"Can I put this through the business?"
It's probably one of the questions accountants get asked most.
And the answer isn't always as simple as yes or no.
What you can claim depends on your business structure, why you bought something, how you use it and the tax rules that apply.
Let's go through some of the most common expenses.
1. Accounting and business software
Business-related software and subscriptions may qualify for tax relief.
For example:
Accounting software
Client management systems
Business booking platforms
Relevant design software
Website hosting
Business email services
For online businesses, this might include Shopify subscriptions, qualifying payment processing fees or software used to deliver digital services.
Keep the invoices and make sure any personal use is considered.
2. Office equipment
Equipment genuinely purchased for business use may qualify for relief.
This could include laptops, monitors, desks, printers and other necessary equipment.
However, the tax treatment depends on whether you're a sole trader or limited company, the accounting method and applicable capital allowances rules.
Not every expensive purchase is simply deducted in the same way.
3. Travel and mileage
Qualifying business travel may be allowable.
This can include certain journeys to customers, temporary workplaces, business meetings or other qualifying destinations.
But ordinary commuting and personal journeys are generally not allowable business expenses.
Keep mileage logs or travel records, as appropriate.
4. Working from home
If you work from home, you may be entitled to relief for qualifying additional household costs or a business-use proportion of certain expenses.
The method and amount depend on whether you're a sole trader, employee or company director.
Don't automatically put your full mortgage, council tax or electricity bill through your company.
5. Training and professional development
Qualifying professional training can sometimes be allowable.
For sole traders, this may include training that updates existing skills or supports the business in ways recognised by the tax rules.
But training for a new, unrelated business activity or personal development may be treated differently.
For company employees and directors, separate training exemption and expense rules can apply.
6. Clothing
Ordinary clothing is usually a personal expense, even if you only wear it for work.
That includes everyday gym clothing, standard office clothes and ordinary trainers.
Protective clothing, genuine uniforms and certain specialist items can receive different treatment.
Putting a logo on something doesn't automatically make every clothing purchase deductible.
7. Marketing and advertising
Business advertising is generally a normal operating cost.
Examples may include:
Social media advertising
Website development and maintenance
Printing and promotional material
Email marketing software
Business photography
Relevant sponsorship arrangements
Large or unusual expenditure may need separate treatment.
8. Phone and internet
Where phone or internet expenses have both business and personal use, the allowable amount depends on the circumstances.
A sole trader may need to apportion mixed-use costs reasonably.
For limited companies, reimbursements, contracts and employee-benefit rules may affect the correct treatment.
9. Meals and entertainment
This is an area where people regularly get confused.
Taking a client out for dinner is not automatically tax-deductible just because you discussed business.
Business entertainment is generally disallowed for Income Tax or Corporation Tax purposes, although there can be exceptions and separate VAT rules.
Qualifying meals during business travel can receive different treatment.
10. What about personal coaching, gym memberships and supplements?
If you work in fitness, you might feel that these costs are directly related to your business.
But personal fitness expenses aren't automatically deductible because you're a personal trainer or coach.
The purpose and circumstances need reviewing.
A course to maintain professional coaching expertise can have a different treatment from personal gym training.
Sole trader versus limited company
The rules aren't identical.
A sole trader generally claims allowable business costs against their trading profits under the relevant tax rules.
A limited company is a separate entity, and payments to directors or employees may involve additional payroll, benefits and director's loan considerations.
Our AOY advice
Don't spend money just because someone on social media said you can "write it off".
An allowable expense reduces taxable profit. It doesn't make the purchase free.
Keep your receipts, record what the expense is for and ask if you're unsure.
Need help with your expenses?
At Accounting On You, we help sole traders and limited companies understand business expenses and keep their bookkeeping organised.
Less guessing. More getting the numbers right.
Visit www.accountingonyou.com.
The tax treatment of individual expenses depends on business purpose, structure and circumstances.