8 Tax Filing Tips for Small Businesses

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8 Tax Filing Tips for Small Businesses

It’s almost tax time! For most small business owners, this time is all about finding ways to save money and maximize deductions. It can all be a bit overwhelming, even if you’re savvy with numbers.

Fortunately, there are ways to make tax season less of a headache and more manageable. Below, we have provided some tips that will equip you to be smarter about how and when to file taxes so you get the best returns.

1. Gather the Paperwork

First things first, to make filing your taxes a bit easier, you'll need to gather all the appropriate paperwork first. This includes:

  • All business bank statements, income statements, and expense records.
  • Your business's EIN (Employer Identification Number). 
    • For sole proprietors, you'll need your Tax ID number, which is generally your Social Security number.
  • All the tax forms you'll need to file. Depending on your business structure, different forms may be applicable.

You may need to file taxes in more than one state depending on individual state statutes and how much money you earned from certain states. A tax professional can advise you on the tax jurisdictions your business falls under.

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2. Learn How to Reduce Your Tax Burden

Got all the paperwork and dates lined up? Now, it's about identifying areas you can reduce your tax burden via exemptions, credits, or deductions. We know it's frustrating to see your hard-earned income go away to the government. Here are a few strategies you can employ to reduce your tax liability and maximize your deductions as a small business owner. 

Track Expense Receipts 

This might sound like a no-brainer. But we can’t stress this point enough. Making the best of tax season for a small business owner comes down to how well you tracked your expenses. Why? Because the IRS allows for business expense-related deductions. 

The top expenses you can write off include: 

 

Startup Costs

If you stepped into entrepreneurship in the latest tax year, you can deduct as much as $5,000 in startup expenses. This amount can include costs associated with any training or travel you took, along with any money spent on marketing your startup.

 

Business Meals

You can deduct up to 50 percent of your qualified food and drink expenses. What does qualified mean? The meal was related to business. Jot the following in an expense log: 

  1. The date and location of the meal
  2. The business relationship of the person or people you dined with
  3. The total cost of the meal

Travel Expenses

Expenses that can be written off for travel include airfare, accommodation cost, rental car expenses, dry cleaning, tolls and tips. However, any work-related travel expenses must meet the following requirements:

  1. The trip must be necessary for business.
  2. The trip must take you away from your tax home (city/area where business is located).
  3. The trip should require you to travel away from home for longer than a business day and require rest or sleep to meet the demands of work. If you rent a car to visit a customer for a day and require to refuel or stop for a meal, this could be deductible.

The IRS website offers a detailed overview of what qualifies as deductible work-related travel expenses

 

Home Office and Supplies 

Under the simplified home office expenses, if you’re running a home-based business or are a freelancer, then you can deduct $5 per square foot of your home that’s used for business purposes, up to a maximum of 300 square feet. But that area must be exclusively used for work. So if you’re working off your dining table, you can’t write that off even if you want to. 

Under office supplies, anything purchased like stationery, computer, printer, work-related software, postage and shipping can be written off as long as you have used them for business purposes in the year of purchase.

 

Bank Interest and Fees

If you’ve taken a startup loan or line of credit for your business, you can write off the interest charged on the loan or line of credit. You can also deduct any additional service fee or annual fee expenses on your bank account or credit card. 

 

Child and Dependent Care

The work hours of a business owner don’t stop at 5 p.m. Luckily, any costs related to child (those under 12) and dependent care (like parents or family members) are tax-deductible. 

The IRS website gives more guidance on which deductions apply to small businesses. 

3. Hire Your Kids

One of the best ways to shelter your income from taxes is by hiring a family member, especially your kids. By doing this, you can reduce the tax paid on the income given to them.

Here’s how it can work if your minor kids are up to the job. 

  • Employ your kids. Draft up an employment agreement with job responsibilities, adequate compensation and benefits information.
  • Set up their W-2 and state taxes.

But a word of caution: Don't abuse this as the IRS is on the lookout for those using the benefit without actually employing their kids. If you're found guilty, you'll lose your tax deductions for their salary and benefits.

4. Save for Health Expenses

Medical costs are going through the roof. One way to reduce your tax burden is to set aside money towards medical and health expenses, no matter how healthy and fit you feel today. How to accomplish this? Explore a Health Saving Account (HSA) plan if you have a high deductible insurance plan. 

The HSA also yields the following benefits:

  • Contributions are 100 percent tax-deductible from income — making it a powerful deduction that can potentially put you in a lower tax bracket.
  • Contributions grow tax-free.
  • Amounts deducted for legitimate medical expenses are also tax-free.

5. Become a Legal Structure

As a sole proprietor, you don’t have an employer paying the portion of Social Security and Medicare taxes. You’re the one on the hook for paying it all. 

One way to change this payout is to explore changing your business structure to that of a legal entity that typically offers more tax savings. For instance, if you form an LLC (limited liability company), you might be able to eliminate the employer portion of these taxes. 

6. Start a Retirement Plan 

As a business owner, you don’t have the benefit of a retirement plan, which is ideally matched by an employer. It’s your job to ensure you have enough in the bank for retirement. Starting a retirement fund is one way to maximize savings and reduce the potential tax you’d pay.  

A few retirement fund plans that you can explore are:

  • IRA
  • Simplified Employee Pension Plan (SEP)
  • 403(b) plans

7. Learn Your State's Specific Rules

Thanks to Good Friday, federal tax filings are due on April 18 this year. But your state's tax deadline might not be the same. Yep, different states can have varying income tax and sales tax filing dates. And you could face penalties for missing your state's filing date.

Use the form to see state-by-state filing deadlines and tips for filing taxes for small businesses. It's also important to point out that while many states allow for mail-in forms, e-filing your taxes makes for quicker processing.

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Track Status

Select your state above.

And see results over here

Location_01
Alabama
State Income Filing Deadline
April 18
State Income Tax Rates
2% - 5%
Sales Tax Rate

4%

  • Monthly payments due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
5% on the first $100, 2% of all tax over $100; can't exceed $400
Location_01
Alaska
State Income Filing Deadline
No state income tax
State Income Tax Rates
N/A
Sales Tax Rate
No state sales tax
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Arizona
State Income Filing Deadline
April 18
State Income Tax Rates
2.59% - 8%
Sales Tax Rate

Known at TPT, 5.6% 

  • Paper filings are due 20th/22nd of month. Electonic filings are due on last working day of month.
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
Accounting credit of 1.2% to a maximum of $12,000 per calendar year for returns filed electronically
Location_01
Arkansas
State Income Filing Deadline
April 18
State Income Tax Rates
2.0% - 5.9%
Sales Tax Rate

6.50%

  • Monthly payments due 20th/21st of following month
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
2% to a maximum of $1,000 per month for local sales and use tax
Location_01
California
State Income Filing Deadline
April 18
State Income Tax Rates
1% - 13.3%
Sales Tax Rate

7.25%

  • The CDTFA assigns a filing frequency (quarterly prepay, quarterly, monthly, fiscal yearly, yearly)
  • Quarterly payments are due April 30, July 31, October 31, January 31
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Colorado
State Income Filing Deadline
April 18
State Income Tax Rates
Flat 5.55% rate
Sales Tax Rate

2.90%

  • Filing frequency is determined by the amount of sales tax collected monthly
  • If less than $15/monthly, annual filing is due January 20
  • If under $300/monthly, quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
4% of the tax due (up to $1,000 per filing period) only for businesses whose taxable sales during the filing period is under $1 million
Location_01
Connecticut
State Income Filing Deadline
April 18
State Income Tax Rates
3% - 6.99%
Sales Tax Rate

6.35%

  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Delaware
State Income Filing Deadline
May 2
State Income Tax Rates
0% - 6.6%
Sales Tax Rate
No sales tax
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Florida
State Income Filing Deadline
No state income tax
State Income Tax Rates
N/A
Sales Tax Rate

6%

  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
2.5% of the first $1,200 due; maximum of $30 per report
Location_01
Georgia
State Income Filing Deadline
April 18
State Income Tax Rates
1% - 5.75%
Sales Tax Rate

4%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
3% on the first $3,000, 0.5% on the remainder
Location_01
Hawaii
State Income Filing Deadline
April 18
State Income Tax Rates
1.4% - 11%
Sales Tax Rate
No sales tax, but a General Excise Tax (GET) of 4%, due April 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Idaho
State Income Filing Deadline
April 18
State Income Tax Rates
1.125% - 6.925%
Sales Tax Rate

6%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Illinois
State Income Filing Deadline
4/18/2022 (May 18 for areas impacted by tornado)
State Income Tax Rates
Flat 4.95% rate
Sales Tax Rate

6.25%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
1.75% of the tax collected on receipts from sales of tangible personal property
Location_01
Indiana
State Income Filing Deadline
April 18
State Income Tax Rates
Flat 3.23% rate
Sales Tax Rate

7%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
Collection allowance of 0.73% of the tax paid if total tax liability for previous 12 months ending June 30 is $60,000 or less; 0.53% if total is up to $600,000; 0.26% if total is more than $600,000
Location_01
Iowa
State Income Filing Deadline
April 30
State Income Tax Rates
0.33% - 8.53%
Sales Tax Rate

6%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 30, July 31, October 31, January 31
  • If sales tax less than $120, annual returns due January 31
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Kansas
State Income Filing Deadline
April 18
State Income Tax Rates
3.1% - 5.7%
Sales Tax Rate

6.50%

  • Monthly returns are due on 25th of following month
  • Quarterly payments due April 25, July 25, October 25, January 25
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Kentucky
State Income Filing Deadline
State Income Tax Rates
Flat 5% rate
Sales Tax Rate

6%

  • Monthly returns are due on 25th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
Vendor's compensation allowed is 1.75% on the first $1,000, 1.5% on the remainder; maximum of $50/month
Location_01
Louisiana
State Income Filing Deadline
May 15
State Income Tax Rates
2% - 6%
Sales Tax Rate

4.50%

  • Monthly returns are due on 20th of following month
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Maine
State Income Filing Deadline
April 19
State Income Tax Rates
5.8% - 7.15%
Sales Tax Rate

5.50%

  • Monthly returns are due on 15th of following month
  • Quarterly payments due April 15, July 15, October 15, January 15
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Maryland
State Income Filing Deadline
July 15
State Income Tax Rates
2% - 5.75%
Sales Tax Rate

6%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
1.2% on the first $6,000 collected and 0.9% on the amount above $6,000; maximum of $500 per return
Location_01
Massachusetts
State Income Filing Deadline
April 19
State Income Tax Rates
Flat 5% rate
Sales Tax Rate

6.25%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Michigan
State Income Filing Deadline
April 18
State Income Tax Rates
Flat 4.25% rate
Sales Tax Rate

6%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
  • Annual return due on February 28th of following year
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
Discount applies to 0.6667 of the sales and/or use tax collected at the 6% rate
Location_01
Minnesota
State Income Filing Deadline
April 18
State Income Tax Rates
5.35% - 9.85%
Sales Tax Rate

6.80%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
  • Annual return due on February 5th of following year
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Mississippi
State Income Filing Deadline
April 18
State Income Tax Rates
3% - 5%
Sales Tax Rate

7%

  • Monthly returns are due on 20th of following month. A sales tax discount of 2% of tax due is applied if paid on time, not to exceed $50.​
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Missouri
State Income Filing Deadline
April 18
State Income Tax Rates
1.5% - 5.4%
Sales Tax Rate

4.23%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
2% of the tax due
Location_01
Montana
State Income Filing Deadline
April 18
State Income Tax Rates
1% - 6.9%
Sales Tax Rate
No sales tax
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Nebraska
State Income Filing Deadline
April 18
State Income Tax Rates
2.46% - 6.84%
Sales Tax Rate

5.50%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
2.5%; maximum of $75/month
Location_01
Nevada
State Income Filing Deadline
No state income tax
State Income Tax Rates
N/A
Sales Tax Rate

4.60%

  • Monthly returns are due on last day of following month
  • Quarterly payments due April 30, July 31, October 31, January 31
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
0.25%
Location_01
New Hampshire
State Income Filing Deadline
No state income tax
State Income Tax Rates
Flat 5% rate on dividents and interest only
Sales Tax Rate
No sales tax
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
New Jersey
State Income Filing Deadline
April 18
State Income Tax Rates
1.4% - 10.75%
Sales Tax Rate

6.63%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
New Mexico
State Income Filing Deadline
April 18
State Income Tax Rates
1.7% - 5.9%
Sales Tax Rate

5.13%

  • Monthly returns are due on 25th of following month
  • Quarterly payments due April 25, July 25, October 25, January 25
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
New York
State Income Filing Deadline
April 18
State Income Tax Rates
4% - 8.82%
Sales Tax Rate

4%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
  • Annual filings due March 20 of following year
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
5% vendor collection credit allowed for quarterly and annual filers; maximum of $200
Location_01
North Carolina
State Income Filing Deadline
April 18
State Income Tax Rates
Flat 5.25% rate
Sales Tax Rate

4.75%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 30, July 31, November 2, February 1
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
North Dakota
State Income Filing Deadline
April 18
State Income Tax Rates
1.1% - 2.9%
Sales Tax Rate

5%

  • Monthly returns are due on 1st after 1 month (January tax will be due on March 1st)
  • Quarterly payments due April 30, July 31, November 2, January 31
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Ohio
State Income Filing Deadline
April 18
State Income Tax Rates
0% - 4.797%
Sales Tax Rate

5.75%

  • Monthly returns are due on 23th of following month
  • Quarterly payments due April 23, July 23, October 23, January 23
Electronic Filing
Yes — mandatory
Discount for Timely Sales Tax Filing
0.75 of 1% of the tax liability reported on line 6 of the Universal Sales Tax return
Location_01
Oklahoma
State Income Filing Deadline
April 18
State Income Tax Rates
0.5% - 5%
Sales Tax Rate

4.50%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Oregon
State Income Filing Deadline
April 18
State Income Tax Rates
4.75% - 9.9%
Sales Tax Rate
No sales tax
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Pennsylvania
State Income Filing Deadline
April 18
State Income Tax Rates
Flat 3.07% rate
Sales Tax Rate

6%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
1% of the total sales tax collected on the sales tax return
Location_01
Rhode Island
State Income Filing Deadline
April 18
State Income Tax Rates
3.75% - 5.99%
Sales Tax Rate

7%

  • Monthly returns are due on 20th of following month
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
South Carolina
State Income Filing Deadline
April 18
State Income Tax Rates
0% - 7%
Sales Tax Rate

6.00%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
For returns showing a total tax due (state and local) of under $100, the discount is 3%. For returns of $100 or more, the discount is 2%. Max amount $3,000/fiscal year.
Location_01
South Dakota
State Income Filing Deadline
No state income tax
State Income Tax Rates
N/A
Sales Tax Rate

4.50%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
1.5% of the tax due, up to $70/month
Location_01
Tennessee
State Income Filing Deadline
No state income tax
State Income Tax Rates
N/A
Sales Tax Rate

7%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Texas
State Income Filing Deadline
No state income tax
State Income Tax Rates
N/A
Sales Tax Rate

6.25%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
0.5%; an additional discount of 1.25% applies to prepayments
Location_01
Utah
State Income Filing Deadline
April 18
State Income Tax Rates
Flat 4.95% rate
Sales Tax Rate

4.85%

  • Monthly returns are due on last day of following month
  • Quarterly payments due April 30, July 31, October 31, January 31
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
1.31% seller discount on certain sales and use taxes
Location_01
Vermont
State Income Filing Deadline
April 18
State Income Tax Rates
3.35% - 8.75%
Sales Tax Rate

6%

  • Monthly payments due by 25th of following month 
  • Quarterly payments due April 25, July 25, October 25, January 25
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Virginia
State Income Filing Deadline
May 2
State Income Tax Rates
2% - 5.75%
Sales Tax Rate

4.30%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
Discount of 0.8%, 1.2% or 1.6% (on the volume of monthly taxable sales) for businesses with a sales tax liability of less than $20,000
Location_01
Washington
State Income Filing Deadline
No state income tax
State Income Tax Rates
N/A
Sales Tax Rate

6.50%

  • Monthly returns are due on 25th of following month
  • Quarterly payments due April 30, July 31, October 31, January 31
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
Washington DC
State Income Filing Deadline
April 18
State Income Tax Rates
4% - 8.5%
Sales Tax Rate

6%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
No
Location_01
West Virginia
State Income Filing Deadline
April 18
State Income Tax Rates
3% - 6.5%
Sales Tax Rate

6%

  • Monthly returns are due on 20th of following month
  • Quarterly payments due April 20, July 20, October 20, January 20
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
5% on the first $100, 2% on all tax above $100; up to $400/month
Location_01
Wisconsin
State Income Filing Deadline
April 18
State Income Tax Rates
3.54% - 7.65%
Sales Tax Rate

5%

  • Monthly returns are due on last day of following month
  • Quarterly payments due April 30, July 31, October 31, January 31
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
If total sales tax due under $10, discount is equal to the total sales tax; if total sales tax due under $2,000, the discount is $10; if total sales tax due is above $2,000, the discount is 0.5%
Location_01
Wyoming
State Income Filing Deadline
No state income tax
State Income Tax Rates
N/A
Sales Tax Rate

4%

  • Monthly returns are due on last day of following month
  • Quarterly payments due April 30, July 31, October 31, January 31
Electronic Filing
Yes
Discount for Timely Sales Tax Filing
Early payment credit of 1.95% for first $6,250 of taxes due; up to $500/monthly

8. Work with a Professional

Whether you like it or not, paying taxes is one of the responsibilities of being a small business owner. Also, doing taxes wrong can be a costly mistake. The IRS can and most definitely will hand out hefty penalties if they find you skimping on taxes. 

With a little bit of planning and help from an accountant or a tax professional, you can reduce your taxable income and ensure more of your money is working for you. 

Incfile’s bookkeeping and accounting services can help reduce the burden associated with preparing and filing for taxes. Our qualified tax professionals can work with you to understand your business and file taxes in a manner that will give your business the best plan for success.

Bookkeeping & Accounting | Incfile

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