The short answer
For self-employed independent professionals working with organizations, potential business expenses include project supplies, business software, and professional insurance. The business purpose, personal-use share, records, and type of purchase determine whether and when a cost is deductible.
What can you write off?
The purchase needs to make sense for your work. Under the federal rules, a business expense generally needs to be ordinary and necessary: common and accepted in your field, and helpful and appropriate for the business. Personal spending stays personal. IRS: business income and expenses.
- Project supplies
- Supplies for paid organizational projects need a clear business purpose and project reference.
- Business software
- Business software used for your independent work needs subscription records.
- Professional insurance
- Professional insurance should cover the services your own business provides.
These are examples to review, not a list of automatically approved deductions. The right category and timing matter, too. IRS: Tax Guide for Small Business.
The bit worth a second look.
Working with a nonprofit doesn't make your business tax-exempt. Donated time also isn't treated like a cash charitable contribution; keep paid and volunteer work distinct.
A lasting piece of equipment can follow different rules from a consumable supply. Its business use, when it goes into service, and any applicable expensing election affect the deduction. Keep the invoice and details instead of guessing from the price. IRS: depreciation and equipment.
Give the receipt a little context.
A bank statement shows money moved. An itemized receipt helps explain what you bought. Keep both when they support the expense, along with the date, amount, seller, and business purpose. IRS: records to keep.
For example, label a purchase of project supplies with the job, client booking, or business activity it supported. If the basket also contains something for home, mark the work items and keep a record of the split. Future you has a lot to remember already.
With WorkMade, scan the receipt and review the business items it identifies. Match it to the transaction or add an entry, then keep the supporting details together. A suggestion still needs your business context.
A write-off isn't a refund for the whole purchase.
An eligible deduction generally reduces taxable business profit. It doesn't mean the government pays you back the price on the receipt. The tax effect depends on your wider situation. Buy something because the business needs it, then keep the records that support its treatment. IRS: Tax Guide for Small Business.
Sources & scope
Written by WorkMade for US independent businesses. Federal tax guidance focuses on sole proprietors and single-member LLCs taxed as sole proprietors. Employee work, other entity types, state taxes, payroll, and regulated businesses can need different treatment. Examples are educational and depend on your circumstances.
Sources checked September 18, 2026. IRS annual publications may carry an earlier tax-year label; use the applicable year's rules for your return.
