It's a Team's Life
Check Lists
The first day of the month is always a very busy day for me and I really like it when the first falls on the weekend. I have my checklist of everything that needs updating and reconciled.
One of the most important files for me is our electronic logs or EOBR updates. When we had our paper logs I would write on the front of the logbooks how many days we were out and if we had any days in Canada. Now I go out to the QUALCOMM site and get the file and save it to my hard drive. I have a small trick I use to make my job easier at the end of the year. When I save the file I name it with either Bob or my name, next is the month and last is days away from home such as Linda June 25. At the end of the year I have 12 numbers to add for my taxes and I know how many days we were away from the house.
I also reconcile our personal and business bank accounts and download a copy of our T-Chek reconciliation sheet. I also give our T-Chek reconciliation sheet a unique name starting with the year then the month (2011 September) and I print the sheet and attach my fuel receipts each month.
I purchased a Neat Receipt scanner and software this year and I scan all of our receipts. The scanner is easy to use, is small and fits in the truck easily. I have found I use the scanner for more then scanning receipts, if I have a form I need to email the scanner is easy to use and creates a .PDF file easily.
I back up our files while on the road and I also have a hard drive I back up to each time we are home. The hard drive at home stays at home in my desk and is the backup of the backup. I have considered online backups but have never made the jump.
All of this work pays off at the end of the year as all my receipts are easy to find and all accounts are reconciled. It takes me less then five minutes to add up our days away from home.
I have various other spreadsheets I keep data on for my own information. Over the years I keep track of our loads as well as in service and available for a loads percentages. I have another spreadsheet where I keep track of our monthly fuel usage and can see quickly when winter fuel goes into use or if something is odd with the truck.
Keeping track of our business is interesting to me and I
enjoy seeing the statistics that I have compiled over time.
At the end of the year I am always glad I
have everything at my fingertips and it only takes a few hours to have my taxes
ready to go to our accountant.
Bob & Linda Caffee
Leased to: FedEx Custom Critical 

TeamCaffee

Saint Louis MO
Expediters 6 years been out here on the road 11 years
Expediting isn't just trucking, it's a lifestyle; 

Expediting isn't just a lifestyle, it's an adventure;

Expediting isn't just an adventure, it's a job;

Expediting isn't just a job, it's a business.