How to keep simple job records on paper first

Paper is a fine place to start

A notebook in the truck is a real record. If it is the one you will actually fill in, it beats an app you never open. Start with paper. Move to a screen later if you want to, or never.

What to write down for each job

Use one line for each thing that happens. Keep the same columns every time.

• Date.
• Customer or job name.
• What it was: materials, fuel, a helper, a trip.
• The amount.
• How it was paid: cash, card, cheque or e-transfer.

For driving, write the date, where you went, why, and the kilometres on the odometer at the start and the end.

Worked example: three lines (made-up figures)

Here is how a page might look for a small job.

• Mar 3. Smith deck. Lumber. $212. Card.
• Mar 3. Smith deck. Fuel to site. $38. Cash.
• Mar 4. Smith deck. Helper, one day. $150. E-transfer.

Costs for the job so far: $212 + $38 + $150 = $400. When the job ends, that number tells you whether your price was right.

Keep receipts where you can find them

Put each receipt in an envelope marked with the job name. Write the job name on the receipt itself if the ink fades. Sit down on the same day each week and copy anything missing into the notebook. Ask your accountant what you need to keep and for how long.

When you want to type it in

In the expense and mileage log you can copy your notebook across line by line. It is free to start. You type every figure and nothing is sent.

If you also write down your hours, the timesheet guide shows how to turn them into a fee.