related deductions or credits, such as the Lifetime Learning Credit or the Tuition and Fees Deduction, depending on their circumstances.

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Large Expenditures and Special Deductions

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1. Depreciation:  When you purchase a capital asset (such as equipment, machinery, or buildings) for your business, you typically can't deduct the full cost in the year of purchase. Instead, you spread out the cost over the asset's useful life through depreciation deductions, which reduce your taxable income and, consequently, your tax liability.

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The Section 179 deduction allows businesses to deduct the full purchase price of qualifying equipment and/or software purchased or financed during the tax year. This deduction offers significant tax benefits by enabling businesses to immediately write off the cost of eligible assets, rather than depreciating them over several years. It can provide a substantial tax break and help businesses save money on their tax bill, thereby improving cash flow and encouraging investment in new equipment and technology.

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Here's how it works:

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• Determine the depreciable basis: The depreciable basis is the portion of the asset's cost that you can depreciate. It typically includes the purchase price plus any additional costs like installation or improvements, minus any salvage value.
• Choose a depreciation method: Select the depreciation method that best fits your business needs and complies with tax regulations. Commonly used methods include straight-line depreciation, accelerated depreciation (like MACRS), or units of production depreciation.
• Calculate depreciation: Use the chosen depreciation method to calculate the depreciation expense for each year of the asset's useful life. This calculation will determine the amount you can deduct from your taxable income each year. 

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(To calculate depreciation, divide the total cost of the asset by its useful lifetime. I.e.

Total cost of the asset/ useful lifetime of the asset)

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• Report Depreciation on Tax Returns: When filing your tax return, report the depreciation expense on the appropriate tax form. In the United States, for example, businesses typically use IRS Form 4562 to report depreciation.
• Claim the Deduction: The depreciation deduction reduces your taxable income, thereby lowering your tax liability. Depending on the tax laws in your country, you may be able to deduct the full amount of depreciation in the year incurred or spread it out over several years.  Claiming the deduction is straightforward. Just fill out IRS form 4562, select the dollar amount of equipment under Section 179, and include the form with your tax return when filing.

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2. Insurance:  Business insurance premiums are expenses that businesses incur to protect themselves against various risks, such as liability, property damage, and injuries to employees. These premiums are generally tax-deductible as ordinary and necessary business expenses, subject to certain rules and limitations. 

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Here's how deductions for different types of business insurance premiums work:

• Liability Insurance Premiums: Liability insurance protects businesses from legal claims and financial losses arising from accidents, injuries, or property damage caused by the business's operations, products, or services. 

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Premiums paid for liability insurance coverage, such as general liability insurance, professional liability insurance (errors and omissions insurance), and product liability insurance, are typically deductible as business expenses. Deductible premiums may also include umbrella liability policies that provide additional coverage beyond the limits of primary liability insurance policies.

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• Property Insurance Premiums: Property insurance protects businesses from financial losses due to damage or destruction of their buildings, equipment, inventory, and other physical assets caused by perils such as fire, theft, vandalism, or natural disasters. 

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Premiums paid for property insurance coverage, including commercial property insurance, business interruption insurance, and rental property insurance, are generally deductible as business expenses. 

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However, the deduction may need to be apportioned if the property is used for both business and personal purposes.

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• Workers' Compensation Insurance Premiums: Workers' compensation insurance provides benefits to employees who suffer work-related injuries or illnesses, including medical expenses, lost wages, and disability benefits. Premiums paid for workers' compensation insurance coverage are usually deductible as business expenses. However, self-employed individuals, such as sole proprietors, partners, and LLC members, may be subject to special rules regarding the deductibility of workers' compensation insurance premiums for themselves.

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To claim deductions for business insurance premiums, businesses must meet the following requirements:

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• The insurance coverage must be directly related to the business's operations and necessary for carrying on the trade or business. The premiums must be paid or accrued during the tax year in which the deduction is claimed. The deduction must be reported on the appropriate tax forms, such as Schedule C/Form 1040 (for sole proprietors), Form 1065 (for partnerships), Form 1120 (for corporations), or Form 1120-S (for S corporations).

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3. Loan interest: You can simply subtract the interest you pay on loans from your taxable income. However, to qualify for the deduction, the loan must be used for a legitimate business purpose. Common uses of business loans that qualify for interest deduction include financing operations, purchasing inventory, acquiring equipment or real estate, expanding the business, or covering short-term cash flow needs.

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It's essential to maintain accurate records and documentation to demonstrate that the loan proceeds were used for business purposes. If the loan is used for both business and personal expenses, the deductible portion of the interest must be allocated based on the proportion of the loan used for business versus personal purposes.

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The interest expense must be considered an ordinary and necessary expense of carrying on the business. This means that the interest must be typical and customary for businesses in the same industry and reasonably related to the business's operations.

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Types of Business Loans

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Interest on various types of business loans may be deductible, including traditional term loans, lines of credit, business credit cards, equipment loans, mortgages, and other forms of business financing. However, the deductibility of interest may vary depending on the terms of the loan and applicable tax laws. 

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While most business interest expenses are deductible, there may be limits and restrictions imposed by tax laws. For example, the IRS imposes limits on the deductibility of business interest expenses for certain businesses with significant interest expense deductions, such as partnerships, S corporations, and sole proprietorships. The Tax Cuts and Jobs Act (TCJA) introduced new rules limiting the deductibility of business interest expenses for certain businesses with average annual gross receipts exceeding $25 million. To claim the deduction for interest on business loans, businesses typically report the interest expense on their tax returns, such as Schedule C (for sole proprietors), Form 1065 (for partnerships), Form 1120 (for corporations), or Form 1120-S (for S corporations). 

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4. Foreign earned income exclusion: Under specific conditions, American citizens operating businesses overseas may exclude the foreign income they've earned from their tax return. To qualify for this exclusion, your tax home must be located abroad. 

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Use the IRS's Interactive Tax Assistant tool to assist in determining if income earned in a foreign country qualifies for exclusion from the income reported on your U.S. federal income tax return.

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5. Startup expenses: If you started a new business in the most recent tax year, you can deduct up to $5,000 in startup expenses accrued before your business launch. This encompasses expenses related to

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• Advertising and promotion: You are eligible to deduct all expenses associated with promoting your business, such as digital and print advertising, website design and maintenance, and the printing cost of business cards. 
• Professional services: You can deduct fees for professional services such as legal advice, consulting, business coaching, bookkeeping, accounting, or tax preparation.
• Rent: Cover deductions for renting office space, equipment, or other business-related properties.

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Note: Capital expenses can be deducted over several years through a process called amortization, aiding in evaluating your business's annual profitability.

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6. Charitable contributions: You are eligible to deduct charitable donations made to qualifying organizations. For sole proprietorships, LLCs, or partnerships, these expenses can be claimed on personal tax forms. Corporations can claim charitable donations on their corporate tax returns. 

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Tax Credits vs. Deductions

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Tax deductions reduce the amount of income subject to taxation, while tax credits directly reduce the amount of tax owed. In other words, deductions lower taxable income, while credits provide a dollar-for-dollar reduction in the actual tax liability. Both can help lower your tax bill, but they work in different ways.

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Think of tax deductions as expenses that the government allows you to subtract from your taxable income. When you file your taxes, you report your total income.  Then, you subtract certain expenses, like business expenses, mortgage interest, or charitable donations, to arrive at your taxable income. The tax you owe is based on this lower taxable income, not on your total income. Deductions lower the amount of income that is subject to taxation, which can help reduce your overall tax bill.

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Tax credits are different. Instead of reducing your taxable income, they directly reduce the amount of tax you owe. 

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Let's say you owe $1,000 in taxes, but you're eligible for a $200 tax credit. When you apply for that credit, you only have to pay $800 in taxes. Tax credits can be more valuable than deductions because they reduce your tax bill dollar-for-dollar. So, a $200 tax credit saves you $200 in taxes, while a $200 deduction only reduces your taxable income by $200, which then saves you whatever your tax rate is on that $200.

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Tax credits hold greater value for individuals in lower income quintiles as they have less income to deduct, resulting in larger refunds and increased disposable after-tax income. Conversely, higher-income taxpayers favor deductions as they face higher marginal tax rates on the income they could otherwise exclude.

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Tax credits come in two varieties: refundable and nonrefundable. A refundable credit grants a taxpayer a refund if the credit exceeds their tax liability, while a nonrefundable credit only reduces the tax liability to zero.

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There are a few notable tax credits that your business might be eligible for:

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1. Research and Development (R&D) Tax Credit: This credit is designed to encourage innovation by providing a tax credit for businesses that invest in research and development activities. Eligible expenses include wages, supplies, and contract research costs related to R&D projects.

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2. Small Business Health Care Tax Credit: Small businesses that provide health insurance coverage to their employees may be eligible for this credit. To qualify, the business must have fewer than 25 full-time equivalent employees, pay average annual wages below a certain threshold, and contribute at least 50% of employee health insurance premiums.

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3. Work Opportunity Tax Credit (WOTC): This credit is available to businesses that hire individuals from certain target groups, such as veterans, ex-felons, or individuals receiving government assistance. The credit amount varies based on the target group and the number of hours worked by the employee.

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4. Employee Retention Credit: Introduced in response to the COVID-19 pandemic, this credit provides financial relief to businesses that retain employees during periods of economic hardship. Eligible businesses can claim a refundable tax credit based on qualified wages paid to employees.

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5. Energy-Efficient Commercial Buildings Tax Deduction: Businesses that invest in energy-efficient building upgrades or improvements may be eligible for this deduction. Qualifying projects include installing energy-efficient heating, cooling, ventilation, lighting, or building envelope systems.

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Note: These types of tax credits are grouped under the non-refundable type of tax credits, and are mentioned as they apply to businesses. 

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Common Mistakes and Pitfalls To Avoid 

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1. Mixing personal and business expenses: Failing to keep personal and business expenses separate can lead to inaccuracies in claiming deductions and potential IRS scrutiny.

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2. Failing to keep adequate records: Insufficient documentation can result in the disallowance of deductions during an audit. Businesses should maintain detailed records of all expenses, including receipts, invoices, and mileage logs.

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3. Overstating deductions: Claiming inflated deductions can raise red flags with the IRS. It's essential to ensure that all deductions are legitimate and supported by appropriate documentation.

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4. Misclassifying employees as independent contractors: Misclassifying workers can lead to incorrect deduction claims for payments made to them. It's crucial to understand the distinction between employees and independent contractors and properly classify them for tax purposes.

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5. Ignoring depreciation rules: Failing to properly depreciate assets over their useful life can result in missed deductions or incorrect deduction amounts. Businesses should adhere to IRS guidelines for depreciating assets.

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6. Not claiming eligible deductions: Some businesses may overlook deductions they are eligible for, such as home office expenses, business-related travel, or startup costs. It's essential to be aware of all available deductions and claim them appropriately.

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7. Not reconciling financial records: Discrepancies between financial records and tax returns can raise suspicions and trigger audits. Regularly reconciling financial statements with tax returns can help avoid errors and ensure accurate reporting.

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8. Failure to seek consultations: Complex tax laws and regulations can be challenging to navigate. Your business may benefit from consulting with tax professionals to ensure compliance and maximize deductions.

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Best Practices for Maximizing Tax Deductions 

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1. Document and keep records: Maintain organized records of all financial transactions, receipts, and expenses throughout the year to substantiate your deductions. You are trying to pay less tax and save more, and all that can stand in your way is not having records to prove all transactions and present needed reports for tax deductions. 

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2. Consult a tax official or engage your legal team: For compliance and accuracy, your best bet is consulting a tax official or putting your business's legal team to work. They simply ensure you're maximizing deductions within the bounds of tax laws and regulations.

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3. Make your choice based on your kind of business: Customize your deduction strategies based on the nature and structure of your business to optimize tax savings. For instance, filing for a home office deduction when you don't run a remote team can present your business as fraudulent. 

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4. Make charitable donations: Consider contributing to eligible charitable organizations to qualify for tax deductions while supporting causes aligned with your values. While some charities may furnish end-of-year statements for regular donors, it's prudent to maintain your record of charitable contributions. Don't forget to itemize your deductions to reduce your adjusted gross income via charitable donations. Opting for a standard deduction on charitable contributions won't impact your tax return.

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5. Postpone your income: Strategically defer receiving income, when feasible, to a later tax year to potentially reduce your current tax liability. Adopting this approach doesn't absolve you of tax obligations on deferred income; rather, it serves as a method to mitigate tax liabilities for the present year. This can be particularly beneficial if you're near the threshold of a tax bracket, potentially yielding significant savings. 

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6. Pay for your business expenses early: Pay for eligible business expenses in advance, such as rent, utilities, and supplies, to accelerate deductions and lower taxable income. Stay mindful of tax-deductible business expenditures, as they can yield additional tax advantages, especially when they coincide with increased income levels. 
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7. If you are not clear about best practices involved then you can also consider working with subject matter experts. Our partners at FlowFi work with the top 2% of tax experts to make sure your taxes are done right and your credits optimized.

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Conclusion

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An adept understanding of tax deductions is pivotal for businesses seeking to optimize financial outcomes. Taking a proactive approach to tax planning empowers businesses to identify opportunities for savings, reduce tax burdens, and ultimately enhance their bottom line.