tracking

January 09, 2008 08:53PM

I'm wondering how other folks track their shops, who you've shopped for and when, the amount you are owed, when they pay, have they paid, etc. I've shopped for a couple of years but only for one company and now that I am shopping for several I am a little overwhelmed at keeping track of who owes me how much for what. Any suggestions?

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January 10, 2008 07:26PM

I think the best way for your record tracking is to have an organizer. A little notebook or you can do it in Excel sheet wherein you can put each company in every sheet with same format noting down company name, date of assignment, job number, payment dues, etc... this way you'll not be lost and once you closed any job marked it as closed and highlight the payment due date so that you can follow-up with the company if they ovelooked your invoice.

January 10, 2008 07:28PM

I use the shopping assignment log sheet available at V. [www.volition.com]

It has spaces for:

date of shop........
ms company........
client name & address...
amount spent.........
mileage.......
amount paid.....
DATE paid.

I total each column on the page as they fill up and then, every three pages or so.........I total and log in spiral book.........at end of year.....for taxes.......i only have a few figures to add up.

Edited 1 time(s). Last edit at 01/10/2008 07:33PM by bugspost.

January 10, 2008 08:09PM

Thanks, bugspost. What a handy tool and what a great website to know about.

January 11, 2008 04:49PM

I took an Excel spreadsheet that was freely offered and added the columns that suit my needs. There is a page for each month. There is also a page for shopping expenses such as bridge tolls, supply and equipment purchases, phone use etc. that are not specifically related to any one shop. I then have monthly totals pull through to a recap sheet so that at any point I know exactly where I stand for the year. There are columns for payment date and amount so it is easy to follow up on that which has not been paid or was underpaid because the agreed to fee and reimbursement were entered with the shop. I make a monthly backup of the sheet to a different machine so that if something happens to the sheet or the computer I am not reconstructing an entire year.

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