Tax season can make you feel like you’re drowning in a sea of missing documentation and buried under unruly piles of expenses when there’s no structure in place to wrangle and report them. As if internally managing the finances of a small business or startup isn’t hard enough, now you have to think about what an external entity requires. It’s enough to make a grown person cry.
Enter business expense categorization to save the day. Topics included in this article:
What are business expense categories?
Business expense categories are classifications you can use to organize your expenses to inform internal financial control and tax filings. For example, if your company paid for airfare for a business trip, you may categorize that as a “travel” expense. And, because it is categorized as such, specific transaction details and documentation would then be required so you can write it off come tax time.
Some examples of business expense categories include:
Payroll
Employee benefits
General and administrative expenses
Marketing and advertising spend
Research and development spend
Payments for professional services
Trying to go back and categorize your expenses at the end of the year is a sure way to lose valuable time and money. Instead, categorize and map your expenses in advance. You’ll make it easier to do reporting and save the maximum amount in business tax deductions.
How to set up your business expense categories
Looking at the extensive list of IRS business expense categories can feel overwhelming. Still, the good news is you don’t have to have every one of those exact categories to stay in compliance and save money come tax season.
The key is to set up categorization that reflects your internal company structure, e.g. by department and spend management needs. Just make sure to include enough detail and documentation to easily pull reports that satisfy IRS compliance.
For example, expenses may be classified by type, like “General and Admin” and “Research and Development” (R&D), and then sorted by department, like “Marketing” and “Engineering.” So, when an engineer in the company buys software for building new products, the expense is categorized as an R&D expense, incurred by the Engineering Department and attributed to that department when sorted.
It’s worth noting that you likely will need more granular categories for internal P&L statements than you will for IRS categorization. To make your life easy, those more granular categories should each fit into one of the IRS categories.
There is no need to overcomplicate classifying different types of expenses. Keep categories general and limit the number of general ledger (GL) accounts you have. Use custom fields to capture the “who, what, where, and why” of each transaction, so they can be easily sorted or reclassified for different reports as needed.
For example, for internal purposes, you may only need to know that an employee made a meal purchase, but if you want to deduct the expense as a business meal come tax time, you will need to know if the employee ate alone, with a team, or with a client, and what was discussed. You may not need an entire category for each of these details, but defining transaction details in your spend management platform can make reporting and increasing tax deductions much easier. Noting how many people were at the meal and what was discussed, for example, can mean the difference between an “individual meal” that is only 50% deductible versus a “team event” that is 100% deductible.
Finance automation: the key to finance-led growth
Read our new report to learn the strategies you need to turn your finance team from a cost center into a growth driver. Help your business gain a competitive advantage with finance automation. Download the full report today
List of common business expense categories
Not sure where to start with creating business expense categories? Here are a few common lists, but again, tailor these to your own company’s structure.
Payroll and Employee Benefits
There are employee-related expenses that include: employee health insurance
retirement plans
bonuses
paid vacations.
General and Admin
This includes regular operating expenses such as:
office supplies (i.e., computers, printers, pens)
rent and leases
cleaning services for the office space
transportation
meal stipends
other office expenses
Marketing and Advertising
These are costs that cover the promotion of your business:
Social media ads
marketing consultants
contracted marketing services
business cards
Research and Development (R&D)
These are expenses incurred in the process of building a product, including:
Software subscriptions
product testing equipment
Professional Services
These cover the professional fees of external consultants and contractors:
Contracted designers and recruiters
legal fees
CPA services
How to categorize expenses to maximize tax deductions
To optimize your expense categories for business tax deductions, it’s important first to understand what is deductible and what documentation is needed for compliance when claiming expenses on your tax return and filing small business taxes.
Your source of truth for this is IRS publication 535, which dictates what is deductible or not. According to this document, an expenditure is considered deductible if it can be proven “ordinary and necessary” for business purposes.
For example, you can usually count a business luncheon with a prospective client as ordinary and even necessary to cultivating business. However, that embarrassingly large pizza order you placed for just yourself while you ate your feelings over the weekend may not be so necessary or ordinary to your business growth and can't be considered a write-off. Learn more about deductions allowed under IRS Publication 535.
Tax-deductible business expenses list
What counts as deductible business expenses will depend on your particular business structure, but this list includes the major expense categories that are deductible per the IRS:
Cost of goods sold: This is deducted from your gross receipts to find your gross profits for the year. Note, you cannot deduct the cost of calculating the cost of goods sold.
Capital expenses
Startup costs
Repairs or maintenance to the business property
Business assets
Not-for-profit activities and charitable contributions
Fringe benefits: While fringe benefits are deductible for the employer, they are taxable for the employee, so when categorizing these expenses, make sure to categorize them as “fringe benefits” and map them to the correct GL accounts so the amounts are easily added to W2s.
Each of these categories has precise requirements for deduction and is subject to change at the discretion of the IRS. So it’s a good idea to subscribe to IRS e-News alerts, review the “recent developments” section of the IRS publication 535 regularly, and work closely with a tax advisor to maximize deductions.
Taking the time at the start of each tax year to optimize your expense categories and map to ledgers based on IRS changes will make tax season significantly smoother.
For example, for internal purposes, you may only need to know that an employee made a meal purchase, but if you want to deduct the expense as a business meal come tax time, you will need to know if the employee ate alone, with a team, or with a client, and what was discussed. You may not need an entire category for each of these details, but defining transaction details in your spend management platform can make reporting and increasing tax deductions much easier. Noting how many people were at the meal and what was discussed, for example, can mean the difference between an “individual meal” that is only 50% deductible versus a “team event” that is 100% deductible.
Tip from Edwine Alphonse, our Finance Controller at Ramp: "By being intentional about your naming conventions and the categorizations, you'll make sure you're complying with IRS rules, in terms of documentation. You’re also making your life easier when it’s time to do your tax filing or going through your year-old closing checklist.”
Non-tax-deductible expenses
Some expenses you want to watch out for that are not tax deductible include the following:
These are considered assets in your business, so they must be capitalized rather than deducted.
Business startup costs
Business assets
Improvements to business property: While generally, these expenses are not deductible, some of them may fall under special provisions and can be recouped through amortization deductions.
How to make sure your business expense categories are correct
So, you’ve determined categories that align with your internal finance needs and IRS compliance, but you’re still faced with actually enforcing categorization. Manually processing expenses has proven unreliable and time-consuming, so how do you ensure expenses are consistently and correctly categorized?
Gathering all of your expenses in a central software where every expense process can take place provides a clear audit trail and easy reporting.
With every transaction in one platform, it’s easy to pull a report for a single expense category across all departments and GLs and then sync with bookkeeping and tax-filing software.
Custom no-code workflows provide consistent expense documentation by prompting employees throughout the transaction process. When a transaction occurs, employees are immediately prompted via SMS or email to submit documentation.
Ramp's automated receipt matching
Once documentation is submitted, automated receipt matching ties it to the corresponding expense and prompts the employee to fill in required details in customizable fields. The expense management software then uses automation and AI to categorize the expense and sync the information with your accounting software.
Get back your time and money during tax season with Ramp
Tax season doesn’t have to be stressful. Saving time and money shouldn’t be complicated, even if you’re a small business owner or startup founder without a big finance department.
With Ramp’s powerful finance automation and AI behind your business expense categorization, tax season is just another day at the office. You can pull comprehensive reports with a single click and then sit back with a cup of coffee and watch your tax return grow. Learn more about how we are saving our customers an average of $100k in their first year using our software.
The information provided in this article does not constitute legal or financial advice and is for general informational purposes only. Please check with an attorney or financial advisor to obtain advice with respect to the content of this article.
Share with
FAQs
What are the benefits of categorizing expenses?
Two big benefits of categorizing expenses are avoiding legal trouble and ensuring your business isn’t overpaying come tax time. Seeing which business expenses are allowable, and knowing what you spend money on is the first step to benefiting from expense categorization.
How do small businesses categorize expenses?
The same way any business would categorize expenses: by keeping track of what they spend money on, why they’re spending money on it, and checking IRS documentation to see if those qualify as business expenses. Ramp’s expense management and tracking capabilities can make a big difference when you want to maximize deductions and analyze spending habits.