Maximizing Tax Write-Offs: How to Blend Work and Play on Business Trips
- Karina Berette
- Feb 12
- 4 min read
Let’s talk about business travel, tax write-offs, and how to work smarter, not harder when you’re on the road
So I recently took a business trip to New Orleans—and let me tell you, and let me tell you, it was one for the books. The main goal? To network with business owners, executives, and media personalities and bring valuable resources back to Solano County. I was also there consulting and marketing for my businesses, so it was a double win.
But let’s be real—I wasn’t about to go to NOLA and not have some fun too! After long days of networking, meetings, and strategy planning, I made sure to get out and explore. We walked through the French Quarter, hit Bourbon Street, ate some incredible food, and even did a little shopping.
Now here’s where it gets interesting… not everything I did was a tax write-off. That’s where strategy and knowledge come in. If you’re a service-based business owner, you should know exactly what you can and can’t write off when you travel for business.
Let’s break it down.
What You Can Write Off When Traveling for Business
1. Transportation (Flights, Rental Cars, Ubers, Etc.)
The cost of getting to your destination is fully deductible if the primary purpose of your trip is business.
My flight to New Orleans? Business write-off.
The Ubers to media row, networking events, and meetings? Also a write-off.
If you rent a car specifically for business activities, that’s deductible too.
But what about personal trips? If I had flown to NOLA just to party and then squeezed in one meeting, the flight wouldn’t be deductible. The IRS says business must be the main reason for your trip (meaning at least 50% or more of your time should be work-related).
2. Lodging (Airbnb, Hotel, etc.)
Because I was in New Orleans for business, my Airbnb was a legit write-off.
If I had stayed in a hotel, that would be deductible too.
But here’s the catch: If I decided to stay extra days just for fun, those nights wouldn’t be deductible. Keep that in mind if you plan to extend your trip beyond business purposes!
3. Meals (But Only Under Certain Conditions)
Meals are 50% deductible when they are tied to business.
Strategic working lunches where we discussed our networking plans and business goals? Write-off.
Dinners where we debriefed on the day's events, planned interviews, and set up logistics? Write-off.
What’s NOT deductible? That bomb seafood platter I had while wandering Bourbon Street at night just for fun. Personal meals are on you.
*Pro Tip: The IRS isn’t playing about meal deductions. Keep your receipts and jot down who you were with and what business was discussed. A quick note in your phone or a receipt organizer app can save you a headache later.
4. Business Events & Networking Costs
If you’re attending an event, conference, or meeting clients, the entry fees, tickets, and related costs are deductible.
The media events and networking sessions I attended? Write-off.
The cost of setting up interviews and consulting on-site? Write-off.
What’s NOT deductible? If I decided to go see a live jazz show or take a riverboat cruise just for fun, that’s on me, not the business.
5. Office Expenses on the Road
This one is overlooked all the time, but if you’re working while traveling, you might have business expenses like:
Wi-Fi fees at the hotel or Airbnb
Printing costs (for handouts, materials, or business documents)
Coworking space rentals
Business supplies (pens, notebooks, chargers, etc.)
These small costs add up, so track them!
What’s NOT a Write-Off? (Know the Difference!)
I see business owners mess this up all the time, so let’s be clear:
❌ Personal expenses – Just because you’re on a business trip doesn’t mean everything is deductible. Personal shopping, spa days, sightseeing tours, and entertainment are all on you.
❌ Companions who aren’t working – If your friend, spouse, or kids tag along but aren’t working for your business, their expenses are not deductible. (Exception: If they’re an actual employee and working with you on the trip.)
❌ Personal vacation extensions – If I stayed extra days after my work was done, those expenses would not be deductible.
How to Make Your Business Travel IRS-Proof
Keep a Clear Paper Trail – Use apps like Expensify or QuickBooks to track receipts. If you ever get audited, you need to prove your expenses were legit.
Document Your Business Purpose – Have a clear itinerary showing what you did for business each day. Keep emails, event schedules, and meeting notes as proof.
Separate Personal & Business Expenses – If you mix business and pleasure (which is fine), just make sure personal expenses come out of your own pocket.
Being aware of these guidelines not only keeps you compliant with IRS regulations but also maximizes your deductibles.
Why You Should Be Taking Business Trips
One of the biggest mistakes service-based business owners make is not taking advantage of travel opportunities. If you’re serious about growing your business, you need to:
Get in rooms where decisions are being made – You can’t build a business in a bubble. Conferences, networking events, and industry meetups are where big moves happen.
Expand your reach – Whether it’s finding new clients, forming partnerships, or getting media exposure, traveling exposes you to new opportunities.
Write off strategic business expenses – If you’re already spending money to grow your business, why not structure it in a way that gives you tax benefits?
Check out this video of me breaking down how business travel works & what you need to know!
Final Thoughts: Travel Smart & Make It Count
Taking business trips the right way can be a game changer for your business and your taxes. The key is to:
Plan ahead and know your strategy before you go
Keep great records so you’re prepared for tax season
Separate personal and business expenses (don’t try to finesse the IRS!)
And most importantly—have fun while you’re at it! Business doesn’t have to be all work and no play. If you set it up right, you can travel, grow your brand, and write off legit expenses all at the same time.
Got questions about business travel deductions or need help planning for tax season? Let’s talk!
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