How To Track Business Expenses

It lowers your tax bill (every documented expense reduces taxable income), tells you if you're actually profitable, protects you in an audit, improves every business decision, and steadies your cash flow. Untracked deductions are money handed to the IRS for no reason.

A business expense is ordinary (common in your line of work) and necessary (helpful and appropriate). Materials, platform fees, supplies, software, and ads are clearly business. Groceries and personal streaming are not. This is educational information, not tax advice — confirm specifics with a tax professional.

Open a dedicated business bank account and card before tracking a single receipt. Run all business income and expenses through it. Makes tracking nearly automatic, creates a clean audit trail, and protects an LLC's liability shield. Commingling is the root cause of most expense-tracking nightmares.

Phone/internet: deduct only the business-use percentage. Vehicle: track business miles (commuting doesn't count). Home office: deductible only for space used regularly and exclusively for business. Pick a reasonable method, apply it consistently, document how you arrived at the percentage.

Common categories: COGS/materials, platform and payment fees, shipping and packaging, advertising, software subscriptions, office and home-office, equipment (capitalized or expensed), professional services, education, travel and meals, vehicle/mileage, insurance, and taxes. Use the same categories every month — consistency is what makes the data useful.

Save every receipt (digital is fine). Capture date, vendor, amount, category, and a one-line business purpose. The IRS expects records that substantiate the deduction — "ordinary and necessary," not just an entry in a spreadsheet.

Spreadsheets (Google Sheets, Excel) are free and flexible — fine for sub-$50K sellers with simple operations. Accounting software (QuickBooks, Wave, Xero) connects bank feeds, auto-categorizes, and produces tax-ready reports — worth it once volume grows or you hire a bookkeeper.

Etsy: pull the monthly fee statement and reconcile. eBay: download Seller Hub reports. KDP: track royalty payouts and one-time production costs separately. Shopify: export payout reports and reconcile against bank deposits. Amazon FBA: settlement reports break out every fee — match them to your accounting software monthly.

1) Download bank/card statements. 2) Match each transaction to a category. 3) Attach receipts. 4) Reconcile against platform reports. 5) Run a P&L. 6) Set aside a percentage for taxes. A consistent monthly close prevents the tax-time panic.

Commingling personal and business spending, missing small recurring subscriptions, forgetting mileage, no receipts for cash purchases, miscategorizing capital expenses as ongoing, and "I'll do it later." The fix is a simple monthly routine, not a heroic year-end effort.