A Guide to Small Business Expense Tracking

The tax filing season is quickly approaching. Prepare your small business taxes right away. Invoices, receipt books, bank bills, and any other documents relating to your small business expense are all included in this. It's possible that you're organized and skilled at maintaining a thorough daily expenditure log. Perhaps you have laced in some areas over the past year, and keeping track of company expenses has suffered in favor of other objectives.


Read on for all the information if you need a review of how to keep track of small business expenses. Keeping an eye on what are your small business expenses and recording it for the sake of record-keeping is essential for managing and organizing business finances

What Qualifies as a Small Business Expense?

If you're a new small business proprietor, you might be shocked at how many daily costs you rack up to maintain your enterprise operating. While some expenses, like utilities or salary, are anticipated, there are some that might only be incurred once or whose price changes over time.


Ideally, you should monitor any currency that comes into and leaves your company through some basic record-keeping practices. It's also crucial to keep in mind that there are two distinct kinds of expenses that should be distinguished in the small company expense tracking process. The IRS offers advice on what documents to retain and points out that purchases and expenditures are different.


A purchase is something you buy, return to a client, and get paid for Purchases include any components or raw materials required in the production of a completed item.


Compared to purchases, the cost is a much more general term. Any "ordinary and necessary" expense required to keep your company operating falls under this category. The main lesson is as follows: You can write off a modest business expenditure on your taxes. Here are a few instances to help you grasp what counts as an expense if you still need clarification:


For some people, like self-employed truck truckers, lodging, and food may be deductible.


For proprietors of rental properties, some taxes, such as property taxes, are regarded as an expenditure.

Office supplies: small company owners frequently neglect to maintain a record of all the office supplies they buy just for their business.


Before we dive into the importance of tracking expenses, let's start with what qualifies as a business expense. An expense falls under a much broader category than purchases. This is any type of “ordinary and necessary” cost needed to maintain your business operations. Some examples of small business expenses include travel, taxes, office supplies, and insurance.

Why You Should Be Tracking Business Expenses

It is critical to keep excellent company documents of any kind, particularly financial records such as expenses and payroll.

When the IRS is involved, you don't want to be scrambling for receipts and pay stubs because you failed to correctly monitor your company expenditures.

Here are a few reasons why small company expenditure tracking is essential

Determine your tax benefits and deductions

If you aren't a tax expert, it's simple to overlook common exemptions that could save you money. When you need to find any credits or deductions, using a daily expenditure record will save you time.

Highlight budget issues

 If you have difficulty limiting your spending, it is often suggested in personal budgeting to use a cash-only budget. When you see how much money you're spending, you're more likely to reconsider a needless buy. While you may not want to use cash exclusively for business expenditures, using a monitoring system will allow you to see precisely where your money is going and whether there are any areas where you can cut back.

Audit preparation

If you start tracking your small business expenditures and keeping other financial documents now, you'll be better prepared to deal with an IRS audit later.

4 Simple Steps to Track Your Small Business Expense

Now that you know why it's important to track your small business expense, let's go over four simple steps to ensure your expense tracking strategy is efficient:

Understand some basic tax forms

When you own a business, there are a lot of documents you’ll need to complete related to taxes. For example, a 1099 tax form is one you’ll need to know if your expenses include independent contractors or freelancers. There are a variety of 1099 forms, but you can consider a 1099-MISC expense tracker as a form that documents money spent by your business.

Create a method for organizing different records

Bookkeeping software and spreadsheets are both common methods for tracking expenses. Whichever method you use, take extra care to organize your expenses in different categories.

Audit your existing expenses

Once you have a solid method in place to organize your documents, it’s best to complete an audit of all your current expenses so you know exactly where everything belongs. Several expenses are probably recurring, so performing an audit will help in creating a more detailed budget.

Partner with a professional

Small business owners already have a lot of responsibilities outside of tracking expenses and dealing with taxes. The best strategy to stay organized is to use a trusted, automated expense management solution like Bookkeeping Pro services. Creating a partnership with experienced bookkeeping professionals will keep your business expenses tracked properly and efficiently.

Leave Your Tax Prep to a Trusted Professional

It can be challenging to keep track of small business expenses, not to mention all the nuances of tax deductions and credits. Rather than trying to sort out the details yourself, consider working with a professional who can ensure that your financial reporting remains accurate. Bookkeeping pro services have a team of experienced bookkeepers who understand the best practices for your small business expense. We offer a robust suite of services, including bookkeeping, tax preparation, and more, to keep your business finances organized and optimized.


How to Know It’s Time for Your Small Business to Outsource Accounting

What is a Chart of Accounts? How to Set a Chart of Accounts?

How to Pick the Right Entity for Your Business?                                                                              

10 Foolproof Bookkeeping Tips