Small business write offs checklist: discover what you can deduct, avoid costly mistakes, and save at tax time. Get your free, simple checklist today and start saving with guidance from Curler Accounting.

If you run a small business, you have likely wondered what expenses you can deduct. The rules can feel confusing, and it is easy to leave money on the table or make a mistake that triggers penalties. This guide turns complex tax language into a clear, small business write offs checklist you can use all year. It is practical, high level, and designed for busy owners.

Curler Accounting & Tax Services, LLC, led by Matt Curler, CPA, helps small businesses in Washington County, Mequon, and areas north of Milwaukee understand deductions and file with confidence. With more than two decades in tax, finance, and treasury management, plus service at KPMG and Harley-Davidson, Matt blends real world experience with client-first service. Whether you need tax preparation, bookkeeping, payroll, or strategy, Curler Accounting makes saving on taxes simple and stress free.

How to Use This Small Business Write Offs Checklist

You can use this checklist in three ways. First, skim the categories to confirm what you can write off. Second, keep notes on anything you missed this year so you can capture it going forward. Third, share it with your accountant so nothing gets overlooked at tax time. If you do not have an accountant, Curler Accounting can help you apply this list to your unique business.

1. Review each category and mark what applies to your business.
2. Gather receipts, bank statements, and mileage logs that support each item.
3. Keep digital copies of records in one folder or accounting software.
4. Schedule a tax planning session before year end to maximize deductions.
5. File on time and keep records for at least three years.

The Ultimate Small Business Write Offs Checklist

Startup and Entity Costs

• Business formation fees and state filing charges
• Legal and professional fees to set up LLC, S-Corp, or C-Corp
• Market research and feasibility studies before launch
• Website domain and initial branding costs
• Licenses, permits, and fees required to operate

Tip: Many startup costs are deductible up to a limit in your first year with the rest amortized. Curler Accounting can help you apply the rules based on your entity type.

Home Office Deduction

• Home office space that is used regularly and exclusively for business
• Simplified method based on square footage or actual expense method
• Proportional share of mortgage interest or rent
• Proportional share of utilities, internet, and homeowners insurance
• Maintenance, repairs, and security related to the office space

Tip: Exclusive use is key. A spare bedroom that doubles as a family room does not qualify. Curler Accounting can help you measure and choose the best method.

Office, Supplies, and Software

• Computers, monitors, printers, and accessories
• Office furniture and ergonomic equipment
• Paper, ink, and general office supplies
• Business software and cloud tools such as accounting, CRM, and project management
• Data storage, backups, and cybersecurity tools

Tip: Many items can be expensed in the year purchased. Larger assets may be depreciated or deducted under Section 179. Ask Matt Curler at Curler Accounting which method gives you the best result.

Vehicles and Mileage

• Standard mileage method using the IRS rate or actual expenses
• Gas, insurance, repairs, registration, and lease payments for business use
• Parking fees and tolls for business trips
• Mileage logs to track date, purpose, and miles for each trip
• Vehicle depreciation if owned by the business

Tip: Pick one method and stay consistent. Keep a mileage log. Curler Accounting can compare methods to see which saves you more.

Travel and Meals

• Airfare, lodging, and ground transportation for business travel
• Meals during business travel, usually subject to a percentage limit
• Local business meals with clients or prospects with proper documentation
• Per diem rates for meals and incidentals for employees, if used
• Conference and trade show fees

Tip: Keep the who, what, where, and why for each meal or trip. That simple note can defend your deduction if you are questioned later.

Wages, Payroll, and Benefits

• Salaries and wages for employees
• Payroll taxes paid by the employer
• Employee health insurance and other benefit programs
• Employer retirement contributions
• Bonus and incentive programs properly documented

Tip: Payroll mistakes are costly. Curler Accounting offers payroll solutions that keep your filings accurate and on time.

Contractors and Professional Services

• Payments to independent contractors reported on 1099-NEC
• Bookkeeping and accounting fees
• Tax preparation and tax planning fees
• Legal services, consulting, and IT support
• Recruiting or HR consulting fees

Tip: Collect W-9 forms and issue 1099s by the deadline. Curler Accounting can manage the process for you.

Insurance and Risk Management

• General liability and professional liability insurance
• Business owner policy premiums
• Cyber insurance and data breach coverage
• Workers compensation insurance
• Business interruption coverage

Tip: Self-employed health insurance may be deductible on your individual return. Ask Curler Accounting how to coordinate this with your entity.

Retirement and Health Savings

• Contributions to SEP IRA, SIMPLE IRA, or Solo 401(k)
• HSA contributions if you have a high deductible health plan
• Employer matching contributions to retirement plans
• Plan setup and administration fees

Tip: Retirement plans reduce taxes and help you build wealth. Curler Accounting can help you pick the right plan and ensure timely contributions.

Marketing, Advertising, and Sales

• Digital ads, print ads, and sponsorships
• Website design, hosting, and maintenance
• Branding, photography, and video production for promotions
• Email marketing tools and CRM software
• Business cards, brochures, and promotional materials

Tip: Promotional items given to clients may be deductible. Client gifts have limits, so document the recipient and amount.

Education and Professional Development

• Courses, certifications, and workshops related to your business
• Industry conferences and webinars
• Professional membership dues
• Trade publications, journals, and online subscriptions
• Coaching or business mentoring related to growth

Tip: The education must maintain or improve skills for your current business. New career training is usually not deductible.

Rent, Utilities, and Facilities

• Office rent and co-working memberships
• Electricity, gas, water, trash, and internet for business locations
• Security services and alarm systems
• Janitorial services and cleaning supplies
• Snow removal and landscaping for business property

Tip: If you run your business from home, use the home office rules instead of claiming the full set of facility expenses directly.

Banking, Interest, and Fees

• Business bank and credit card fees
• Interest on business loans and lines of credit
• Merchant processing fees for credit cards
• Payment platform fees for online sales
• Loan origination and financing charges

Tip: Open a separate business checking account. It makes tracking and proof far easier, and it helps you avoid mixing personal and business spending.

Taxes, Licenses, and Compliance

• State and local business taxes, not including federal income tax
• Sales tax filing costs and software fees
• Business license renewals
• Franchise taxes and annual report fees
• Industry compliance costs and required testing

Tip: Federal income tax is not a deduction for your business return. Curler Accounting can categorize taxes correctly so you do not overstate deductions.

Inventory and Cost of Goods Sold

• Raw materials and supplies used to make your product
• Wholesale purchases for resale
• Direct labor tied to producing inventory
• Freight in and shipping to receive goods
• Packaging and labeling directly tied to products

Tip: Accurate inventory tracking is key for product businesses. Curler Accounting can set up your bookkeeping to capture cost of goods sold correctly.

Repairs, Maintenance, and Equipment

• Routine repairs to keep property in working order
• Maintenance for equipment and tools
• Small tools and consumables used in operations
• Equipment upgrades that may qualify for Section 179
• Depreciation for long term assets

Tip: Repairs are different from improvements. Improvements are usually capitalized. If you are not sure how to classify, ask Matt at Curler Accounting.

Charitable and Community Support

• Donations made by C-Corps to qualified charities
• Sponsorships that provide advertising value
• Community event fees where your business is promoted
• In-kind donations of inventory or services, with proper valuation

Tip: Pass-through entities may treat donations on the owner return. Sponsorships that promote your brand often count as advertising. Curler Accounting will help you track the right category.

Other Common Write Offs

• Postage and shipping to customers
• Telephone and dedicated business cell phone plans
• Data plans and hotspot charges for business devices
• Bad debts from unpaid invoices, if you use accrual accounting
• State unemployment tax paid by the employer

Tip: Create a catchall folder for small receipts. Many small items add up to big savings over a year.

Common Mistakes That Cost Small Businesses Money

• Mixing personal and business spending in one account
• Forgetting to track mileage in real time
• Missing Section 179 or bonus depreciation on new equipment
• Not documenting the business purpose for meals or trips
• Paying contractors without collecting a W-9 and filing a 1099
• Skipping estimated tax payments and paying penalties
• Waiting until tax season to organize receipts

Curler Accounting can review your current records and spot missed deductions before you file. A short planning session can prevent costly mistakes and reduce stress.

Recordkeeping Made Simple

You do not need a complex system to stay audit ready. A simple routine works well and saves you time.

1. Use a separate business bank account and card.
2. Adopt cloud bookkeeping like QuickBooks Online or a similar tool.
3. Scan or snap every receipt and attach it to the transaction.
4. Tag each transaction with a clear category and note.
5. Reconcile accounts monthly so errors do not pile up.

Curler Accounting offers bookkeeping and payroll solutions that integrate with your tax preparation. Clean books lead to bigger, accurate write-offs and a smoother tax season.

Year End Tax Moves to Lock In Deductions

Timing matters. Here are smart steps to consider before December 31.

• Buy needed equipment and place it in service before year end
• Fund your SEP, SIMPLE, or Solo 401(k) according to plan deadlines
• Invoice early to improve cash flow or delay invoicing to manage income if appropriate
• Prepay routine expenses if it aligns with your cash needs
• Complete a projection with Curler Accounting to spot opportunities

A 30 minute planning call with Matt Curler can be the difference between guessing and saving. You will see your expected tax and know what to do next.

Small Business Write Offs Checklist: Quick FAQ

Are receipts required for every deduction?

Keep receipts for anything over a small threshold and for all travel and meals. Bank statements are helpful, but a receipt with a clear business note is stronger. Digital copies are fine.

Can I deduct my entire cell phone bill?

Deduct the business portion of your phone plan. If you use one phone for both personal and business, estimate a fair percentage based on actual use and be consistent.

How do I choose between mileage and actual vehicle costs?

Run both methods once to compare savings. The standard mileage method is simple. Actual costs may save more if your expenses are high. Curler Accounting can do the math.

Do I need an LLC to claim write-offs?

No. Sole proprietors can deduct business expenses on Schedule C. The right entity can still help with tax and legal goals. Curler Accounting offers entity formation guidance.

Are meals still deductible?

Yes, with limits. Keep the purpose, place, and who attended. Meals tied to business can be deducted at the allowed percentage. Entertainment is usually not deductible.

What if I missed deductions last year?

You may amend if it is worth the effort. At a minimum, fix your system now so you capture every write-off going forward. Curler Accounting can review your prior year for missed items.

Why Work With Curler Accounting

Curler Accounting & Tax Services, LLC delivers personalized attention and practical advice that fits the way you run your business. Owner Matt Curler, CPA, brings 20 plus years in tax and finance, with past roles at KPMG and Harley-Davidson. He also served 18 years in the Wisconsin Army National Guard and six years with the Milwaukee Police Department. That background shows up in his work. Expect discipline, integrity, and careful attention to detail every step of the way.

• Tax Preparation and Planning that minimize your tax bill
• Bookkeeping that keeps your records accurate and up to date
• Payroll Solutions that remove compliance headaches
• Cash Flow Optimization strategies for better liquidity
• Business Tax and Compliance guidance for LLCs, S-Corps, and more
• IRS Representation when you need a steady hand in audits and disputes
• Entity Formation to choose the right structure from the start

Curler Accounting serves Mequon and Washington County with in person support, and works with clients statewide online. Matt is active in the Rotary Club and volunteers with the VA Hospital. He understands the local business landscape and cares about the community you serve.

Get Your Free Small Business Write Offs Checklist

If you want a simple one page version of this guide, Curler Accounting offers a free, printable small business write offs checklist. It is easy to use, and it helps you track deductions month by month so you do not miss a thing at tax time.

1. Request your free checklist from Curler Accounting.
2. Save it as a PDF or print it for your binder.
3. Review each category at month end and add any missing receipts.
4. Book a quick review with Matt Curler before year end.

You work hard to build your business. With a clear checklist and a trusted advisor, your tax return can reflect that effort. From choosing the right entity to claiming every eligible write-off, Curler Accounting makes the process simple, accurate, and stress free.

Your Next Step

Do not wait until filing season. Use this small business write offs checklist today. If you want help applying it to your books, schedule a time with Curler Accounting. You will get personal guidance, clear answers, and a plan that fits your goals. Fewer surprises. Fewer mistakes. More savings when it matters.