It's a Team's Life
Rolling Office
We are on the road for months at a time and our bills and correspondence will not wait for us to get home. The paperwork we accumulate while on the road could become overwhelming if not dealt with on a daily basis.
We create BOL's, fuel tickets, cash receipts, and pay bills that all need to be managed and tracked. In our mobile office we have a printer/scanner/copier a windows based computer as well as a Mac. Most of the work is done on the Mac with the exception of two programs that only work on the Windows machine. We are able to scan our paperwork into TripPak from within the truck, which is a great time saver.
I have a nice sized traveling file box/ desk that contains all of our important papers, pens, stamps, envelopes, checkbooks, budget notebook, and receipts. When we go home I bring the box inside the house to permanently file the receipts and to refill envelopes and stamps, which we do not use much of anymore.
I keep a 3-ring notebook in the truck where I store my reconciliation statements, profit and loss reports, and our engine reports. At the end of the year I clean the notebook out and start the year with a clean slate.
I wrap up the end of the year with all of my various spreadsheets. Each year I track our loads where we pickup and where we deliver, how much deadhead we have, how much weight we carry, and how much the load paid. It is fun at the end of the year to see how much weight we hauled. I also keep track of how many out of route miles we drove. This spreadsheet helps me to determine how much we made on all miles and how much it cost us to run all miles.
I also end my spreadsheet where I track how many white glove loads we haul, how many dead head miles we drove, and our rate per mile for loaded and all miles. This spread sheet allows me to compare how many loads, we hauled, pay per mile, and our in-service percent over each year.
I also close out the spreadsheet where I track our fuel. Each month I track our fuel used, our fuel mileage, and any changes or modifications we have made to the truck. At the end of the year I total all of our fuel used, all of the miles we traveled and figure our yearly fuel mileage.
It is fun to close out these worksheets and get prepared to start tracking our business in 2013.
Bob & Linda Caffee
Leased to: FedEx Custom Critical 

TeamCaffee

Saint Louis MO
Expediters 7 years been out here on the road 12 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.