Replies

1. 
   Pierre1 | Nov 05, 2004 06:17pm | #1

   Lots of busy contractors rely on their wives for paperwork, payroll, bookeeping. One even does estimates and scheduling.

1. 
   PaulBinCT | Nov 05, 2004 06:20pm | #2

   So I have to get married?  Wasn't somebody trying to get the womenfolk here to post pictures? ;)

   Edited 11/5/2004 11:21 am ET by PaulB

2. 
   darcey | Nov 05, 2004 06:35pm | #3

   Well, my my, Happy Birthday, Paul!!!

   I hope someone moves this to the Business Folder.

   Bob uses a very simple system:

   Desk-size calendar on his desk. 

           He uses this for scheduling and notes.

           Right hand side of the calendar has subs and ho's phone #'s (his cell never leaves his truck)

   On his left, upright manilla folders, labeled with job names.

          Receipts, material info, etc.

   On his right, calculator and phone.

   Drafting table has blueprints and current samples (like, tile, paint chips, etc.

   Jerrald Hayes has some great management software.  Look around in the business folder.

1. 
   PaulBinCT | Nov 05, 2004 06:44pm | #4

   Hey darcy!  Thanks for the b'day wishes as well as the suggestions.  I'll follow them up.  (Odd, I don't remember entering my DOB... maybe there's something good about Big Brother here ;) )

   Although I did a double take on seeing "Right hand side of the calendar has subs and ho's phone #'s "  I wish they'd quit playing rap music in the gym I go to...  :S

   Sorry for the poor choice of folders, you're right.  Can I move the thread?

   Thanks again!

   Paul

1. 
   darcey | Nov 05, 2004 07:01pm | #5

   Paul,

   I'm sure someone will come along and move it later, or try emailing the sysop, Mark.

   Also, I meant to say that your system can be as simple or complex as you like it.  Try some different things to find out what works best for you.

3. 
   Hazlett | Nov 06, 2004 09:57pm | #6

    Paul,

   I keep it very simple. My system takes maybe 5 minutes a day plus maybe an hour on Sunday while I watch" Meet The Press"

   No computer needed.

   1) keep track of money in a little brown book called the Dome Simplified Bookkeeping Record. ( buy it at office max) Each day any money recieved is entered, any money spent is recorded-----about 35 designated expense categories----I use 14---ignore the rest.

   2) Manila job file.After entering any material purchases in the Dome Book I just shove 'em in the job file,---which also contains the job contract , the sheet I prepared labor and material estimates etc. At the end of the job I know what I made ,spent recoeved etc.----it's all in the file or written on the outside of it.

   3) an 8 column analysis pad where I keep track of my running balance at each of my suppliers,my credit card balance,contingency fund, Overhead fund( I add a certain amount for EACH hour of production work,customer deposits,employee withholding and expenses,and last----- Stephens money.

   4) a journal where I log where I worked that day,how many production hours,how many overhead hours, what the weather was, and if the customers are " difficult"

   5) legal pad------I make 2 columns---left side things to get done that day,right side calls to make. I am a big list maker

   I take care of 1through 5 each day----less than 5 minutes work. sunday I total up the weekly Dome register,write a thank you note to any customer who's job was finished that week and also adress a holiday card and put it in their manila file, I pay any business bills, and also the household bills-----it all takes less than an hour or so on sunday( mostly because I kept on top of things 1-5 during the week ,five minutes a day

   Scheduling is done on a calendar---who ever sends me the nicest free one at the holidays( except this year I sprang for a  store bought Calander to get bigger space to write on each day)

   This system is quick,easy and cheap for me

   however---my scope of work is limited----mostly roofing and spouting with limited carpentry---doors,windows ,repairs,----chimney rebuilding etc. Most jobs are started and completed in 1-4 days. My system might break down on more involved jobs( but I doubt it.)

   Stephen

1. 
   PaulBinCT | Nov 07, 2004 01:45am | #7

   Some very good ideas, thanks Stephen!

1. 
   jocobe | Nov 07, 2004 02:07am | #8

   I married a CPA....I'm a lucky man!  

4. 
   Bowz | Nov 07, 2004 07:50am | #9

   Paul,

   For general tracking of work I use dry erase boards, divided into lines, and columns. (like a giant spreadsheet).  Columns have titles for: Name, Job #, Description of job, (Kitchen, bath, repair, etc.).  The rest of the columns get an "X" in the appropriate spot for where the job stands. To estimate, Estimate out, Job to do, To bill, and Bill out. These boards hang on the office wall and give a good visual as to what I may be falling behind on.  For instance, too many X's in the Estimate out column means I better start calling some of those people to see what they decided, before I send out more estimates.

   A lot of the paperwork tracking I do similar to the previous poster, only I do it in the computer, on spreadsheets I wrote to reflect how I did it on paper.

   Job papers get a manila file for each job.  On the wall I have something like an upper kitchen cabinet, with thin shelves every 1" or so, and that is where the job folders get stored. Also on the cover of the job file gets written every phone # in connection with the job.  Plumber, owner, designer etc.

   As far as lumber yard invoices and petty cash reciepts go, they all get put into the job folder.  Every week or two, I enter the invoices and reciepts into the computer on a spreadsheet for each particular job, along with the hours I worked on that job, and miles driven for it. The paper reciept then gets put into the appropriate file in my bookeeping file box, while waiting for the end of the month statements. When I get the end of the month statements, I match the invoices to it, and if it checks out I pay it.  Petty cash reciepts pile up until I have a couple hundred dollars worth, then write out a check to pay myself back for them.

   My job sizes have ranged from  a few hours to 3 months. I typically will have 20+ jobs on the job board, with about 4-6 being active.

   Another thing I do is pay bills only twice per month. Either between the 5th and the 10th, or between the 20th and the 25th. 

   I have a small digital recorder that I carry, and record notes to myself regarding times when I start and stop jobs, or anything that may need attention, when I don't have time to write it down.   I also have a paper time log for each day, but sometimes it is easier to record the info and fill in the paper log later.

   In the office I have a bunch of 3-ring binders, for various subjects like marketing, contracts, sales, etc.  If I find something of interest, (like a competitor's brochure) I three-hole punch it and put it in the appropriate binder.  It helps to clear off the paper clutter on the desk.

   Whatever system you come up with, I think the most important part is to have the self discipline to use it.  (As I look at 2 job folders crammed with stuff that needs to get recorded LOL!)

   Bowz

5. 
   kostello | Nov 07, 2004 11:56am | #10

   some days its the back of an old envelope!!!

1. 
   PaulBinCT | Nov 08, 2004 04:08am | #11

   Thanks for all the great ideas... I think I'll wind up taking some from each and come up with a system.  Now all I need is the aforementioned discipline ;)