Best Tax Write-Offs for Construction Business Owners

The complete guide to save the MOST and comply with requirements

Operating a construction business is associated with slim margins, unpredictable schedules and a long list of expenses that can be deductible against taxable income when dealt correctly. This guide describes common construction deductions, write offs on construction and tips for construction tax that contractors can use to prepare ahead of time and optimize cash flow. It also makes a point of recordkeeping and year-end planning to back deductions if there’s an audit.

Ordinary and necessary business expenses

At the core of any tax plan is collecting evidence on business costs that are ordinary and necessary. Costs like those that are standard across or useful in a construction trade are typically deductible. Such items included are office supplies, advertising, permit fees, licensing (practitioners only), small tools and utilities for the business location. Keep all invoices and receipts, with good explanations for each expense that tie to a business-related activity.

Materials and supplies

If you purchase material used on your project, the expense is considered job cost and a business deduction. Monitor lumber, drywall and fastener purchases as well as other consumables. For supplies that are consumed in less than a year (or used up quickly), it can be beneficial to have them characterized as an immediately deductible expense rather than a capital investment. Keep project-specific receipts separate from general inventory to save yourself a headache during tax time.

Equipment purchases and depreciation

Large machinery and bigger tools generally need to be capitalized and depreciated over their life. But many owners are able to take the cost more quickly, using expensing options and accelerated depreciation rules when available. Whether it’s a new excavator or concrete mixer, track when you purchased equipment along with its cost and the percentage of business use. When part of a personal use is business, you get to deduct that portion of your cost.

Rentals and leased equipment

Equipment rental fees on short-timed projects is a business expense. At times, leasing can be more tax beneficial than owning depending on the company's cash flow and the value of deducting lease payments. Maintain thorough rental agreements and invoices that not only state dates of use but also are connected with jobs kept track of by the organization.

Vehicle expenses

Deductible expenses for vehicles that are driven to job sites, haul materials or meet clients there. Options usually include deducting the actual expenses for your vehicle — such as gas, maintenance, insurance and depreciation — or taking a per-mile rate. Whatever method you select, also maintain a contemporaneous mileage log with the date, purpose of your trip, start and stop odometer readings and business miles driven. Do not mix business with pleasure without clear documentation.

Subcontractor and labor payments

Deductions Payments made to subcontractors and contract labor are considered deductible business expenses. Keep a record of all invoices, contracts and proof of payment. If you hire independent contractors, keep documents that explain the individual’s role for every project in which they were involved and how much was paid. Maintaining accurate payroll and contract labor records will reduce the risk of misclassification and help ensure that you have proof behind your deductions.

Payroll, benefits, and workers' compensation

Wages to employees, payroll taxes paid by the employer, workers' compensation insurance and employee benefits are all business costs that are deductible. Employee retirement plans, health plans and training programs are other contributions that help lower taxable income. Design compensation and benefits programs considering both retention and tax efficiency, and keep copies of payroll records and benefit plans documents.

Insurance premiums

Business insurance including general liability, builder’s risk, property and professional liability are deductible. Organize policies and payment records by coverage period and property or project covered. Premiums are used to insulate operations and count as deductible expenses.

Interest and financing costs

Interest paid on business-related loans (like equipment loans or lines of credit) is also typically deductible. Record the use of loan and retain statements reflecting interest allocation. Keep personal and business debts separate so that you preserve the deductibility of interest attributable to company operations.

Home office and administrative costs

If you have a home office that you use regularly and exclusively for managing your business, you may be eligible to take a deduction for that home office. Keep track of the percentage of home expenses that relate to business use — for example, a proportionate amount of mortgage interest or rent, utilities and insurance. Have a uniform method of computing the business interest so that it doesn’t become a stickler in future.

Training, certifications, and safety programs

Continuing education, trade certifications, safety training and compliance programs are tax deductible. Investing in workforce safety training not only reduces risk on job sites, it also offers tax savings benefits. Save invoices, course descriptions and proof of attendance or completion.

Jobsite costs and repair vs improvement

Ordinary and Necessary Some repairs are considered tax deductible because they're "ordinary and necessary." The IRS defines this as something that "helps keep your property in good condition, but doesn't materially add to your property's value or extend its life. By contrast, the capitalized restructuring cost is depreciated for significant upgrades and improvements. Diligently classify expenses, and keep the records to prove whether an expense is business or personal.

(Chow) business dining, travel and client entertainment costs

Ordinary and necessary meals while traveling, when travel is primarily business-related may be deductible. Document dates, locations, business purpose and attendees. For travel expenses, hold on to itineraries, lodging receipts and descriptions of how the trip was related to the business.

Retirement contributions and tax-deferred benefits

Contributions to retirement plans for owners and employees lower taxes on that money today, and ensure better security in the future. Consider plans that scale with the size and cash flow of your business. Keep the plan documents and records of contributions to justify deductions.

Recordkeeping, systems, and audit preparedness

There is no greater weapon in claiming your deductions than having accurate and reliable bookkeeping. Spend time organizing records: receipts, invoices, bank statements, payroll records, contracts and logs. Establishing an organized filing system and backups for electronic records. If you can or want, mark receipts with the job number or what the receipt was for so that it’s a re-phrasing of costs to income.

Year-end planning and practical tips

• Review expenses every three months to catch any missed deductions, and make known purchases in advance of year’s end.
• Time the purchase or maintenance of equipment for tax purposes while managing cash flow.
• Regularly reconcile job costs and inventory to ensure proper expensing of materials and supplies.
• Talk to a tax professional who knows your situation in order to dovetail business goals with the law as it stands and figure out what type of depreciation or expensing options are right for you.

Conclusion

Knowing about construction tax write offs and construction tax deductions allows you to turn everyday expenditures into tools that work for you in powerfully building your company's cash flows and bottom line. Good recordkeeping, careful planning and precise documentation are key. With the help of materials, equipment, labor expenses, insurance and operations costs containment, construction business owners can take legitimate deductions and prepare their companies for future financial stability.