Log expenses and mileage as you go. Organized by Schedule C category for tax time.
Free spreadsheet to log business expenses, track mileage, and organize deductions by Schedule C category for tax time.
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Date, description, category, amount, payment method, and receipt tracking for every business expense.
Date, from, to, purpose, miles, IRS rate, and auto-calculated deduction for every business trip.
Deduction totals by Schedule C category, ready to hand to your tax preparer.
Pool service businesses qualify for numerous tax deductions that reduce taxable income. Common deductions include vehicle expenses (mileage or actual costs), chemical and supply purchases, equipment and tools, insurance premiums, marketing costs, phone and internet, software subscriptions, licensing fees, and continuing education. Systematic tracking throughout the year maximizes deductions and minimizes tax preparation costs.
The IRS mileage deduction rate is $0.67/mile for 2024. A pool technician driving 25,000 business miles per year can deduct $16,750 — potentially saving $4,000-5,000 in taxes depending on tax bracket. However, the IRS requires "contemporaneous" mileage records — documented at or near the time of travel, not reconstructed months later. This spreadsheet provides a daily mileage log with date, origin, destination, business purpose, miles, and calculated deduction.
The Annual Summary organizes deductions by Schedule C category: chemicals and supplies, equipment and tools, vehicle expenses, insurance, marketing and advertising, phone and internet, software and subscriptions, professional services (CPA, legal), licensing and permits, uniforms and safety gear, meals (50% deductible), office supplies, continuing education, and repairs and maintenance.
The IRS requires documentation for all business expenses. Photographing receipts with a smartphone immediately after purchase is the most reliable method. The expense log in this spreadsheet includes a "Receipt?" column to track whether documentation exists for each purchase. For purchases under $75, a log entry with date, amount, vendor, and business purpose is generally sufficient without a physical receipt.
This spreadsheet was built to solve these exact problems.
You dump receipts in a drawer all year and scramble to organize them in April. Every year.
You forgot to track mileage for 6 months. At $0.67/mile, that's thousands in missed deductions.
Your accountant charges by the hour. The less organized you are, the more it costs.
If the IRS asks for documentation, you can't produce it. Contemporaneous records are required for mileage.
This spreadsheet fixes all of it. Free.
When spreadsheets stop scaling, PoolDial picks up where they leave off.
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