The Author's Expense Tracking guide

Because your story matters… and so does your business.

Let’s talk about something that most writers don’t love… but every serious author needs to understand: your expenses. I know, it’s not the glamorous part of writing a book. It’s not anywhere close to the creative breakthrough, that moment your story finally clicks, or when your reader lets you know you’ve changed their life.

But here’s the truth: if you’re writing a book with the intention of sharing it, publishing it, or building something meaningful from it… You are no longer “just a writer,” my friend. You are becoming an author who is running a business*. And here’s the beautiful part. When you start to see it that way, something inside of you shifts. In addition, there are some lovely bonuses you may not have yet considered.

Tracking your expenses isn’t just about taxes; it’s about honoring your work, your investment, and the path you’re building.

*Quick note: This tool is for organizational purposes only. It is not financial or tax advice. Always check with your CPA in regards to your specific situation.

Why Tracking Expenses Matters More Than You Think

So many writers pour their heart into their book, and often resources as well… but too often completely overlook the financial side. Then, when tax season comes, it can feel overwhelming, confusing, or worse, like money somehow just disappeared.

But when you track your expenses along the way, you gain:

• Clarity on precisely what you’re investing in your book

• Confidence in treating your writing as a real business

• Organization that saves you stress later

• And often… legitimate deductions you might otherwise miss

This isn’t about being perfect; it’s about being intentional.

What Counts as a Writing Expense?

You might be surprised how many parts of your writing journey actually qualify as business expenses.

Here’s a simple way to think about it:

If it supports your writing, publishing, or promoting your book… there’s a good chance it belongs on your list. 

Let’s break it down.

1. Research & Writing Materials

If it helps you write better or understand your topic much more deeply, it often counts as an expense. Review everything you use to learn, explore, and deepen your work:

• Books, ebooks, and audiobooks

• Subscriptions (journals, newspapers, Audible)

• Online courses and workshops

• Research materials and archives

2. Equipment & Software

These are tools that help you actually create your book, including your creative workspace in digital form:

• Computer (business-use portion)

• Tablet or e-reader

• Writing software (Scrivener, Word, Google Workspace)

• Editing tools (Grammarly, ProWritingAid)

• Cloud storage

• Website hosting and domain

3. Professional Services

You don’t have to do this alone—and most great books aren’t created alone.

• Editors (developmental, line, copy)

• Proofreader

• Book coach or consultant

• Cover designer

• Formatter/typesetter

• Illustrator

Investing in support is not a weakness. It’s frankly what often elevates your work from good to powerful.

4. Marketing & Promotion

Because your book will not sell if no one knows it’s out there. Believe me, too many books just sit on Amazon. You have to be seen as an author, and your book needs a platform to be seen so it can be purchased and read:

• Website design and maintenance

• Email marketing platforms

• Paid advertising

• Publicity services

• Promotional materials

Writing the book is only part of the journey. Helping it reach the people it’s meant for is the next, critically powerful step.

5. Publishing Costs

The actual process of bringing your book into the world. These are the behind-the-scenes pieces that make your book real and available to purchasers.

• ISBNs

• Platform fees

• Printing and layout costs

• Distribution fees

6. Home Office

Yes, even your writing space can count. Having a dedicated space where you write matters. Again, talk to your accountant as you may qualify for:

• Portion of rent or mortgage

• Utilities

• Office furniture

• Office supplies

7. Travel & Events

Growth often happens when you step outside your everyday environment. Some of your biggest breakthroughs and connections happen when you:

• Attend retreats and conferences

• Book tours and speaking events

• Travel to and from your 

• Lodge in an area where you’re attending courses or events

• Eat meals while you’re gone (partial only)

8. Education & Development

Becoming an author is also becoming a student of your craft. The more you grow, the stronger your voice becomes, and the greater your chance of becoming a bestselling author with a book that has actual longevity and the power to engage. This includes:

• Courses and conferences

• Coaching programs

• Professional memberships

9. Administrative & Business

The not-so-exciting but very real side of authorship, yet this is the structure that supports everything you’re building:

• Accounting and tax preparation

• Legal fees

• Business licenses

• Payment processing fees

10. Miscellaneous (But Still Meaningful)

Little things that still play a role. Sometimes the “small” investments are what keep your momentum going:

• Podcast equipment

• Internet upgrades

• Book giveaways

• Platform subscriptions

A Final Thought

You don’t need to track everything perfectly, but it behooves you to start.

Maybe it’s a simple spreadsheet. Maybe it’s saving receipts in a folder. Maybe it’s just writing things down as you go. There’s no need for you to suddenly become an accountant overnight.

It’s about stepping into a much deeper truth for you. You know your writing matters. Now the life you’re building around it matters too. When you treat your work with that level of respect, everything begins to align a little more clearly, and there is great power and energy in that. Let it light the fire within, and continue taking action.  Use this tool as a great start, even if it’s your first official discussion with your accountant about your writing and publishing journey.