Receipts, what do you do to keep track?

[FIS53]

I utilize a pencil case type thing with three pockets (closable). Then of course take them inside when ever and file them on my desk.

But what I'm really interested in is what do you do to retain readable copies of those thermal receipts you get?

I used to scan and copy these into files on my system. Scanning takes up a lot of room but it didn't bother me as I had access to large storage capacity. Now for awhile I stopped as I wasn't around as much (more road time) and also I didn't keep a large server with tons of drive space. now I'm back to it as I've noticed several places are utilizing either cheaper thermal paper or something like that as I'm seeing a lot of receipts fading faster.

So was wondering how others kept these things readable etc.

Rob

 

[Tennesseahawk]

For receipts, I use the blue money bags you can get at Wally World. One for fuel and oil changes, the other for tolls and everything else.

I have a scanner/copier in the truck. If I get those reciepts, I copy em. If you don't have a copier, save em up and copy a bunch at once.

-Vampire Super Slooth Trucker!!!

 

[FIS53]

Yeah don't have a scanner/copier in the truck, but do have 5 at home. Thanks for the info.

Haven't designed to carry such in the truck yet.

Heck I've still got to get my bed back in the truck. Was hoping the waether would be better this weekend but decided not to do bed and other truck work in the snow.

Rob Fis

 

[Broompilot]

Fadding is not your problem.

At the end of each month, add up each catagory. Write the $ amount of the total on the top reciept. Give this amount to your Accountant.

You have the proof by the reciepts and # of them. If it is fadded (of course by a Govt. tape TOLLS). The govt can if they want to be that demanding find out what it cost in 2007 to travel the Ohio Turnpike or NY thruway by checking your logs.

Just have the dollar amount correct you will be fine.

Anyone else have any other better ideas. Scanning is not something I am gona put time or expense into.

My system is acceptable by my Accountant, and the IRS has never challenged me, if they do the proof of burden is my logs.

 

[Broompilot]

Example, I staple, tolls, fuel bills, etc... into each catagory with the # of reciepts that I also put on a Monthly evelope and total. Thus the # of receipts or purchases for each Catagory adds up write the total $ amount for that month and put it on the top reciept.

If anyone wants to investigate they can find each reciept with the Monthly Expense it all adds up.

 

[ATeam]

We keep receipts and bank and credit card statements that show every penny we spend for business and personal reasons. Not everything, but nearly everything we buy is bought with a credit or debit card so in addition to the receipt those statements show the transactions as well. Coin laundry and newspapers purchased from vending machines are logged in a little notebook we keep for that purpose.

Every item, even a $0.25 post card, is entered into a spreadsheet where the numbers can be later analyzed. While not every expense is deductible, every expense is important. The spreadsheet helps us see how much we are spending, when and why.

In the truck, the receipts go into a zippered money bag. When they build up, we send them home. At year end, the heap goes into an envelope labled for that year. If we ever get called in for an audit, we can take the heap and our spreadsheet in with us to answer whatever questions our friendly IRS agent may have.

 

[theoldprof]

I take my receipts for everything and put them in an envelope. I make copies of the truck maint to send copies to the Big Kitty. At the end of the month I add each catagory up and staple the adding machine tape to them. I write the totals on the outside of the envelope with the month. At tax time all I have to do is pull out 12 envelopes with totals on the outside and enter that info in the sheet that I give my friendly neighborhood bean counter.
:+ :+

 

[nightcreacher]

I've never been good at saving receipts,so what I have done is make up envelopes for every load. on the front of the envelopes I put the state line speedometer miles when i cross them,also a place for tolls,fuel additives,and oil. on the back is what the load will pay,breaking it down showing all the charges,from base pay to fuel surcharge,and then it shows also my advances,and then the expenses for that load,so there for, each envelope not only holds the receipts,but whats left of my advance after the road expenses
when i get home all I have to do is take the envelope and transfer the figures to my computer,all the receipts are already stored

 

[Moot]

I do much the same as the previous posters. I tally my monthly fuel purchases, miles and mpg on the outside of a monthly envelope. I also write down all truck related purchases, business relate purchases such as office supplies etc. number of D.O.T. days, tolls and other expenses on the envelope and place all reciepts inside. Most all of the purchases are done with a credit card so I have another proof of purchase. Any cash transactions that do not have a reciept such as coin operated car washes and luandry at the Detroiter I write down what I spent, where and when. And like the others at the end of the year I have 12 envelopes with the monthly totals.

 

[FIS53]

Thanks gang!

Most of the places I've been doing purchases are giving those thermal receipts so the copying appears best. Scanning works as well.

Envelopes, simple, readily available, great, thanks

Since I'm altering my interior and adding some storage, I'll make a space for a box of them.

Rob Fis

 

[Paul56]

The receipts are scanned into electronic format with both copies filed away by month.

Separate worksheet for each month that is linked to a summary year-end worksheet... all of this inside one workbook.

The whole mess is all linked into QuickBooks.

Do we have numbers? Yah baby... we have numbers!

Nicole takes care of the whole mess as she is an accountant. I prefer the shoebox method of accounting. :+

 

[are12]

I enter all our expenses into Quicken, then when I get home I file all the receipts in my filing cabinet at home. I have a file for each month. (I file receipts by date order)

Then when I have to go see the accountant, I just have to run off a few reports and I am done. Our accountant just loves us!!!

 

[bryan]

Hi

I have a cool visor protecter that has a zipper pocket for ID's and CSA cards then a non zipper pocket for fuel cards and credit cards.A 8" x 3" zipper pocket for reciepts which works great if I remember to put each new reciept towards the back (this keeps reciepts in order by date).I keep the paper work for the load Im on stuffed between the velcro straps that way its easy for another driver to find it in case I crash or have a heart attack.I also keep dollar bills stuffed under the straps for tolls.

Then on Sunday I take out the reciepts write them into a day planner and then staple them together and put them into an envelope for each month.The day planners stay in the truck that way if Im not sure where to go sit I can look back to past years and see where I got freight from previous years.

 

[TeamCaffee]

With most of our receipts especially the ones we ran through a card we have the statement produced by that company. You get a statement from ComData, Transportation Alliance, your credit or debit cards. This is also a back up for all of your receipts. I keep a folder for every month and put all receipts in there as well as statements and also our settlement sheets. At the end of the year I get a plastic box that becomes my tax box and all receipts, statements and printouts with that years log books go into that box. My printouts from Quicken and also QuickBooks are also in the box. If I need to find something I can look at my printouts find the month and then look in my box for that month and there they are.

 

[maybe_driving]

after reading y'alls post I have way to much paper work I have a daly work sheet with all miles all stops how long at each stop all fuel receipts get the miles put on them all receipts get stapled to the daily work sheet and put in the month by quarter.

what day do you want to see, if you want to see a copy I can fax you one


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