I use an Excel spreadsheet. Below are the contents of Columns A through Y. I have expanded my "shorthand" column names and added some explanations. I use a different spreadsheet for each calendar year. I link to get the IRS rate from another sheet. I use yet another sheet to record the names of MSC as assigned versus the name of the company that actually pays me (they are not always the same). I started with a simpler Excel spreadsheet in 2006 when I began shopping. I think the format has been stable since 2008. My recollection is that it took one IRS filing deadline to make me realize what I really needed.
Row 1 contains a SUBTOTAL function when summing up the column makes sense. I sum between Rows 3 and Row X as defined just below. For instance, Cell N1 would contain =SUBTOTAL(9,N3:N918) where the 9 instructs Excel to calculate the sum (other function numbers can be used to calculate the average, count, etc.; look here for details: [
support.microsoft.com]) and N3 is the first active job and N918 is the first job I did this year. By inserting rows, between N3 and the last active row, N918 automatically updates. The current assignments are at the top for ease of use. I sort by "Date for Completion" and "Trip Sequence Number"
Row 2 are effectively column titles shown below
Row three is December 31 of the current year
Row n is January 1 of the current year
MSC Company
Assignment Start Date (earliest allowed start date)
Assignment End Date (latest allowed completion date)
Time (time or day portion allow for shop)
Client
Address
City
State
Zip
Trip Sequence Number (the first job of the day is trip #1)
Date for Completion (becomes date completed after I do it)
Comment
GeoVerify Required?
Fee
Expense Allowed
Total invoiced
Begin location (home, work, etc)
To mileage
From the last location mileage
Total mileage for assignment
Payment Method
Payment Date
Travel cost (IRS mileage rate times mileage for assignment
Net Fee (fee paid minus mileage cost)
Non-Reimbursed Expenses
Shopping Southeast Pennsylvania, Delaware above the canal, and South Jersey since 2008