Blog: Can You Write Off That Meal?
If you run your own business, youโve probably asked this question at least once: Can I write this meal off?
Youโre grabbing coffee with a client, ordering dinner after a full day of work, or taking your assistant out to talk through timelinesโฆ and somewhere in the back of your mind, the word โdeductionโ pops up.
The truth? Not every meal counts.
And figuring out what the IRS actually allows is... not exactly straightforward.
Thatโs why weโre breaking it down with seven real-life scenarios to help you understand whatโs deductible, whatโs not, and how to keep it all clean come tax time.
Scenario 1: Lunch at Your Desk While Editing or Emailing
Youโre deep in work and order lunch to keep going. Deductible? โ No.
Even if youโre technically working, meals you eat solo at your home office or workspace donโt count as deductible. The IRS considers this personal, no matter how packed your calendar is.
Scenario 2: Coffee with a Potential Client
You meet someone to talk through a possible project or service. Deductible? โ Yes.
This is a classic business meal. If the purpose is to talk shop (services, pricing, timelines, collaboration), itโs deductible. Just keep the receipt and a quick note about who you met and what you discussed.
Scenario 3: Dinner on a Work Trip
Youโre out of town for a job, a shoot, or a business event, and grab dinner afterward. Deductible? โ Yes (but only if itโs an overnight trip.)
Meals while traveling for business are deductible. Whether youโre eating alone or with a teammate, it countsโฆ just make sure the trip has a valid business purpose and isnโt mixed with personal travel.
Scenario 4: Team Lunch to Celebrate a Win
You treat your team after wrapping a big launch, event, or quarter. Deductible? โ Yes (and in some cases, fully deductible).
Most team meals are 50% deductible. But if youโre hosting an occasional staff eventโlike a holiday party or milestone celebrationโit could be 100% deductible, as long as itโs primarily for non-owner employees. Keep clear records and receipts, and make sure itโs not bundled with entertainment (those expenses arenโt deductible).
Scenario 5: Late-Night Takeout Because Youโre Still Working
Youโre finishing a proposal or client edit and grab takeout to keep going. Deductible? โ No.
Even if youโre working late, this is still considered a personal expense. The IRS doesnโt allow write-offs for convenience meals eaten alone at your usual workspace.
Scenario 6: Lunch with a Fellow Freelancer or Vendor
You meet a peer to talk about industry trends or a future project. Deductible? ๐ค It depends.
If the meal has a specific business purpose (like planning a joint offering or hiring each other) itโs likely deductible. If itโs a casual catch-up where work just happens to come up, it probably doesnโt count.
Scenario 7: Meals During a Business Workshop, Training, or Retreat
You attend or host a work-focused event that includes meals. Deductible? โ Yes.
As long as the event is business-related (think: strategy, development, planning), meals served as part of it are deductible. Whether youโre attending or hosting, keep notes on the agenda and save those receipts.
The Bottom Line
When it comes to meal deductions, itโs not about how hard youโre working, itโs about why the meal happened and who was involved.
Meals tied directly to clients, team members, travel, or work events usually qualify. The rest? Probably not.
Want to make sure youโre not over or under-deducting?
Thatโs exactly why we created Making Sense of Meal Deductions: a free guide that walks you through the rules with real examples, plain-language tips, and even a quick tutorial on tracking everything in Xero.
If youโve ever stared at a receipt thinking if itโs a write-off, this guide is for you!
Download it, keep it handy, and stop second-guessing your lunch receipts.TL;DR Choosing an S-Corp election can help you keep more of your money by lowering self-employment taxesโbut it does come with some extra paperwork. If your business is making $60K+ and you're good with handling payroll (or outsourcing it), it might be worth it.
Disclaimer: The information provided in this blog is for educational purposes only and does not constitute financial, legal, or tax advice. Reach out to The Freelance CFO team with any questions regarding specific financial concerns, or seek the services of a qualified adviser.
