How to File Small Business Taxes in 5 Steps (2025)

Filing taxes as a small business owner might seem overwhelming, but it doesn’t have to be. With the right preparation and knowledge, you can tackle tax season without stress. This 5-step guide will walk you through the process of filing small business taxes, helping you stay compliant, maximize your deductions, and ensure everything is filed on time.

Step 1: Gather Your Financial Records

The first step in filing your taxes is to get all of your financial records in order. This is crucial to ensure that you report accurate income and expenses. If you haven’t been keeping detailed records throughout the year, now is the time to gather everything you need.

Key Financial Documents to Collect:

• Income Statements: Gather all records of the money your business earned throughout the year. This includes invoices, sales receipts, payments from customers, and revenue from any other sources. Whether you run a retail shop or a service-based business, having accurate records of your earnings is necessary for filing taxes.
• Expense Records: Collect all receipts and records for any business-related expenses. These could include:

1. Office Supplies
2. Rent and utilities
3. Employee wages
4. Travel and meals for business purposes
5. Marketing expenses
6. Software subscriptions, etc.

By keeping these receipts throughout the year, you will have an easier time identifying eligible deductions.

• Bank Statements and Credit Card Records: It’s essential to track all business-related transactions, including payments to vendors, business loans, or personal funds used for business purposes. Ensure that your bank and credit card statements match up with your invoices and receipts.

Tip: Use accounting software like QuickBooks, Xero, or FreshBooks to streamline the record-keeping process. These tools can automatically categorize and track income and expenses, making tax time easier.

Step 2: Determine Your Business Structure and Tax Forms

Your business structure determines which tax forms you will need to file. There are several types of business structures, and each has its own set of tax filing requirements. Understanding your structure will help you navigate the process.

Common Business Structures and Their Tax Forms:

• Sole Proprietorship: If you're the sole owner of your business, you are considered a sole proprietorship. For tax purposes, you will file your business taxes using Schedule C (Form 1040). This form reports your business income and expenses, and it's attached to your personal tax return. You’ll also need to file Schedule SE to calculate your self-employment taxes.
• Partnerships: Partnerships require a bit more paperwork. If you run a partnership, you’ll need to file Form 1065, U.S. Return of Partnership Income. This form outlines the income, deductions, and profits of the partnership. However, partnerships don’t pay taxes directly. Instead, the income “flows through” to the individual partners, and they report it on their personal tax returns.
• Corporations (C-Corp or S-Corp): If your business is a corporation, you must file Form 1120 (for C-corps) or Form 1120S (for S-corps). Corporations are separate legal entities, so their tax filings are separate from the owner's personal taxes. A C-corp will be taxed on its profits, while S-corp income passes through to shareholders, who report it on their personal returns.
• LLCs (Limited Liability Company): An LLC’s tax filing requirements depend on whether it has chosen to be taxed as a sole proprietorship, partnership, or corporation. LLCs with one member typically file a Schedule C just like sole proprietors, but LLCs with multiple members file Form 1065, similar to partnerships. If the LLC elects to be taxed as a corporation, it must file Form 1120.

Tip: If you're unsure about which form to file, consult a tax professional to ensure you're using the correct one.

Step 3: Identify Deductions and Credits

The next step in filing your small business taxes is to identify all the deductions and tax credits that your business qualifies for. Deductions reduce your taxable income, meaning you pay less in taxes. Tax credits, on the other hand, directly reduce the amount of tax you owe.

Common Business Deductions:

1. Operating Expenses: Deductions include ordinary and necessary costs of running your business, such as rent, utilities, office supplies, employee wages, and marketing expenses.
2. Home Office Deduction: If you work from home, you may be eligible to deduct a portion of your home’s expenses, including rent, mortgage interest, utilities, and property taxes.
3. Depreciation: Businesses can deduct the cost of assets that are used over a long period (like computers, vehicles, or equipment) by depreciating them over several years.
4. Vehicle Expenses: If you use your car for business purposes, you may be able to deduct mileage or a portion of your vehicle’s operating costs, such as gas, insurance, and maintenance.
5. Health Insurance Premiums: Self-employed individuals may deduct the cost of their health insurance premiums.
6. Retirement Contributions: If you contribute to a retirement plan like a SEP IRA or a Solo 401(k), those contributions may be tax-deductible.
7. Interest on Business Loans: If you have business loans or credit card debt, the interest payments may be deductible.

Tax Credits You Should Know:

Research and Development Credit: If your business engages in research and development activities, you may qualify for a credit that can offset some of your expenses.

Work Opportunity Tax Credit (WOTC): If you hire employees from certain targeted groups, such as veterans or long-term unemployed individuals, you could receive a tax credit.

Tip: Keep track of all potential business expenses and deductions throughout the year. This will ensure that you don’t miss any opportunities to reduce your tax liability.

Step 4: Understand Tax Deadlines and Payment Options

To avoid penalties and interest, it’s essential to file your taxes on time and make any necessary payments by the due date.

Important Tax Deadlines:

• Sole Proprietorships: Taxes are due on April 15th. However, if April 15th falls on a weekend or holiday, the due date may be moved to the next business day.
• Partnerships and S-Corporations: These business types must be filed by March 15th.
• C-Corporations: C-corporations must file by the 15th day of the fourth month after the end of their fiscal year. For most businesses with a calendar year, this means filing by April 15th.
• Extensions: If you need more time to file, you can request an extension. For most businesses, you can file Form 7004 to request an extension of up to six months.

Paying Your Taxes:

If you owe taxes, make sure to pay them by the deadline to avoid late fees and interest. The IRS offers several options for payment:

• E-filing and Direct Payment: The IRS encourages electronic filing and provides the option to pay directly from your bank account.
• Credit Card: You can also pay by credit card through third-party services, but be aware that processing fees may apply.
• Installment Plans: If you cannot pay your tax liability in full, the IRS offers installment plans that allow you to pay over time.

Tip: Consider making estimated tax payments throughout the year if you expect to owe taxes. This can help prevent a large tax bill when filing your return.

Step 5: File Your Tax Return

Once you’ve gathered your records, determined the correct forms, and identified deductions and credits, it’s time to file your tax return. There are several ways you can file your taxes, depending on your preferences.

Ways to File Your Taxes:

E-file: The IRS recommends filing your taxes electronically. E-filing is faster, more accurate, and allows for quicker processing of refunds. Many tax preparation services, such as TurboTax or H&R Block, offer easy-to-use e-filing options.

Paper Filing: If you prefer, you can still file your tax return by mail. However, this process is slower, and it may take longer for the IRS to process your return and issue any refunds.

Professional Help: If your taxes are complex, you may want to hire a tax professional. They can ensure that everything is filed accurately and help you identify additional deductions or credits that you may have missed.

Tip: Always keep a copy of your filed tax return and any supporting documents for at least three years, in case the IRS requests additional information or conducts an audit.

File Your Taxes with Confidence

Filing taxes for your small business doesn't have to be stressful. By following these five simple steps, gathering your financial records, understanding the correct forms, identifying deductions and credits, meeting tax deadlines, and filing your return; you can ensure your taxes are filed accurately and on time.

If you find the tax process overwhelming or need professional help, Global FPO, a trusted outsourcing accounting firm, can assist you with expert tax preparation and advice. With Global FPO's support, you can focus more on growing your business while leaving the complexities of tax filing to the experts. Their team ensures your business remains compliant with tax laws, maximizes potential savings, and helps reduce the risks of costly mistakes.

By staying organized and using the right resources, you can confidently file your business taxes and create a smoother path toward business success.

FAQs  

What are business taxes?

Business taxes are the money that businesses pay to the government based on their earnings and expenses.

How do I keep track of my business money?

Keep a record of all your sales, expenses, and receipts. You can use a notebook or accounting software to help.

What is a tax deduction?

A tax deduction is money you can subtract from what you owe in taxes. This helps lower the amount you have to pay.

Do I need to pay taxes if I’m a small business owner?

Yes, small business owners need to pay taxes on the money their business makes.

Can I get help with my business taxes? 

Yes, you can hire a tax professional to help you understand and file your business taxes.