Bookkeeping

Can I deduct printing of documents and how do I determine how much?

I am a mobile notary. I have my own business. My job requires that I print copies of documents sent to me by mortgage lenders, title companies and notary signing services. In 2019, I printed 19,526 total copies. I need to know how if I can deduct this expense on my tax return. I am a sole proprietor.

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  1. 28 Answers

    As a mobile notary you can charge for printing documents within the $100+ fees normally negotiated for notary public who notarizes mortgage documents. This way you receive your reimbursement up front. You can also charge for travel fees separate for the notary public fee, however, check your state regulations as there may limitations to how much travel fees are considered “reasonable”. If your client questions the fee charge, provide an itemized receipt.

    Office Supplies: Regarding itemization of document printing, you can itemize the office supplies paper, ink, pens, receipts, staplers, staples, USB thumb drives, paper clips, etc.

    Office Equipment: As a business owner, you can itemized office equipment such as the computer and the printer (as Computer Hardware fixed assets depreciated over the useful life of the equipment see IRS MACRS table for more info), low cost office furniture (less than $2500 depreciated over time under ‘Furniture & Equipment’), or software like QuickBooks, Microsoft subscriptions for business use (depreciated over useful life as ‘Computer Software’). Postage and shipping supplies should be tracked with detail is also an allowable item to be itemized.

    You may deduct 100% of the cost of office supplies and materials, postage and stamp charges used during the year. Office equipment (used more than 1 year costing more than $500) can be depreciated by dividing the total cost of the equipment (asset) over a useful life period whereby each tax year you can deduct the depreciation amount until the total amount has been claimed.

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