As a Virtual Assistant, staying organized isn’t just something you offer clients — it’s a skill that keeps your business running smoothly, too. And when it comes to taxes, a little year-round tracking can save you hours of stress (and potentially a lot of money) when tax season rolls around. Here are the essentials every VA should monitor throughout the year.
1. Income From Every Client
Track every payment you receive, no matter how small. Keep client invoices, payment confirmations, and 1099s organized. Whether you use a spreadsheet or accounting software, clear records help prevent income reporting mistakes during tax filing.
2. Business Expenses
Many VAs miss out on deductions simply because they don’t document purchases as they happen. Record expenses like software subscriptions, office supplies, marketing tools, equipment, continuing education, and even parts of your home office setup. Save receipts (digital is fine!) and categorize them monthly.
3. Mileage & Travel Costs
If you meet clients, attend trainings, or travel for business, mileage can be deductible. Logging miles, parking, and travel-related expenses in real time makes a big difference.
4. Home Office Use
If you work from home in a dedicated space, you may qualify for the home office deduction. Track square footage, utilities, internet costs, and rent or mortgage interest for accurate calculations.
5. Quarterly Taxes
Most VAs need to make estimated quarterly payments. Keep income tallies updated so these payments are accurate — avoiding both penalties and surprise tax bills.
By tracking these items year-round, you’ll minimize stress, maximize deductions, and ensure your business stays financially healthy. A little consistent organization now means a much smoother tax season later.
-Jamie Lindemulder
jamielindemulder.com 
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