Deductible-expense categories and the record-keeping habits that survive an audit: what to capture, how to organize it, and the mistakes that cost real money.
Every legitimate business expense you fail to record is income you pay tax on unnecessarily. Every expense you record badly is a liability in an audit. Good tracking is the habit that fixes both — and it takes minutes a week once the system exists.
For each expense, capture four things: what (receipt or invoice), when (date), how much (amount and currency), and why (one line linking it to the business — "screen-recording tool for client demos"). The "why" is what auditors actually probe and what memory loses first.
Jurisdiction note
What is deductible, at what percentage, and with what documentation requirements varies significantly by country. Treat the categories here as candidates to discuss with a local tax professional, not as a promise of deductibility.
Not legal advice
This template is provided for general informational purposes only and is not legal advice. Laws differ by jurisdiction and change over time — have a qualified professional review any document before you rely on it.
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