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Nuria Nieva
2024-01-23

We’ve heard it many times already, but we’ll repeat it as many times as necessary: flexibility and efficiency are key to business success. That’s why an increasing number of companies are choosing flexible workspace services to rent their offices or meeting rooms, avoiding the long-term commitments of conventional office leases. However, to fully leverage their benefits, effective financial management is crucial. Today, we want our #LexingtonMagazine to teach you how to understand the accounting of meeting room rentals and what steps you should consider. And even though it’s not an easy challenge, from proper expense categorization to resource optimization, we will explain the best practices that will allow you to maintain precise control of these elements in your budget. Pay attention!

 

How to account for the rental of a meeting room?

Yes, the rental of a meeting room can be accounted for as a deductible expense in the Corporate Income Tax, considering it part of your company’s business operations. Here are some important points to consider when accounting for it:

  1. Proper Recording: Ensure to maintain a detailed record of all transactions related to the rental of the meeting room. This includes invoices, receipts, and any other documents supporting the expense.
  2. Accurate Categorization: It’s important to categorize this expense accurately in your accounting system.
  3. Supporting Documentation: Retain all payment receipts and rental contracts associated with the meeting room.
  4. Exclusive Business Use: For the rental to be fully deductible, it must be linked to the business activities of your company.
  5. Consultation with a Tax Professional: Consider consulting with a tax advisor to ensure you are taking advantage of all available tax deductions and complying with current tax regulations.

If you are considering renting the best meeting room in Madrid to meet with your clients, don’t miss out on the options offered by Lexington in the best locations.

 

Deductible expenses for tax purposes

We understand that the tax landscape is complex, so it’s crucial for you to understand which expenses are deductible to maximize your company’s tax benefits. Here are some categories:

Meeting room rentals

  • Companies seeking professional spaces for their meetings can deduct the expenses associated with meeting room rentals.
  • Remember to keep thorough documentation supporting these payments, including detailed invoices and rental contracts. This deduction can be key to optimizing your company’s tax burden.

Training room rentals

  • When a space specially designed for training activities is needed, the rental of training rooms can also be considered a deductible expense for tax purposes.
  • Training and personnel development are fundamental aspects of business growth, and taking advantage of associated deductions can be a smart financial strategy.

Coworking space rentals

  • Renting coworking spaces can be considered a deductible expense, provided it is exclusively used for business purposes.
  • Important note: maintain a clear separation between personal and business use to ensure the eligibility of this deduction.

 

Importance of the type of contract

The type of contract chosen can have significant implications in various aspects, from financial management to compliance with specific accounting regulations. Let’s explore the relevance of the type of contract, focusing on key issues such as the application of the International Financial Reporting Standards (IFRS) 16 and the different types of lessees.

Does it contain a lease according to IFRS 16?

The International Financial Reporting Standard 16 (IFRS 16) has introduced substantial changes in how companies should account for leases. It is crucial to determine whether a contract contains a lease under the terms of IFRS 16, as this can have significant implications on the presentation of financial statements and the assessment of the company’s financial performance.

Types of lessees

Lessees can be classified into different categories based on their needs and business objectives. Understanding these types of lessees is essential for selecting the most appropriate lease agreement and for complying with corresponding accounting obligations. From operational lessees to financial lessees, each type has specific implications in terms of accounting treatment, impact on the balance sheet, and risk management.

How to account for meeting room and coworking expenses

Understanding how to account for meeting room and coworking expenses involves careful consideration of the types of benefiting companies, proper allocation in account 62, and the effective use of specific subaccounts. Does it sound like Chinese to you? Let us explain briefly:

Types of companies

Startups, emerging businesses, large corporations? It doesn’t matter; all of them can find significant benefits in renting meeting rooms and coworking spaces. Each type of company can optimize the cost of these flexible spaces, thus maximizing operational efficiency.

Account 621

Account 621 in the accounting plan is designated for leases and, therefore, is the key accounting category for recording expenses related to the rental of meeting rooms and coworking spaces.

👉🏼 BONUS TRACK: The most valuable advice we can offer is to have a brief conversation with the advisory service to determine the specific needs of accounting information. The role of accounting experts goes beyond just filing tax returns; it involves providing relevant and timely accounting information that enhances decision-making in any type of business. So, when in doubt, don’t hesitate to seek the assistance needed for your significant decisions! And if you aim to be a comprehensive entrepreneur, don’t forget the importance of having legal advice for any concerns.

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