When you’re running a business in Crawley or anywhere in West Sussex, there are plenty of costs that come with keeping everything ticking along smoothly. From computers and printers to desks, chairs, stationery, and even coffee machines. These everyday essentials quickly add up.

But did you know that buying these items through your business and claiming the right tax relief could save you serious money?

In this guide, we’ll cover:

• What you can (and can't) claim as a business expense
  
• How to handle VAT
  
• Understanding capital allowances vs revenue expenses
  
• What to watch out for with dual personal and business use
  
• Tips to keep your cash flow healthy while investing in your business
  

Let's break it down!

What Counts as Office Equipment for Tax Purposes?

In short, almost anything that you buy solely for business use.

Here’s a list of common items that qualify:

• Computers, laptops, monitors
  
• Printers and scanners
  
• Desks, chairs, filing cabinets
  
• Telephones, mobile phones
  
• Office stationery and supplies
  
• Kitchen essentials (kettles, fridges for staff use)
  
• Software subscriptions
  
• Internet routers and IT equipment
  
• Decor items (to a reasonable extent)
  

If it’s something you or your employees use for work, it’s likely a legitimate business purchase.

Everyday Expenses vs Capital Expenditure: What’s the Difference?

This is where things get a little more technical, but stick with us, because it’s important!

Everyday Expenses (Revenue Expenses)

• These are day-to-day running costs like printer paper, pens, coffee, or cleaning supplies.
  
• You deduct these costs in full from your profits when calculating your tax bill for the year.
  

Capital Expenditure

• These are larger, long-term purchases like computers, office furniture, or heavy equipment.
  
• You can't usually deduct the full cost immediately — instead, you claim capital allowances over time.
  

Simple way to think about it:

If the item lasts more than a year and isn’t "used up" quickly, it’s probably capital expenditure.

Capital Allowances Made Easy

If you buy larger office equipment like computers or desks, you claim tax relief using capital allowances.

But here’s the good news:

Thanks to something called the Annual Investment Allowance (AIA), most businesses can deduct 100% of the cost of qualifying items (up to £1 million) in the same year you buy them.

So if you buy:

• A new laptop for £1,200
  
• An office chair for £300
  
• A standing desk for £600
  

You could deduct the full £2,100 from your taxable profits that year.

Important:

Always keep invoices and receipts clearly marked as a business purchase. HMRC could ask to see them!

What About VAT?

If your business is VAT registered, you can usually reclaim the VAT paid on office equipment and everyday essentials.

Example:

• Laptop cost: £1,200 + £240 VAT = £1,440 total
  
• You reclaim the £240 VAT when you submit your VAT return
  

Some important points:

• You must have a valid VAT invoice
  
• The item must be for business use (not private use)
  
• If something has dual use (e.g., laptop used for work and Netflix), you may only be able to reclaim part of the VAT

Watch Out: Personal Use Can Affect Your Claims

Business expenses need to be wholly, exclusively and necessarily for business use to be fully claimable.

If you buy a laptop but also let your kids use it for gaming on the weekends, technically, it’s mixed-use. This can complicate things.

What can happen:

• You may need to split the cost between business and personal use
  
• Only the business portion is deductible
  
• VAT reclaim might be restricted
  

Top tip:

If you’re using something 90% for business and 10% for personal use, it’s often better to buy it through the business and make a minor personal use adjustment than to lose out on all the tax relief.

Always get advice if you're not sure — the team at Curve Accountancy can walk you through this.

Financing Larger Purchases: What Are Your Options?

If you’re setting up a new office or upgrading lots of equipment at once, the costs can add up fast. Luckily, there are a few ways to spread the expense.

Buying Outright

• Simple, one-time cost
  
• You own the equipment immediately
  
• Full AIA claim usually available
  

Leasing

• Pay monthly
  
• May suit cash flow better
  
• Different tax treatment (you usually claim lease payments as revenue expenses)
  

Hire Purchase (HP)

• Like buying outright, but pay in instalments
  
• Ownership transfers at the end
  
• You can usually claim capital allowances as if you owned it immediately
  

Each option has pros and cons. Think about cash flow, interest rates, and how long you plan to use the equipment before choosing.

Commonly Missed Business Essentials You Can Claim For

Here are a few everyday items business owners in Crawley often forget they can claim for:

Item: Office coffee machine
Claimable? ✅
Notes: Staff wellbeing counts

‍Item: Artwork for waiting room
Claimable? ✅
Notes: Must be reasonable value

Item: Online software like Canva, Xero, Adobe
Claimable? ✅
Notes: Monthly subscriptions fully deductible

Item: Mobile phone bills
Claimable? ✅
Notes: Best if contract is in business name

Item: Staff Christmas party costs
Claimable? ✅
Notes: Up to £150 per head (conditions apply)

Item: Uniforms or branded clothing
Claimable? ✅
Notes: Ordinary clothing not allowed, but branded items are fine

If you're ever unsure whether something qualifies, it's better to ask first than assume and end up on the wrong side of a tax inspection later!

Real-World Example: West Sussex Marketing Agency

Let’s look at a local example.

Sophie runs a small digital marketing agency in Crawley. In 2025, she decides to set up a proper office space and buys:

• Two standing desks: £1,000
  
• Two ergonomic chairs: £700
  
• A new MacBook for design work: £2,000
  
• A printer and scanner: £400
  
• Coffee machine for staff: £300
  
• Art for the client meeting area: £500
  

Total spend: £4,900 + VAT

Because all of these purchases are for the business, she can:

• Claim the VAT back (around £980)
  
• Deduct the full £4,900 against her profits via Annual Investment Allowance
  

Result:

Huge saving on her Corporation Tax bill and a much nicer office space!

Key Things to Ask Your Accountant Before Buying Office Equipment

Before you make large purchases through your business, it’s wise to check in with your accountant. Here’s what to ask:

1. Can I claim this as a revenue or capital expense?
   
2. Can I reclaim the VAT?
   
3. Will personal use affect my claim?
   
4. Is it better to buy outright, lease, or hire purchase?
   
5. Should I batch multiple purchases into the same tax year to maximise relief?
   
6. Are there any special grants or incentives for businesses in West Sussex I should know about?
   

At Curve Accountancy, we work with businesses across Crawley, Horsham, Burgess Hill, and beyond to make sure every expense is structured to deliver the best possible tax outcome.

Final Thoughts

Buying office equipment and other day-to-day essentials through your business isn’t just convenient — it can also be highly tax-efficient when done correctly.

By understanding the difference between everyday expenses and capital items, knowing when VAT can be reclaimed, and planning ahead for cash flow, you’ll not only kit your business out properly… 

You’ll also save yourself a lot of money in the long run.

Every business is different, and it’s important to make decisions based on your specific situation. What works for a freelance graphic designer might not be the best approach for a tradesperson or café owner.

Need help deciding?

The friendly team at Curve Accountancy is always ready to support local businesses across Crawley and West Sussex. Whether you're upgrading your office tech, fitting out a new workspace, or just wondering how best to claim expenses, we’re here to help you make smart, confident choices.