I'm somewhat of a newbie as I've been doing shops for about a year now and have 20 or so "under my belt". How do you keep it all organized? Right now, I have an Excel spreadsheet that lists, ms company, name of business, shop fee & reimbursement and date completed and then I also have another field where I mark off when I see payment clear. What do you use?

Also, what about keeping track of upcoming shops? I just started a folder and print off guidelines and such for upcoming ones as well as a calendar. It's kind of taking over my life. LOL

How do you keep organized and efficient?

I do it all by spreadsheet. Future shops are scheduled onto my shop sheet as I request/accept them. For ones just requested, I highlight them and the highlight comes off if I get the shop. The line gets deleted if I don't get the shop or if I cancel my request for the shop. With those upcoming shops in date order, I don't accidentally schedule two dinner shops (or lunch shops) for the same day and I can quickly see if the schedule is getting overloaded for some days. It also gives me an opportunity to request a particular date for a shop based on when I will likely be in the area.

When a shop is done and reported, I cut and paste the line on the spreadsheet into a chronological group of work performed. That is the time to adjust the reimbursement (promised $5 only spent 4.89, expect to be reimbursed 4.89) and add in the mileage to a mileage column.

Because of the number of shops I do, I have a separate spreadsheet page for each month and once everything is paid, I can 'put the month to bed'. This means I usually have only 2 former months to deal with and I know what companies are likely to be slow to pay because of their payment cycle. When a company that is normally average or quick to pay is on a 'still open' sheet, it is time to contact them to see what is going on. And of course there is the page for the current month and future months.

Be careful about printing guidelines for future shops too early. Some companies change the instructions even the same day as the shop, though most that have changes do them a few days before your shop at latest. I usually review the instructions the day before the shop just in case my internet is flaky on the day of the shop. It also lets me make my notes of what equipment I may need to take with me.

I am learning as I go... I keep a Google Calendar, because I can access it from any computer. I try to schedule routes, but that doesn't always work out for me...not enough high paying jobs to make all that travel worthwhile, but that's another stor. The night before a shop, I run off all my materials, including the questionaire. I have learned from sad, sad experience, to make sure I have the MSCs phone numbers so I can at least make contact if I run into any problems in the field. I have a file folder with a flap that seals. I put everything in this file and then put my addresses in my GPS. Sometimes I take my computer.If I am going on a route and don't know exactly where I will be I check it out the night before as well... I have wasted a LOT of time and gas money by going around in circles and out of my way. I also bring a stapler. When I am ready, I put my 1st address in my GPS and off I go. When I am done with each shop I go somewhere quiet and fill in the info as quickly as possible. If I can, I stop in a S-bucks and fill in the report. Having my computer with me has saved my butt a couple of times. I have been able to look up info on it when I find a hot spot, usually a S-bucks. Hope this helps.

I designed my own simple spreadsheet, as well. I probably pale in comparison to Flash's system but I'm getting there. I have also added a column for EXPECTED payment date. Most of the MSC's have a timeframe for payments: the 15th of the following month, 50-60 days from completion, etc. This will come in handy to remember when I should get payments or need to start hounding the MSC's.

Like Jersey, I use the Google Calendar. You can set up alters either by e-mail or text for upcoming assignments. Make sure to include the MSC that you are doing the shop for so you'll know where to go look for your paperwork. I also put in "applied for" shops into the calendar. Those are the ones I am waiting to be assigned by the MSC. I can then delete them if not assigned or make them an active assignment.

Most metro areas have concentrations of businesses. Plan your days accordingly. I had 6 shops today and 4 of them were at the same mall and 1 was 2 blocks down the street.

of course, another trick here is to sign up with lots of MSCs so you can get the routes. I am not quite there yet. I know it is off topic, but just wanted to throw it in. OH, and I add my mileage and other info on the Calendar, so it is all there in one place. I am going to start adding expected pay dates for each shop. I don't care for spread sheets, but that is just me. They sound like a great idea for those of us who are not too ADD.

Edited 1 time(s). Last edit at 11/02/2011 11:33PM by jersey07032.

I keep a now ridiculously meticulous and complete spreadsheet of completed shops. I may upload to Google Docs someday so everyone can see.

As for upcoming shops I always schedule them in Google calendar. As soon as I request a shop I put it in the calendar as "unconfirmed". When it gets confirmed/rejected I change the status of it. As I schedule in advance I start to group shops in particular areas together, then actively hunt down shops in the same areas that fit the time frame. Lather, rinse and repeat.

Once a day's work begins to shape up I put the addresses on Google maps and route it as efficiently as possible within any time constraints (ff shops are love/hate for this reason). Keep on actively picking up shops in the area and end up with 10-11 shops. 11 is my record so far and I've done that twice in just the last two weeks (started MS'ing on 9/22)

I know I sound like a commercial for Google but believe me, if I was getting paid for that I wouldn't be here :-)

Awesome feedback. I may as well start putting in Google calendar as well. Such great feedback, thanks. Good idea to add the mileage and expected due date. Love the highlighting idea, too. I never even thought of that.

I use one color highlight for shops requested and another color for shops once they are paid. That gives me a quick color visual of the sheet to quickly identify unpaid work.

I do the color coding, as well. Orange for applied, purple for assigned.

I love EverNote, on my computer and my phone. Take my notes everywhere. Check out YouTube for some great tutorials. I signed up for the Premium program for, $45/year. Worth it to me. There are some free cloud storage programs that are said to work really well. One I know of is Drop Box, although, unless it's changed, can only be used with iphone. Could be wrong on that one.

Sylvo2121 Wrote:
-------------------------------------------------------
> I'm somewhat of a newbie as I've been doing shops
> for about a year now and have 20 or so "under my
> belt". How do you keep it all organized? Right
> now, I have an Excel spreadsheet that lists, ms
> company, name of business, shop fee &
> reimbursement and date completed and then I also
> have another field where I mark off when I see
> payment clear. What do you use?
>
> Also, what about keeping track of upcoming shops?
> I just started a folder and print off guidelines
> and such for upcoming ones as well as a calendar.
> It's kind of taking over my life. LOL
>
> How do you keep organized and efficient?


A spreadsheet is a great thing for organization of pending shops and completed shops to track payments. In addition, I have columns for ratings, bonuses and notes about the particular shop. For example, "Quick and easy!" or "Need $20 to make this shop worthwhile," or "This MSC requires IE for reporting, "

As for keeping track of upcoming shops, I use a large calendar for dates and folders where paperwork for upcoming shops live. When I get a shop, I print a "cover sheet" for the shop. This will include the specific shop information like date, location, fee, and specific info I need to be sure to remember. I use this "cover sheet" to record answers to the survey just after the shop. Also, guidelines and surveys are printed if I don't have a current copy from past shops. After a shop, I save all guidelines and surveys hoping they will still be current the next time. Receipts and other documents get stapled to the cover sheet and are stored. Paperwork for upcoming shops are in different folders. One folder is for my next day of mystery shopping. All subsequent shops are in another folder.


Spreadsheets also have great sorting and addition functions. For example, if I want all the shops for a particular MSC - use the sorting function and voila! I can see all the 50 or so shops I did for a certain MSC sorted by date, or location, etc. Want all the fees earned or collected by month or year (Hint: Tax return time is coming), use the sum functions.


MSC information is in a different spreadsheet for me. What is this? With more than 500 MSCs out there, I have sometimes lost track of which ones I researched in the past, signed up for, or more importantly declined to work with. Columns in this spreadsheet have the name of the MSC, date I first encountered them, how I encountered them (MSPA email, Jobslinger, etc.), my status as a shopper for them, have I shopped for them, did they pay, and any notes about them. Notes will include comments other shoppers leave in the forums and my decision to sign up or not with them. For example, "Bankrupt!" is one comment. "Payment problems" is another. "Posts on volition are very favorable, but no shops in my area," is yet another. When I am considering working for a different MSC, I first check this spreadsheet for anything I forgot. I have found it to be a great timesaver.

Bookmarks are another great way of organization. What am I talking about? In Firebox there is a "bookmarks toolbar." Also, there is a great feature called "open all in tabs." So, my "MS-1" bookmark folder on the bookmark toolbar has the MSCs I check most often for jobs. One click and 15 websites are opened! "MS-2" has my second tier of MSCs, etc. I have bookmark folders for forums, client store locators, etc. I think there is a thread on bookmarks somewhere on this forum.


I have found the key to being organized and efficient is to find a system that works for you and stick to it. Good luck

I use a very simple system. I keep a small scanner in the vehicle. I keep my laptop in there as well when shopping. All these are in a rectangular milk crate that I placed a blanket in for cushioning.

While I work on web development I do not see a need to be "tech'ed out to the Max". I have used Federal Express envelopes that I place all the cards and related paperwork for shops. I use a small button camera that I got off Google shopping. Equally, I have a small digital recording device as well. Its great to be able to upload the info and send it as PDF/jpegs, etc... I also keep a cop of everything on the computer. When I send it to them, I always cc myself to a gmail account used for that purpose. That gmail account is set up so that when I send from it I can reference the actual email account that it is supposed to come from so as to not confuse others.

My small rectangular milk crate also has a stapler, staple puller, several pens, etc... in it. When I am completed and all is ready to go I go to Office Depot and use their wifi to send all the info in. Then I go home and have a tuna fish sandwich with iced tea.

I am always looking for ways to do better, get better organised and be more efficient. That little portable scanner (two inches wide and a foot long) is great! I can pull over some place, (usually Office Depot / one stop shopping scan it send it all in, and have a great time.

Also, again, I recommend that you cc or bcc yourself on everything. That is easier than digging up info ...if you can find it. If you have digital copies of everything you can ditch the paperwork and resend the ~digital copies. As the subject line is use the job number and use the google search in my gmail to find it by "their job number". That takes 2-3 minutes as opposed to not being able to find the stuff, and if you can find it re-scanning it...again, to send to them. Just send yourself an email copy.

I use gmail calendar

Strevel....how does that work with the scanner in the car. I assume it is wireless? PLMK>

jersey07032 Wrote:
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> Strevel....how does that work with the scanner in
> the car. I assume it is wireless? PLMK>

The scanner is connected to the computer via USB. I have a small power converter that i also use to plug the laptop into for power. It hangs over the back of the passenger seat. The scanner is USB.
I used a laptop in my previous job on a daily basis. Thank God for wifi and Office Depot because that is how I sent and recieved.

It works great for me, it may not work for others. If anyone has a better idea I am most surely open to it

Don

Don't have ANY ideas. In fact, I am clueless. I bring everything home and scan it then. Sometimes that makes for a late night. If I need a long break or have too much time in between shops, I sometimes go to Starbucks and input some data for my reports. More often than not I just fill in my reports by hand (so I don't forget everything) and then do my reports when I get home. Again, often a long night. Tomorrow I have five shops. By the time I get done tutoring my students, it will be 9ish before I even get started. I love learning how everyone else manages. Thanks!!!

I've used Excel spreadsheet for years. But I used to teach Excel, so I have a very complex sheet that does all the accounting for me. It even has a final sheet that totals the months for a yearly balance for taxes, including adjusting for mileage and expenses. So, I'm happy, but I realize every time I use it that it's not for a beginner and I never parameterized it for easy use by others.
Some of the ideas I used came from other MSing information on basic and free spreadsheet systems. Browse for them and start there. Mine is probably overkill anyway.

I wonder if I don't keep enough information on it and am a little scared that I'll regret not putting something on it. For instance, I don't have mileage on there. I wonder if that will bite me at some point. This should probably start another topic, but is that something I ought to track. Oh gosh.. I didn't even think about taxes. Hmmm maybe I ought to start another thread.

Sylvo2121 Wrote:
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> I wonder if I don't keep enough information on it
> and am a little scared that I'll regret not
> putting something on it. For instance, I don't
> have mileage on there. I wonder if that will bite
> me at some point. This should probably start
> another topic, but is that something I ought to
> track. Oh gosh.. I didn't even think about taxes.
> Hmmm maybe I ought to start another thread.


You have a great handle on it when you have scheduling and tracking payments down.

Doing your tax return is probably the time when you will have a regret. For mileage, I keep that info in my spreadsheet, but the IRS requires a mileage log. My mileage log is handwritten in a small binder showing the date, a summary of shops, and of course the starting and ending reading on my odometer. Also, revenues and expenses must be tracked. Keep receipts and be able to document the reasons for your deductions. For me, I put all my finances on Quicken and use it's categories and classes to create reports. Those reports make gathering the information at tax time a snap.

Also consider backing up your digital information and having a secure place to store your papers.

Sylvo2121 Wrote:
-------------------------------------------------------
> I wonder if I don't keep enough information on it
> and am a little scared that I'll regret not
> putting something on it. For instance, I don't
> have mileage on there. I wonder if that will bite
> me at some point. This should probably start
> another topic, but is that something I ought to
> track. Oh gosh.. I didn't even think about taxes.
> Hmmm maybe I ought to start another thread.

Politely, IMHO, yes, it could. Keep track of all your expenses, All of them. Mileage, pens, paper, you name it. The IRS has publications for people that are self employed and work at home. You would flip out to know all the legit deductions you can take! Make, for example, 50 bucks, expense legitimacy 40 and at 10 you pay no taxes!

Don

I might ad that the records you have are a mileage log. All it need be is written down. You may transfer the info to another sheet so long as nothing is changed.



vlade5394 Wrote:
-------------------------------------------------------
> Sylvo2121 Wrote:
> --------------------------------------------------
> -----
> > I wonder if I don't keep enough information on
> it
> > and am a little scared that I'll regret not
> > putting something on it. For instance, I don't
> > have mileage on there. I wonder if that will
> bite
> > me at some point. This should probably start
> > another topic, but is that something I ought to
> > track. Oh gosh.. I didn't even think about
> taxes.
> > Hmmm maybe I ought to start another thread.
>
>
> You have a great handle on it when you have
> scheduling and tracking payments down.
>
> Doing your tax return is probably the time when
> you will have a regret. For mileage, I keep that
> info in my spreadsheet, but the IRS requires a
> mileage log. My mileage log is handwritten in a
> small binder showing the date, a summary of shops,
> and of course the starting and ending reading on
> my odometer. Also, revenues and expenses must be
> tracked. Keep receipts and be able to document
> the reasons for your deductions. For me, I put
> all my finances on Quicken and use it's categories
> and classes to create reports. Those reports make
> gathering the information at tax time a snap.
>
> Also consider backing up your digital information
> and having a secure place to store your papers.

I keep mileage on the Google calendar...in the description part. I have also started copying and pasting the info from the MSC there: the job number, etc. I don't worry about consistency too much. I just put down what the MSC says. It is definitely a workin progress.

Ok, so I'm tracking mileage. Luckily, my car is new and it will be fairly easy to back track. So here is what I have:

Excel Spreadsheet includes:
Date of Shop, name of MSC, Place Shopped, Shop Fee, Reimbursement Fee, When Paid, Amt paid, Beginning Mileage, Ending MIleage and my rating.

I have kept all receipts, but need to keep in mind things like paper (lots of printing!) supplies, etc. Hmm..perhaps camera as well.

OK, just for fun I took a pic of the spreadsheet I use. It covers about 44 inches of monitor from left to right. [bit.ly]

Here's a screenshot of some graphs I'm working on, they pull from the data on the spreadsheet. [bit.ly]

Yes, I'm sick.

I would include a column for 'unreimbursed expenses'. As you go along you will see some 'flat fee' shops that pay you a set amount but still have required purchases. One that immediately comes to mind for me is a shop that pays $15 for a gas station visit. You are required to purchase 'at least' $3 at the pump and something inside and produce the receipt. They don't reimburse for the gas or the purchase--it is included in the $15. Technically this is not a reimbursement but it still is deductible as an expense of your business.

Similarly, you do a shop with a $2 reimbursement and the cheapest thing in the store is $3.50. You buy the cheapest thing, have a $2 reimbursement and $1.50 of unreimbursed expense that is deductible. It doesn't happen often, but it does happen. Now if there was something you could have bought for $1 and you spent $3.50, it is not really an unreimbursed expense because you did not HAVE to spend the extra money in order to get a receipt to satisfy the shop requirements.

Then there is the restaurant where you and your guest are required to purchase beverages (not water) and different entrees plus pay a 15% tip. You are given $25. You get there and the cheapest beverage is coffee at $1.50 so you each order coffee. The cheapest entree is $10 and the next cheapest is $14. To satisfy the requirements of the shop you must spend ($1.50 x 2) + $10 + $14 + tax + 15%. Assuming your tax is 8%, your cost is 29.16 before the tip and $33.53 with the tip. You have $8.53 in unreimbursed expense. Once again, if the entrees had been cheaper, say $8 and $9, you COULD have covered the visit with the reimbursement. If you CHOSE instead to purchase the $10 and $14 entrees, the extra cost would not be deductible because the higher cost entrees were not required to meet shop requirements.

raisitup Wrote:
-------------------------------------------------------
> OK, just for fun I took a pic of the spreadsheet I
> use. It covers about 44 inches of monitor from
> left to right. [bit.ly]
>
> Here's a screenshot of some graphs I'm working on,
> they pull from the data on the spreadsheet.
> [bit.ly]
>
> Yes, I'm sick.

But you are looking for a way that is effective for YOU to monitor your own business, and that is far from sick! I tend to be more comfortable with the numbers, and even there there is no reflection of the complexity of the work. So I'm looking at shops for this month and thus far there are performed or scheduled 62 of them with an average value of $20.53. Now some shops are quick and dirty $3 phone shops and some are high reimbursement dinner shops, but overall I feel pretty good about how the month is progressing. I find that the average value helps discourage me from just grabbing cheap shops to increase the total dollars for the month and spend a little more time looking for more productive work that will help keep my average up.

OMG! I might as well just throw in the towel now. LOL That's frightening.


raisitup Wrote:
-------------------------------------------------------
> OK, just for fun I took a pic of the spreadsheet I
> use. It covers about 44 inches of monitor from
> left to right. [bit.ly]
>
> Here's a screenshot of some graphs I'm working on,
> they pull from the data on the spreadsheet.
> [bit.ly]
>
> Yes, I'm sick.

Unreimbursed expenses added. Excellent point!

To schedule shops I use a free program called incredimail.

I'm pretty small potatoes (only 30/month) and here's the method that works best for me:

When I'm assigned a shop, I set up an appointment in Google calendar with date, time and a 1-day reminder. It shows me at a glance how many shops I have scheduled (I color-code mystery shops in blue since I use the calendar for other things).

Then I go to my Excel Mystery Shopping Worksheet, where I have a separate tab for each mystery shopping company. The main heading on each company's tab has a link to the log-in on their website, my u/n & pw, notes, such as "use ie explorer" or "pays by check". Then, the column headings are: Paid, Completed, Date Due/Scheduled, Company Name, Address, Mileage, Reimb Amt, Fee, Confirmation #, and Notes.

When I get a new shop, I enter the info and move that tab to the far left so all of the upcoming shops are in one place. When I complete the shop, I move the tab to the right of the last unfinished shop tab. When all shops on that tab are paid, I move it to the far right. So on my worksheet, the upcoming & unpaid shops are on the left and the paid shops are on the right.