How do you track your shops?

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Edited 1 time(s). Last edit at 11/13/2022 01:33PM by Leasha1975.

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The true beauty of the Excel spreadsheet is that you can add columns if and as there is more you want/need to keep track of. I make a 'workbook' in Excel with one page per month and I can feed totals then to a recap sheet. I keep track of the mileage with each shop as well as the dates of the 'window' to do it as well as the date when it was actually performed. I separate out 'fee', 'bonus', 'reimbursement' and also keep track of unreimbursed expenses where they may apply (i.e. it was a fee only shop with a purchase requirement, there was nothing at the location I could purchase for the reimbursement amount or less, the specifically required purchase(s) exceeded the amount of reimbursement). I then have one workbook per year and it makes a tidy bundle for tax work.

One thing I started doing a couple of years ago was to run a calendar down the left side of the page showing date and day of the week so that as I see jobs available and add them to my schedule I can readily see what I already have that day or can select a date to do the job when I will be in that part of town.

I also created a column to number my jobs with my own 'job number' so that as I manipulate the spreadsheet for various purposes I can always return them to the order in which they were completed with no issues.

I have a spreadsheet similar to what you have. I color code each month by filling the cells. I have one color for shops to do, one color for shops completed and reports filed. I change the print to red if I've done a shop and have to follow up or wait for a follow up call. I have tally's at the end of columns for a running total of fees, reimbursement amounts, bonuses, etc. I have all of my receipts and documents needed saved on my computer.

I have receipts and such saved on the computer but collateral, printouts made and the original receipt all go together in a file folder for the month in the sequence in which the shops were performed so that they will be easy to find should I ever need them. File folders get bundled up and gotten out of the way after a few months and then destroyed when IRS paper retention period is over.

I like color coding, too. Pending, complete and paid. Mine also tracks my mileage for each with weekly and monthly totals. The only thing I don't track on my spreadsheet is reimbursements. I'm already tracking those using Quicken and didn't feel a need to duplicate.

Equal rights for others does not mean fewer rights for you. It's not pie.
"I prefer someone who burns the flag and then wraps themselves up in the Constitution over someone who burns the Constitution and then wraps themselves up in the flag." -Molly Ivins
Never try to teach a pig to sing. It's a waste of your time and it really annoys the pig.

I don't color code on my spreadsheets but if I did
it probably be easier to glance around. One day
if I get really bored with nothing else to do.

= + = + = + = + = + = + = + = + = + = + = +
There are no stupid questions, but there are a lot of inquisitive idiots
==--==--==--==--==--==--==--==--==--==
When you try to please everybody, you end up pleasing nobody

Cause it takes so long to change a font color

I keep my color coding to a minimum. I have upcoming shops down the sheet a ways and as they get performed they get cut and pasted into the top of the sheet in sequence in which performed. Details get filled in at that time such as mileage, actual reimbursement amount to expect, etc. When paid they get a blue highlight along with the date and amount paid. When the shops are all blued out that means the month is full paid and the sheet can get moved to the back of the workbook.

In the shops not yet performed, minimal details of a shop applied for go in and are highlighted in orange until assigned, at which time full details are put in. If not assigned or I withdraw my application, the line just gets deleted.

LisaSTL Wrote:
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> Cause it takes so long to change a font color

Not just the text. The whole cell!

SMH

Flash Wrote:
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> I keep my color coding to a minimum. I have
> upcoming shops down the sheet a ways and as they
> get performed they get cut and pasted into the top
> of the sheet in sequence in which performed.
> Details get filled in at that time such as
> mileage, actual reimbursement amount to expect,
> etc. When paid they get a blue highlight along
> with the date and amount paid. When the shops are
> all blued out that means the month is full paid
> and the sheet can get moved to the back of the
> workbook.
>
> In the shops not yet performed, minimal details of
> a shop applied for go in and are highlighted in
> orange until assigned, at which time full details
> are put in. If not assigned or I withdraw my
> application, the line just gets deleted.

I use the custom sort feature and sort by the due date so my current shops stay on top.

One of the real beauties of using Excel is that you can work it/rework it to suit how YOU work best. Certainly over the years my spreadsheet has evolved to where I cannot imagine how it or anything else could serve me better. And because it is my calendar as well as my record of work performed, all medical appointments for anyone in the house get put on there as well as any other important data (such as travel dates for family so I know when I will need to drop them off or pick them up from the airport), follow up dates for things I have asked about, etc. All of those things disappear at the end of the year when I 'put my spreadsheet to bed' for the year. I already have some non-shop things scheduled for 2015 and those linger as an extension of the December 2014 calendar and will get moved on to the 2015 calendar when I set it up.

I'm not as handy with excel as some. I have a simple spreadsheet for mileage. I enter all my shops on my calendar, which means they're all on my phone calendar as well. All financial info goes in my accounting software, which easily handles expenses, reimbursements and fees by client and by vendor and generates all the reports I need. I keep hard copies of guidelines and receipts in file folders by client.

No fee, no shop.

I highly suggest using the Google docs spreadsheet and calendar, so you can look at your shops where ever you can get internet. I enter everything on my calendar, then put it in the spreadsheet organized by company, then by date. Future shops I keep in a red font, black font is for completed shops, and I grey out the cells when the shop has been paid.

Finally, I keep my shop notifications "starred" in gmail, so they're always at the top of my inbox, and I don't move them until the shop has been completed.

Now, I just need Google to NEVER FAIL.

Don't trust it to NEVER FAIL. From time to time download a copy of your files and save them on a your local computer.

Ha! No, I don't trust it to NEVER FAIL. I back up at home and occasionally at work. And of course, I have everything across my devices.

office 365 (the current version) allows you to access
all of your office files online from anywhere...smartphone
or laptop...tablet etc.

Regardless, everyone should backup their files on a regular
basis. Mine are backed up locally to a portable hard drive
and into the cloud. Never can have too much redundancy.

I use an excel spreadsheet as well but I have two problems with it, You can not name the columns and when I color code a line and then take the color off, the grid line is gone. I have tried to regrid them but have not had much luck.

I really feel better about my files, and pictures, now that I have Carbonite. Carbonite backs up continuously.It slows your speed, and makes the screen "jump", but it is really easy to turn off while you're on the computer, and then turn it on. I completely recommend it! Remember the TV commercial, "You are so beautiful, but you're going to lose everything", to a bride; and then the decorated honeymoon car with the back window reading, "Just lost everything." And then during the wedding, a man slams open the church door, yelling,"Stop! You're going to lose your files!" That commercial inspired me to buy Carbonite. How many people do you know who lost "everything?"; I really feel secure now! Have a good late night, or great Tuesday morning!

All of the above, except for personal ID number and any color coding.
It was probably implied by simply saying "shop" above, but parsing that out I have client name, location, and the MSC-assigned job ID number as separate columns.

annelehman, there should be an option to limit
the amount of cpu power and bandwidth that it
uses while running.

I use "my shop tracker". It costs $25.00 per year, but I have everything I need in one place. The caveat is that it can be slow. It works for me, and I can export the results as a spreadsheet if I want. I deduct the cost as a business expense. The spreadsheet is probably a little more efficient (speed), but this program works for me.
Good Luck in your new career! Welcome to the group.

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Edited 1 time(s). Last edit at 11/13/2022 01:27PM by Leasha1975.

Mine are somewhere in that cigar box.

My idea of an agreeable person is a person who agrees with me.
Benjamin Disraeli

I started out with 3x5 files years ago. That system was wonderful--until I dropped the box. It wouldn't work today because the box would have to be huge.

My information is on the computer but it is more of just a list of companies. The disadvantage is that I can't add things easily. I started out with my computer list separating merchandising and mystery shopping companies, then I combined them. It is such busywork.

I once took a class in Excel. I have used it on part-time jobs. I hate it. It is like having to see over the hill to just get current information.

Would Quicken work better? What does it entail, please?

To me, no matter what is used, it makes me feel compulsive. It is such a waste of time. All I really need to know is who hasn't paid. There is no easy method to keep and maintain lots of information.

Sandra Sue -
While I hate doing the data entry, for me it's a huge time saver. To compile the info while I have it in front of me as I go, vs. trying to find or recreate the info. at tax time save a full day or two of stressful data work at tax time.
It's a profit maker for me as well. I am maximizing my tax deductions, am shopping instead of gathering tax info, and most importantly I can easily ensure that I am getting at least the bonuses I got the last time for each location, whether that was last month, last quarter, or last year.

I still use the spreadsheet that Flash so generously provided to me a couple years ago. BUT I am still old fashioned enough that I keep a paper At-A-Glance calendar. I just find it is so much easier to use it rather than booting the computer to look at my calendar and I'm just not adept enough on my smartphone (which is still smarter than me) to keep things on it.

My good old At-A-Glance never goes down, loses service or gets a glitch.

I tend to be old school when it comes to tracking my shops. I have a 8.5" x 11" calendar. I wrote everything in it, including doctor appointments, piano lessons, etc. For shops I highlight them in yellow. When I get paid, I write a "P" next to it in red ink.

Like I said, it's very old-school, but it's a system that works for me.

I also use an excel spreadsheet similar to yours. I keep mine running by date since I don't do this for my full time job. I also have a column for which company it's with so that I can remember where I have to go to fill out the form. I keep dates for the pay date also so I can track who is paying in a timely manner and who is not (ie, who will I work for again and who I won't).

I just create a new folder for every shop. Spreadsheets are not necessary to keep track of shops. If I had a shop in St. Louis, I'd name the folder:

20140731 - McDonalds Special Order St Louis

Then I save all of the shop guidelines in the folder. I also save a copy of the final report, and invoice, and all pictures. I also use Screenhunter to save images of the location from Google Street View.

When I'm done with the shop and have reported it I move the file to another folder which I call "Completed Shops." Using my system everything lines up and it is much easier to access files.

When you use a spreadsheet you still have to access the files sometimes. My way saves that step, saving me time, and is more efficient and professional.

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