How Your Business Can Properly Account For Depreciation Expense – 2024 Guide

Depreciation expense is a significant accounting concept that has far-reaching implications for businesses of all sizes. It’s the method used to allocate the cost of a company’s tangible assets over their useful lives, thereby reflecting the fact that assets gradually lose value over time. The crux of depreciation lies in the matching principle, a cornerstone of accrual accounting, which dictates that revenues and their associated costs must be recognized in the same reporting period.

When you acquire an asset, such as a vehicle, machinery, or office equipment, it doesn’t merely represent a one-time cost. These assets degrade with time and use, ultimately losing their utility. This expense allows you to account for this wear and tear, spreading the initial acquisition cost over the estimated useful life of the asset.

It is critical for two key reasons: financial reporting and tax benefits. Firstly, it ensures your financial statements accurately reflect the declining value and utility of your long-term assets, painting a realistic picture of your company’s financial health. Secondly, depreciation is considered an operating expense, thereby reducing your taxable income and potentially saving your business significant money.

Concept of Depreciation and Its Impact

This is intrinsically tied to two fundamental premises: the passage of time and the concept of utility. An asset’s value doesn’t only deteriorate due to physical wear and tear, but also through obsolescence. As new technologies emerge or economic conditions change, assets may become outdated or less efficient, depreciating in value.

In business accounting, it is more than a mere reflection of an asset’s dwindling value. It’s an essential tool for capital budgeting and financial planning. By factoring in depreciation expense, businesses can anticipate future costs associated with asset replacement or upgrades, guiding strategic decision-making.

Moreover, depreciation impacts profitability. Since depreciation expense is deducted from revenues, it reduces reported profits. But remember, it’s a non-cash expense. While it lowers net income on the income statement, it doesn’t reduce cash flow, which is why it’s added back into the cash flow from the operating activities section on the cash flow statement.

Different Methods for Calculating Depreciation Expenses

Businesses can choose from several methods to calculate depreciation expense, each with its advantages and potential drawbacks. The method you choose depends on the nature of the asset, the pattern of its use, and its projected lifetime utility. The three most common methods are straight-line depreciation, declining balance depreciation, and units of production depreciation.

Straight-Line Depreciation Method


It is the simplest and most commonly used. It assumes that the asset will lose an equal amount of value each year over its useful life. To calculate straight-line depreciation, you subtract the asset’s salvage value (the estimated residual value at the end of its useful life) from its original cost. Then, you divide this amount by the asset’s useful life in years.

Declining Balance Method

The declining balance method, in contrast, is an accelerated depreciation method. It assumes that an asset is more productive and therefore depreciates more in the earlier years of its life. This method is commonly used for assets that quickly become outdated, like technology or machinery.

To calculate it using the declining balance method, you apply a constant depreciation rate to the remaining book value of the asset each year. The rate is often twice the straight-line rate (hence, it’s also known as double-declining balance depreciation). However, the salvage value is not subtracted in the initial calculation, but it stops once the asset’s book value reaches its salvage value.

Despite the complexity of the declining balance method, it can be a better reflection of an asset’s actual use and the economic reality of rapid initial depreciation for certain types of assets.

Units of Production Method

The units of production method is unique in that it bases depreciation on actual usage or output, rather than the passage of time. This method is most suitable for assets whose wear and tear are directly tied to how much they’re used, such as manufacturing machinery.

Under this method, you first calculate a rate per unit of production, which is the total cost minus salvage value divided by the total expected units to be produced over the asset’s life. Then, each year, you multiply this rate by the number of units the asset produced, resulting in your depreciation expense.

The units of production method can provide the most accurate depreciation expense, as it aligns directly with the asset’s productivity. However, it requires consistent tracking and estimation of production levels, which might be challenging for some businesses.

Importance of Accurate Record-Keeping


Accurate record-keeping for depreciation is crucial for maintaining your company’s financial integrity. It helps ensure the correctness of your financial statements, supports strategic decision-making, and justifies your depreciation claims for tax purposes.

Each asset should have a record that includes its description, date of acquisition, cost, expected useful life, salvage value, depreciation method, and accumulated depreciation. Accounting software can automate depreciation calculations and record-keeping, but understanding the underlying principles is important for accurate setup and review.

Factors to Consider

Estimating an asset’s useful life and salvage value can be challenging but is critical for depreciation calculations. The useful life is how long you expect the asset to be productive for your business, which could be influenced by factors such as the asset’s quality, how intensively it’s used, and how well it’s maintained.

The salvage value is the estimated residual value of the asset at the end of its useful life. It’s based on what you expect to recover from selling or scrapping the asset, considering factors like its condition, residual market demand, and disposal costs.

Both estimates require careful judgment and may need to be revised if circumstances change, resulting in adjustments to future expenses.


Proper accounting for it is crucial for businesses. It provides a more accurate picture of a company’s financial health, aids in strategic planning, and offers significant tax benefits. By understanding the concept of depreciation and the different methods available, maintaining accurate records, considering critical factors when estimating useful life and salvage value, and adhering to best practices, businesses can effectively manage this important aspect of financial accounting. Remember, while the process might seem complex, the benefits of correctly accounting for depreciation are well worth the effort.