Tracking Shifts and Taxes on Instawork

Instawork pros track shifts, tips, and tax budgets while logging mileage and setting reserves so each flexible gig stays profitable, compliant, and low stress.

Independent contractors managing self-employed taxes should stay proactive about independent contractor deductions and year-round recordkeeping.

💡 Set aside 25% of every gig payout for self-employed taxes so independent contractor deductions cover quarterly payments.

Why It Matters for Self-Employed Taxes

Instawork sends you into different job sites every week. Without diligent tracking, you lose sight of drive time, tips, and overtime rules.

Key Earnings & Expense Buckets

Deduct uniforms, nonslip shoes, and PPE required for specific venues.
Log mileage to warehouses, hotels, and events not reimbursed by the client.
Track meal costs when shifts exceed the IRS guidelines for business meals.

Weekly Workflow

Export weekly shift history and note any tips paid in cash so they make it into your ledger.
Confirm each gig’s pay rate and overtime terms before clocking in.
Block time every Monday to invoice or reconcile any direct client engagements booked off platform.

Tools & Next Steps

Spreadsheet templates separating hospitality, warehouse, and event earnings.
Time tracking apps that let you tag commute versus on site hours.
Digital filing for facility safety briefings and proof of training certificates.

Treat Instawork like a staffing agency you own; when records are tight you qualify for better shifts and faster approvals.

How do I track mileage for gig work in 2025?

Use IRS-approved mileage logs or apps like Everlance to document date, distance, and purpose for every self-employed trip.

Can I deduct equipment or vehicle lease payments?

Yes, deduct the portion tied to independent contractor work; keep receipts and lease statements for 1099 tax audits.

When should I pay quarterly estimated taxes?

Send payments by April, June, September, and January to cover self-employed taxes and avoid IRS penalties.

What records should independent contractors keep?

Maintain income statements, mileage reports, receipts, and bank deposits to support deductions and 1099 filings.

How can I reduce surprise tax bills as a freelancer?

Estimate your independent contractor deductions monthly, set aside 25-30% of income, and automate transfers to a tax savings account.