Let me start with the most important thing: if it's a legitimate business expense, you should claim it. That's literally what deductions are for. The problem is knowing what's actually legitimate.
The basic rule
The ATO allows you to claim a deduction for any expense you incur that is directly related to earning your income. The key words are "directly related to earning your income."
That doesn't mean it has to be 100% business-only. You can claim apportioned costs. For example, if you work from home 50% of the time, you can claim 50% of your home office costs. But the expense has to have a genuine, documentable business purpose.
📝 The golden rule: If you can't explain why it's necessary for your business, don't claim it. And if you claim it, keep documentation that supports your explanation. The ATO doesn't just want the receipt — they want to know why you needed it.
Common expenses you can absolutely claim
Let's start with the ones that are straightforward:
Running your business
- Office supplies: Pens, paper, folders, ink cartridges, desk organizers
- Software subscriptions: Accounting software, project management tools, design software — whatever you use to run your business
- Equipment: Laptops, printers, cameras, tools — anything you use to do your work
- Professional development: Courses, training, books, conferences relevant to your industry
- Professional memberships: Industry associations, professional bodies
If you work from home
- Home office expenses (apportioned): Rent, electricity, internet, phone, stationary, furniture
- Simplified method: The ATO allows $17.50/hour for home office expenses without detailed tracking (as of 2023)
If you travel for business
- Vehicle expenses: Fuel, maintenance, insurance, registration — but only for the percentage that's business use
- Accommodation and meals: When you travel for work
- Flights and public transport: For business trips
Business-related costs
- Advertising and marketing: Website, social media ads, printed materials, signage
- Insurance: Business liability, professional indemnity, public liability
- Accounting and legal fees: Bookkeepers, accountants, lawyers — this one's important
- Bank fees and interest: Business loan interest, bank account fees
- Licensing and permits: Professional licenses, business licenses
The grey area — expenses that might be claimable
These are the ones where context matters. They're not automatically no, but they're not automatically yes either.
Meals and entertainment
You cannot claim personal meal expenses. But you CAN claim meals when:
- You're travelling for work and staying away from home overnight
- You're entertaining a client or business associate (and you're actively engaged in business discussions)
You need receipts, dates, and documentation of who attended and why. "Lunch with a potential client" is claimable. "Friday lunch because I work nearby" is not.
Vehicle expenses
This one trips people up constantly. You can only claim the business percentage of vehicle expenses. And you need to track it properly.
A daily commute from home to your office? Not claimable — that's private. Driving to meet a client, visit a supplier, or travel for work? Claimable for that percentage of your driving.
Phone and internet
If you have a business phone and internet separate from personal, claim 100%. If you share, claim only the business percentage. You need to be able to justify what percentage is business.
⚠️ Keep records for everything: The ATO loves data matching. They know industry averages. If your phone bill is $10,000/year and you're a sole trader, something's wrong. If your vehicle expenses are 100% claimed but you live in a city, that's suspicious. The more unusual your claims, the more documentation you need.
The absolutely not list
These are red flags that would trigger an audit:
- Personal clothing: Even if you "wear it to work," clothing is personal unless it's a uniform or protective gear required for your job
- Hair and makeup: Unless you're a hairdresser or makeup artist and it's stock for your business
- Gym membership: Personal fitness, even if it keeps you healthy for work
- Car payments (as depreciation): You can claim depreciation, but the ATO scrutinises this heavily. Keep meticulous records
- Your own salary: Business owners don't claim their own salary as an expense (though they do claim tax)
- Loan repayments: You can claim interest, not principal
- Private use of business assets: If you use your business laptop for personal gaming, you can't claim 100% depreciation
The odd but legitimate ones
These are the ones that look weird but are actually fine if you document them properly:
- Coffee for the office: If you provide coffee to clients or staff, it's a business expense
- Plants for your office: Office decoration, legitimate claim
- Cleaning services: If you're using someone to clean your office or workspace, it's claimable
- Pet care while you work: This is tricky. Generally not allowed, but there are edge cases
- Subscriptions to industry publications: Legitimate if they're genuinely work-related
How to keep yourself safe
The ATO is increasingly sophisticated. They do data matching, they analyse patterns, and they're not afraid to audit. Here's how to claim confidently:
Keep everything
Receipts, invoices, bank statements, credit card statements — keep it all for five years minimum. Digital is fine.
Be consistent
If you claim something this year, be able to claim it the same way next year. Sudden changes in claiming patterns raise red flags.
Document your reasoning
Especially for grey-area expenses. A note in your file explaining why you claimed home office at 30% (because you work from home three days a week) is invaluable if you're ever questioned.
Get professional advice
If you're unsure whether something's claimable, ask. It's better to ask before you claim than to have the ATO ask why you claimed it.
Don't be greedy
The temptation to claim a bit extra here and there is real. Don't. It's not worth the audit risk. Claim what's legitimate, document it properly, and sleep well at night.
What a bookkeeper does here
This is actually one of the biggest differences between DIY bookkeeping and professional bookkeeping. A good bookkeeper asks the questions:
- Is this claim legitimate?
- How should it be categorised?
- What documentation do we need?
- Could this trigger an audit?
- Is there a better way to claim this?
We keep you out of trouble. We make sure you're claiming what you should, but not claiming things that would cause problems. It's worth its weight in gold.
Common questions
What can I claim as a business tax deduction?
The ATO allows you to claim a deduction for any expense that is directly related to earning your income — things like office supplies, software subscriptions, equipment, professional development, advertising and marketing, business insurance, and accounting and legal fees. It doesn't have to be 100% business-only: you can claim apportioned costs, such as 50% of your home office costs if you work from home 50% of the time.
How long do I need to keep receipts for tax deductions?
Keep receipts, invoices, bank statements and credit card statements for five years minimum. Digital records are fine.
Can I claim clothing or a gym membership as a business expense?
No. Clothing is personal — even if you wear it to work — unless it's a uniform or protective gear required for your job. A gym membership is personal fitness, even if it keeps you healthy for work. Both are red flags that could trigger an audit.
Unsure what you can claim? Let's get it right.
We'll help you claim everything legitimate—and protect you from the ones that aren't. That's what we're here for.