8 Types Of Business Expenses And How To Track And Control Them

Apr 26, 2023
8 Types Of Business Expenses And How To Track And Control Them

While conducting business, organizations often collect costs that can be utilized to make income statements, file tax returns, and build budgets for the business. Business expenses are routine, required charges a company incurs to run, some of which can be deducted from taxes. In addition to outlining the many types of expenses and listing 8 typical expense categories, this article defines business expenses.

What Is A Business Expense?

When an operational cost is incurred while producing revenue is known as a business expense. Tax-deductible expenses can be deducted by businesses on their income tax returns, but the Internal Revenue Service (IRS) sets rigorous guidelines about which costs can be deducted by enterprises. Maximizing profits by increasing revenues while reducing expenses is one of the key objectives of management teams at businesses. Cutting expenses can help businesses generate even more revenue from sales, but doing so too drastically risks hurting the business. For instance, cutting back on advertising cuts costs but also the company's exposure and outreach capabilities. Accounting software for medium sized businesses and even small and large businesses are used for such activities.

8 Types Of Businesses Expenses

Wages And Salaries

Payroll expenses and perks, such as vacation time, hourly or salaried costs, and those for independent contractors or other contractual workers, must be covered by businesses. Companies can typically write off these expenses from their taxes.

Rental And Machinery Cost

The costs associated with securing a business location, such as mortgage and lease or rent payments, are referred to as location expenses. Depending on the lease terms, both mortgage and lease payments may be tax deductible. These costs may not change for weeks, months, or even years.

Office Utility And Office Supplies

The cost of utilities including heat, water, and electricity is typically deductible. Costs associated with office equipment can include those for computers, printers, desks, chairs, and supplies. Depending on the sector, these expenses could also include materials or specialized machinery.

Business Insurance

Although business insurance is typically fully deductible, it's crucial to account for all taxes when determining expenses. It can include workers' compensation insurance, property insurance, liability insurance, group health, vision, dental, and life insurance.

Marketing And Advertising

Social media postings, website design, logo creation, billboards, print ads, radio ads, TV commercials, business cards, flyers, and event sponsorships are all fully deductible marketing expenses. These marketing expenses are vital and using accounting software for large businesses helps to keep note of everything.

Repairs And Maintenance

Companies might also charge for services like office cleaning, gardening, or snow removal, which might be added to a budgeting or accounting category.

COGS (Cost Of Good Sold)

Cost of goods sold on a direct cost incurred in production. It is directly related to revenue and includes material costs, direct labor costs, and direct factory overheads.


Generally speaking, every business pays taxes to the municipal, state, or federal governments. You may develop a budget and income sheet by knowing these costs and how frequently they happen.

Track And Control Business Expenses

Businesses can either use the accrual basis or the cash basis to report their expenses. While accrual basis accounting documents costs when they are incurred, cash-basis accounting records costs when they are paid. They use accounting software to keep track of spending and open separate business bank accounts. The cash basis would record the expense when the company pays the invoice, whereas the accrual basis would record the expense when the company receives the service.

Tracking business spending can be a time-consuming chore, but there are various ways to make it simpler and more effective. They include opening a unique business bank account, utilizing business accounting software for small business, maintaining accurate records, and routinely analyzing spending. To create a transparent paper trail, keep track of every business expense with receipts and invoices. Regularly reviewing expenses will help business owners find areas where running costs can be cut, identify tax deductions, and improve the decisions they make about how to expand their operations.


Costs incurred by firms in carrying out their activities are referred to as expenses. Examples include wages, salaries, maintenance, rent, and depreciation. Businesses may deduct specific expenses from taxes to lessen the tax burden after deducting them from revenue to calculate profits.

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