If you start and operate a business alone without creating a separate legal business entity, that’s a sole proprietorship. You are the business, the business is you. You keep all the profits, make every decision, and file taxes on your personal return.
A sole proprietorship is an unincorporated business owned and run by one person, with no legal separation between the owner and the business. It is the simplest structure to start, needs little paperwork, and its profits are taxed as the owner's personal income. The owner is personally liable for business debts.
Sole proprietorship is the most common business structure in the United States and around the world. Understanding exactly what it means and where its limits are matters before your business grows beyond a certain point.
What is a sole proprietor?
A sole proprietor is a person who owns and operates an unincorporated business by themselves. There is no legal distinction between the individual and the business. The owner and the business are the same entity in the eyes of the law.
It is the simplest business structure in the US. If you start freelancing, selling products online, or providing consulting services under your own name without registering an LLC or corporation, your business most likely fits into the definition of sole proprietorship. You do not need to file paperwork to create the business, although you may still need local licences or permits depending on what you do and where you operate.
The lack of separation is quite important and can be a disadvantage. The sole proprietor owns the business’s assets, and that makes the sole proprietor primarily responsible for all business debts and obligations.
Pros of a sole proprietorship
Here are some reasons sole proprietorships might be a great idea:
- Simplicity: You can start operating without creating a separate legal entity. If you begin doing business under your own name, you are generally a sole proprietor automatically.
- Low cost: States don’t charge a fee to create a sole proprietorship, unlike when you are starting an LLC or corporation. The registration fee of an LLC or corporation ranges from $50 to several hundred dollars, depending on the state.
- Full control: As the sole owner, you are in charge. You make every business decision without needing to consult partners, a board, or shareholders.
- Simple tax filing: Business income is reported on your personal tax return using Schedule C. You do not generally need to file a separate federal income tax return for the business.
- Easy to dissolve: Just the way you started on your own, you can also stop the business whenever you think is right. Since the business has no separate legal existence, closing it simply means stopping business activities. There is no formal dissolution process required, like there is for an LLC or corporation.
Also read: How to register as self-employed in the UK and US
Cons of a sole proprietorship
Being a sole proprietor has its downsides, especially the inability to separate the business from the owner. They include:
- Unlimited personal liability: This is the most significant disadvantage. Because the business and owner are legally the same, your personal assets, including your home, car, and savings, may be at risk if the business has unpaid debts or faces a lawsuit. Creditors can potentially pursue your personal property.
- Harder to raise money: Sole proprietors generally pay self-employment tax of 15.3% on net business income, covering Social Security and Medicare. This is in addition to regular income tax. If you were an employee elsewhere, your employer typically splits these payroll taxes with you.
- Self-employment tax: Sole proprietors pay self-employment tax (15.3%, covering Social Security and Medicare) on net business income, in addition to regular income tax. This is a meaningfully higher tax burden than the equivalent income earned as a W-2 employee, in which the employer covers half of these taxes.
- Credibility with larger clients. Some businesses and government contracts require working with a formally registered entity such as an LLC or corporation, which can limit the clients a sole proprietor is able to work with.
- No separation of business and personal credit: A sole proprietorship does not create a separate legal credit identity from its owner. Your personal financial history can therefore play a larger role when you apply for business financing.
How sole proprietorship taxes work
Sole proprietorships use “pass-through taxation”. The business itself generally does not pay federal income tax. Instead, its profits or losses are reported on the owner's personal tax return. Here are some details you should understand about taxation for sole proprietors.
Schedule C: Business income and expenses are reported on Schedule C (Profit or Loss From Business), which is filed with the owner's Form 1040. The business's net profit is added to the owner's other income and taxed at their individual income tax rate.
Self-employment tax: Sole proprietors generally pay self-employment tax on their net business income. The current rate is 15.3%, covering both the employer and employee portions of Social Security and Medicare that would normally be split between an employee and their employer.
Quarterly estimated taxes: Their employer withholds their taxes from each pay. But for a sole proprietor, if you expect that you will owe up to $1,000 in federal tax for the year, you might be required to pay an estimated tax during the year. Failing to make required payments can result in penalties.
Deductions: Some legitimate business expenses, including home office costs, equipment, supplies, business travel, and certain health insurance costs, can be deducted from your income. This, in turn, reduces the net income subject to tax and reduces the eventual tax you pay. Understanding what you can deduct meaningfully reduces your overall tax burden.
If clients pay you as an independent contractor, you may receive a 1099 form documenting income paid to you during the tax year, which you use to complete your Schedule C accurately.
How to start a sole proprietorship
The thought of starting a sole proprietorship might be overwhelming. But once you have a clear direction on how to proceed, it becomes relatively more straightforward.
- Choose a business name: You can operate under your legal name without registering a separate business name. If you want to use a different name, you may need to register a “Doing Business As” (DBA) name with your state or county.
- Get the licences and permits you need: The requirements depend on your industry and where you operate. Check your city, county, and state requirements to see which licences or permits apply to your business.
- Get an EIN if you need one: Sole proprietors without employees can usually use their Social Security Number for tax purposes. However, getting a free Employer Identification Number (EIN) from the IRS can be useful if you plan to hire employees or open a business bank account.
- Open a separate business bank account. A sole proprietorship does not legally separate you from your business, but keeping your business income and expenses in a separate account makes bookkeeping and tax filing much easier.
- Consider forming an LLC as you grow: A sole proprietorship may work well when your business is small and low-risk. As your revenue, responsibilities, or liability risks increase, an LLC can provide personal liability protection.
Getting paid as a sole proprietor
Getting paid should be simple, especially if you work with clients in other countries.
International clients may pay by bank wire, but these transfers can come with high fees, poor exchange rates, and delays. A multi-currency account can give you local account details to receive different currencies, making it easier for clients to pay you.
With Grey, you can receive and hold currencies such as USD, GBP, and EUR using local banking details. Opening a multi-currency account with Grey means clients can pay you through local payment methods instead of sending an expensive international wire. You can also receive payments from US clients and platforms.
You can use a Grey virtual card linked to your foreign currency balances to spend directly in the currencies you hold. This helps you to avoid unnecessary foreign transaction fees when paying for things abroad.
Get paid in USD with Grey and access EUR and GBP accounts to manage your local and international business income in one place.
Frequently asked questions about sole proprietorship
What is a sole proprietorship in simple terms?
A sole proprietorship is a business owned and run by one person, with no legal separation between the owner and the business. If you start freelancing, consulting, or selling products without registering an LLC or corporation, you are generally operating as a sole proprietor.
Do I need to register a sole proprietorship?
Not usually if you operate under your legal name. If you want to use a different business name, you may need to register a “Doing Business As” (DBA) name with your local or state government. Some businesses may also need specific licences or permits.
How is a sole proprietorship taxed?
Sole proprietorship income is taxed as the owner's personal income using pass-through taxation. Profits and losses are reported on Schedule C, filed with the owner's personal Form 1040 tax return. The owner also pays self-employment tax (15.3%) on net business income, covering Social Security and Medicare contributions.
Is an LLC better than a sole proprietorship?
Not necessarily. A sole proprietorship is easier and cheaper to start, while an LLC provides personal liability protection but comes with additional costs and requirements. Many business owners start as sole proprietors and switch to an LLC as their business grows.
Am I personally liable as a sole proprietor?
Yes. Because there is no legal separation between the owner and the business in a sole proprietorship, the owner is personally liable for all business debts, obligations, and legal judgments. This means personal assets, including savings, property, and other belongings, can be pursued by creditors or claimants if the business cannot cover its liabilities.
How do I get paid as a sole proprietor?
You can get paid by bank transfer, cheque, or payment platforms such as PayPal and Stripe. If you work with international clients, a multi-currency account can give you local receiving details, making it easier for clients to pay you without using expensive international wires.








