Tax season is fast approaching! Do you know exactly what you could claim to maximize your tax deductions? If you’re a small business owner a freelancer an entrepreneur in Canada, finding all the tax-deductible expenses can sometimes be difficult. As of yet, there isn’t an exhaustive list of tax deduction expenses in Canada. That is why this guide aims to provide an overview of various expenses that can be used as a deduction to lower your tax burden. By using these deductions, you can lower your tax burden and increase your cash flow for your business in the process. This guide covers 101 different tax deductions categorized by type to make it easier for you to find and see where your business might benefit.
Who is this Guide For?
This guide is for all business types including sole proprietary, partnerships, corporations that operate in Canada. Regardless of whether you’re running a home-based business, an office, a small office team, or working as an independent contractor, these deductions apply to a wide range of industries. Any and every business can benefit from understanding and applying these deductions to their taxes.
Disclaimer
While this is not an exhaustive list of tax deductions, it is important to know that tax laws in Canada are subject to change and can be very complex. It is also important to understand that individual business circumstances vary and therefore not all tax deductions listed here may apply to your situation. In order to use this list to its full potential, always consult with a professional to help you understand which deductions you could claim appropriately. This guide serves as a starting point and further understanding of potential tax deductions for your business should be thoroughly reviewed with a trained professional and with the Canada Revenue Agency. The items on this list are meant to only serve as a guide and should not be taken as advise.
By focusing on understanding and maximizing these deductions, small businesses can take proactive steps to optimize their financial position. From reducing tax liabilities to increasing cash flow, applying the right deductions can be a game-changer in supporting sustainable growth and long-term success.
Let’s get started.
Operating Expenses
Operating expenses are expenses that are needed to keep your business running. These represent the bulk of your expenses for any business. There are quite a lot of deductions to claim in this category.
Advertising and Promotion
- Online Ads. Costs incurred from running marketing campaigns can be a deduction to your business. Examples of this include social media ads from Facebook or Google and other social media ads are tax deduction.
- Print Media. Like online ads, ads through print such as newspapers and magazines are deductible.
- Flyers, Brochures, and Business Cards. Printed items used to help promote and market your business can be claimed on your taxes
- Promotional Events and Sponsorships. If you incurred costs related to setting up and running events and sponsorships for your business during the year, you can claim these as well.
Office Supplies
- Stationery (pens, paper, etc.). If you have an office for your business and purchases pens, paper, etc. for the office to work with, these are considered business related.
- Postage and Courier Costs. Costs incurred from mailing letters to customers can be deducted
- Software Subscriptions. With the exception of entertainment software (Netflix, Hulu, Apple+, etc), most software subscriptions used for the business can be claimed as a tax deduction.
- Office Furniture. Costs from furnishing your office space are an underrated deduction. These items less than $500 and can include chairs, tables, desk organizers, etc.
Rent and Lease Payments
- Office Space Rent. You can deduct the cost of renting a space to run your business. This includes office spaces, and even mailbox rentals.
- Co-Working Space Fees. Co-working spaces are more popular than ever for small businesses. These are a much lower cost alternative to office space rentals.
- Equipment and Vehicle Lease Payments. If you leased equipment or a vehicle to run your business, it is a deductible. The leased items have to be directly associated with the business and used to run the business to qualify. If you lease a vehicle for both business and personal use, only the portion used for the business can be claimed as a deductible. You can calculate the estimated business portion using the kilometers, and times the vehicle was used for business.
- Rent for Storage Units. Similar to vehicle lease payments, this assumes you are using the storage unit for business purposed. If it is shared with personal items, the portion used only for business should be calculated.
Repairs and Maintenance
- Office Repairs and Upkeep. Expenses related to general office repairs and upkeep such as renovations, lawncare, and window cleaning can be deductible.
- Computer and Equipment Maintenance. If you recently fixed your work computer or other office equipment, you can claim these as deductions for your business.
- Cleaning Services. Hire cleaning services if you want to claim cleaning expense as a deductible for your business
- Cleaning Supplies. Supplies such as brooms, bleach, gloves, PPE, etc used to clean your office space, can be claimed on your business tax return. Be sure to keep receipts.
Utilities
- Electricity. If you have an office space outside of your home, electricity paid on top of rent can be claimed as a deduction. This is not to be confused with electricity home-based office expenses which will be discussed later.
- Water. Hydro bills for office space rentals can also be claimed as a deductible.
- Heating. Heating and its related costs is a deductible expense for your business.
- Internet and Phone Bills. Internet and phone bills can be a deductible expense provided they are solely used for the office space you are renting.
Business Insurance
- Liability Insurance. Liability insurance is an expense that protects your business from fault. This expense can be tax deductible.
- Professional Indemnity Insurance. Professional Indemnity Insurance such as errors and omission insurance can be claimed for your business.
- Vehicle Insurance for Business Use. If your business owns a company car, the insurance paid on that vehicle is tax deductible as well.
- Property and Content Insurance. Insurance on properties are tax deductible for the business.
Professional Services
Expenses for professional services are those where skills and labour are outsourced. Generally, a business may not have the skill or time to perform the services provided by these professionals. As a result, businesses outsource these services to professionals. Any fees paid for these services to help your business is a business deduction.
Legal Fees
- Business Formation Costs. If you recently incorporated a business, the costs associated with the corporation, included costs related to registering the business, are deductible. Included in this are any legal fees related to forming the business.
- Contract Reviews. Paralegals and lawyers typically perform contract reviews and these expenses can be claimed on your next business tax return if you incurred them.
- Legal Disputes and Settlements. Litigation, legal disputes and settlements costs associated with the business are a tax deductible for corporations and small businesses.
- Intellectual Property Protection. You can deduct fee associated with protecting your business intellectual property
Accounting and Bookkeeping
- Bookkeeping Services. Cost incurred from bookkeeping services can act as a tax deductible.
- Tax Preparation Fees. If you spent money to file your taxes, the costs from these are also deductible on your taxes.
- Financial Consulting. Consulting fees are a major cost for business to help them grow. These costs can be used to lower your net income and reduce your tax burden.
- Payroll Services. If you used a payroll service for your business, the cost incurred can also lower your tax burden.
Consulting and Advisory Fees
- Marketing Consultants. Marketing consultant fees can be used as a tax write off when filing your taxes.
- Business Development Consultants. You can claim costs incurred from business development consultants as a tax write off in Canada.
- Technology and IT Consultants. If your business used IT or technology consultants, these expenses can be used as a write off for your business in Canada.
- Financial Advisors. Financial Advisor costs are a tax deduction for your business.
Employment Related Expenses
If you have employees working for you, you can use the fees paid to them as a write off for your business. This not to be confused with dividends. Dividends are a draw that reduce your equity and are not considered a deduction for your business.
Wages and Salaries
- Full-Time and Part-Time Employees. Deduct the wages and salaries paid to full-time and part-time employees, including contractual agreements.
- Overtime Pay. Overtime compensation paid to employees for extra hours worked is deductible.
- Bonuses and Commissions. Bonuses and commissions given to employees as incentives or performance rewards can be claimed as deductions.
Employee Benefits
- Health and Dental Insurance. Premiums paid for employee health and dental coverage are deductible to the business.
- Retirement Plan Contributions. If an employer contributed to a retirement savings plans for employees, these are considered deductible expenses.
- Wellness Programs. Costs associated with wellness programs for employees, such as gym memberships or health initiatives, are deductible.
Training and Development
- Workshops and Seminars. Fees for employee attendance at workshops or seminars are deductible as continuing education expenses.
- Online Courses and Certifications. E-learning courses and certification programs to improve employee skills are deductible.
- Employee Training Materials. Books, manuals, and other resources for employee training can be claimed as deductions.
Payroll Taxes and Contributions
- Canada Pension Plan (CPP) Contributions. The employer portion of CPP contributions is deductible as payroll expenses. The employee portion of CPP are not tax deductible.
- Employment Insurance (EI) Premiums. Employer contributions to EI premiums are deductible payroll expenses. The employee portion of EI are not deductible.
- Workers’ Compensation. Payments made for workers’ compensation insurance are deductible as employee-related expenses.
Travel and Vehicle Expenses
If your business uses vehicles to operate, it’s probably wise to take advantage of the following expenses and use them as tax deductions. In most cases, all expenses related to business travel are deductible, however, there are a few cases where you may need to calculate the portion of the cost that can be deducted. This is usually the case for vehicle used for business and personal. The calculation can be done using the kilometers driven for business and the time spent operating the vehicle for business. If you need more details on this calculation, you can visit the Canada Revenue website.
Vehicle Expenses
- Gas and Fuel Costs. Expenses incurred forgasoline and fuel expenses for business vehicles are deductible.
- Vehicle Maintenance. Maintenance and repair costs for business vehicles, including oil changes, tire inflation, tire changes, etc, are deductible expenses.
- Leasing or Financing Interest on a Business Vehicle. Lease payments or interest on vehicle financing for business purposes are deductible. The principal paid on financed vehicles are not tax deductible.
- Depreciation on Vehicles. Over-time, vehicles lose their value. This is called depreciation.Claim a deduction for the depreciation of business-use vehicles.
- Parking Fees and Tolls. Parking fees and toll charges incurred during business trips are deductible.
Travel Expenses
- Airfare and Train Tickets. Travelling for business?Deduct the cost of airfare and train tickets for business-related travel.
- Hotel and Accommodation Costs. Hotel stays and accommodations for business trips can be claimed as a deductible expense.
- Meals and Entertainment While Traveling. A portion of the cost of meals and entertainment while traveling on business is deductible. This portion you can claim is 50%. Ensure you keep receipts for these expenses.
- Car Rentals for Business Trips. If you rented a car on your business trips, the cost of these are deductible.
- Per Diems. Per diem allowances are costs already approved by a business for meals and incidental expenses during travel. These costs are deductible.
Conferences and Trade Shows
- Registration Fees. Businesses use conference and trade shows to promote their business. The registration fees for business purposes are deductible.
- Booth or Exhibition Space Costs. Costs associated with renting booth space at trade shows are also deductible.
- Travel and Accommodation for Attendees. The travel and accommodation expenses incurred for employees attending these conferences are also deductible.
- Marketing Materials for Conferences. The cost of creating promotional materials for conferences is deductible.
Home-Based Business Deductions
Home-based business deductions typically apply for businesses that operate from a home. Usually when this happens, a business owner will have business and personal expenses intertwined. In such a case, you can claim the business portion that are associated with your home expenses. To calculate the business portions of costs, you must take into consideration the days of the week and time in which the home is used solely used for business. In doing so, the business owner can apply this calculation to the total expenditure of the home to determine the costs that can be deducted solely for business.
Home Office Expenses
- Rent or Mortgage Interest for the Home Office Portion. If you have an office in your personal home, you can deduct the portion of rent or mortgage interest for your home office.
- Property Taxes for the Home Office Portion. Claim a deduction for the portion of property taxes related to your home office.
- Utilities (Electricity, Water, Heating) for the Home Office Portion. You can also deduct the portion of cost of utilities for your home office space.
- Home Office Repairs and Maintenance. Home office repairs and maintenance expenses are also deductible.
Office Supplies and Equipment
- Office Furniture (Chairs, Desks, etc.). Office furniture expenses to decorate your home office is a deductible expense.
- Computer and Printer Expenses. If you purchased and maintained a computers or printer for business, these costs can used as a deductible.
- Office Decorations. Office decor such as artwork or plants for the workspace are deductible.
Internet and Phone Expenses
- Portion of Internet Usage for Business. Claim the portion of your internet bill related to business activities.
- Portion of Phone Bills for Business. Deduct the portion of your phone bill used for business purposes.
Depreciation of Home Office Equipment
- Computer Depreciation. Deduct the depreciation value of computers used for business.
- Furniture Depreciation. Office furniture that amounted to over $500 and used in your home office is eligible for depreciation deductions.
- Other Office Equipment Depreciation. If you paid for office equipment that amount to over $500 each, you can claim depreciation on these as deductibles.
Financial and Interest Expenses
A lot of finance expenses Go and notice as deductibles especially for those doing their own bookkeeping because they fail to realize that the interest portions of Loans can be claimed as deductibles. In the following section, we’ll review all the expenses related to finances and interest That can reduce your tax burden.
Bank Fees and Interest
- Monthly Account Maintenance Fees. Those monthly fees deducted every month by your bank can be claimed as a deduction on your tax.
- Credit Card Interest on Business Purchases. Interest from credit card purchases that are business-related are deductible.
- Loan Interest for Business Loans. If you have a loan that you are paying interest on, the Interest payments on loans taken for business purposes can be deducted.
- Line of Credit Interest. Like loans, the Interest on business lines of credit is a deductible financial expense.
Bad Debts
- Writing Off Uncollectible Receivables. Bad debts are debts from receivables that can no longer be collected. If these are deemed uncollectible, they can be written off as a deduction.
Investment Management Fees
- Fees Paid to Financial Advisors. If you hired financials advisors to look over your finances, you can deduct the fees paid to financial advisors for managing business-related investments.
- Investment Portfolio Management for Business Funds. Costs associated with managing business investment portfolios are deductible.
Merchant Account Fees
- Payment Processor Fees (PayPal, Square, etc.). Deduct the fees charged by payment processors and other payment gateways like PayPal or Square.
- Credit Card Merchant Fees. Merchant fees from credit card transactions are deductible expenses.
Client Relations and Client-Related Expenses
For some businesses, client relations are a very important. A lot of businesses spend lots of money and have a set budget for client relations as it’s pivotal to the growth of their company. Costs and expenses associated with client relations can be deductible. Caution, however, must be used here as these expenses can sometimes simply be considered entertainment and not business related. In order to prove business relation, companies might ensure appropriate documentation, which can include meeting minutes, scope of the meeting, time and date, as well as personnel involved. The following are examples of client-related expense that can be used as a deduction.
Client Meals and Entertainment
- Business Lunches and Dinners. The cost of meals with clients for business discussions is partially deductible under the 50% rule. Meeting minutes are important to prove business relation.
- Client Entertainment (Sporting Events, Shows, etc.). Expenses for entertaining clients, such as attending sports events or shows, are partially deductible. The 50% rule also applies here. Only 50% of these expenses can be deducted.
Gifts for Clients and Employees
- Holiday Gifts. Gifts given to clients or employees during the holidays are deductible, if reasonable. These are subject to limits.
- Client Thank-You Gifts. Deduct the cost of thank-you gifts to clients, that are reasonable, as a business expense.
Sponsorship and Donations
- Sponsoring Local Events and Teams. Sponsorships for local events or sports teams as part of promotional activities are deductible.
- Charitable Donations Made by the Business. Donations to registered charities made by the business can be claimed as deductions. You must ensure the donors are registered with CRA for the expense to be eligible.
Public Relations and Media Engagement
- PR Agency Fees. Fees paid to PR agencies for managing public relations efforts are deductible.
- Press Release Costs. Costs related to issuing press releases for business purposes can be deducted.
- Media Engagement Fees. Deduct fees paid for media outreach and engagement to promote your business.
Technology and Communication
Most businesses use technology and some form of communication to make their business efficient. The cost incurred from these expenses can be deductible. This applies to all businesses, regardless of whether the business is a sole proprietor or corporation.
Software and Subscriptions
- Accounting Software (QuickBooks, Xero, etc.). Accounting softwares are considers subscription costs for and can be considered a deduction if used for business finances.
- Design Software (Adobe Creative Suite, Canva, etc.). If you use design software subscriptions u for marketing and design work, these are deductible.
- SaaS Subscriptions (CRM Tools, Email Marketing). Subscriptions to CRM tools and email marketing platforms are deductible.
- Cloud Storage (Google Drive, Dropbox, etc.). Cloud storage services used for business files are also deductible expenses.
Website Expenses
- Website Hosting. Website hosting costs for your business site are fully deductible.
- Domain Registration Fees. Annual fees for domain name registration are deductible business expenses.
- Web Development and Design Costs. The costs of developing or redesigning your business website can be deducted.
- SEO and Online Marketing Services. Expenses related to search engine optimization and online marketing services are deductible.
IT Equipment and Support
- Computers, Laptops, and Tablets. The purchase of IT equipment like computers and tablets for business use is fully deductible.
- Servers and Networking Equipment. Deduct the costs of servers and networking equipment required for business operations.
- IT Support and Maintenance Fees. Fees paid for IT support and maintenance services are deductible.
Telephone and Internet Costs
- Business Phone Line. Expenses for maintaining a dedicated business phone line are deductible.
- Mobile Phone Bills for Business Use. Deduct the portion of your mobile phone bill related to business activities.
- Internet Costs for Business Operations. The cost of internet services used for business purposes is deductible.
Business Expansion and Growth
There are major expenses that are associated with growing and expanding your business. These expenses can be a major contributor to decreasing your net income and also your tax burden. As will all others, ensure you have documentation and proof for all expenses related to these.
Research and Development (R&D) Expenses
- Product Development Costs. Costs related to developing new products for your business are deductible as R&D expenses.
- R&D Personnel Salaries. Salaries paid to employees involved in research and development are deductible.
- Prototyping and Testing. The expenses incurred in prototyping and testing new products are deductible.
Business Acquisition Costs
- Legal Fees for Acquisition. Deduct legal fees associated with acquiring another business or company.
- Due Diligence Costs. Costs related to due diligence in the acquisition process are deductible.
- Costs Related to Merging with Other Businesses. Expenses incurred in the process of merging with other companies are deductible.
Market Research
- Surveys and Focus Groups. Expenses for conducting market research through surveys or focus groups are deductible.
- Industry Reports and Analysis. The cost of purchasing industry reports and analysis for market research is deductible.
- Costs for Hiring Market Research Firms. Fees paid to market research firms for conducting research are deductible.
Franchise Fees
- Initial Franchise Fees. Deduct the initial franchise fees paid when purchasing a franchise.
- Royalty Payments to Franchisors. Ongoing royalty payments made to the franchisor are deductible as business expenses.
- Franchise Training Costs. Costs associated with franchise-related training and onboarding are deductible.
Depreciation and Capital Expenses
Depreciation and capital expenses allow businesses to spread out the cost of large purchases over time, reducing tax burdens in a strategic manner. For small businesses in Canada, the Capital Cost Allowance (CCA) system enables businesses to claim the depreciation of assets, such as buildings, office equipment, vehicles, and machinery, across their useful lifespan. This gradual deduction reflects the wear and tear on assets used in generating income. For instance, a business can deduct the depreciation on buildings used for operations, office furniture like desks and chairs, or computers and other necessary equipment.
Capital Cost Allowance (CCA)
- Depreciation on Buildings. Claim CCA on buildings used for business operations, allowing a deduction for depreciation.
- Depreciation on Office Equipment. Deduct the depreciation of office equipment used in business, such as computers and printers.
- Depreciation on Vehicles. Business vehicles are subject to CCA deductions for depreciation over time.
- Depreciation on Machinery. Deduct the depreciation value of machinery used in manufacturing or production.
Leasehold Improvements
- Renovations to Rented Office Spaces. Costs for renovating rented office spaces can be deducted as leasehold improvements.
- Upgrading Lighting, Flooring, etc.. Expenses for upgrading elements of your leased office, such as lighting or flooring, are deductible.
- Depreciation on Leasehold Improvements. Leasehold improvements are eligible for depreciation deductions over time.
New Equipment Purchases
- Computer Hardware. The cost of purchasing new computer hardware for business use is deductible.
- Manufacturing Equipment. Purchases of new manufacturing equipment for business operations can be deducted.
- Office Furniture. Office furniture purchases, such as desks and chairs, are deductible as business expenses.
Software Development Costs
- Custom Software Development. Costs for custom software development for business use are deductible.
- App Development for Business Use. Expenses related to app development for enhancing business operations are deductible.
- Licenses for Proprietary Software. License fees for using proprietary software in business activities are deductible.
Conclusion
In conclusion There are many business deductions. That businesses small and large can take advantage of. The key takeaway here is that, as long as expenses are related to the conduction of your business, you can be claim them as a business expense. Once you figure out the business expenses with special cases, you will find a plethora of expenses that can be fully deducted for your business. Always ensure you have all forms of documentation to claim these business expenses in case of an audit. By doing so you can be sure to reduce your tax burden and increase your cash flow for the business in the process.
