Posted by Marla_FL on 10/10/05 7:41am
Msg #69679

Record Keeping

I have been doing this for a long time but I am constantly revisiting my record keeping. I have been unable to develop a method from start to finish that I am comfortable with. If anyone would be so kind as to share your method with me, I would greatly appreciate it.

For example:

When I get an assignment, I log it like this...
I track the receivable like this...
For tax purposes, I am able to track it like this...

I don't currently have a software that I like, so if you use a software please share what you use. If you have a simple method to track it manually, please share that also. TIA!!!

Reply by PAW_Fl on 10/10/05 8:19am
Msg #69680

When I get an assignment, I log it like this...

I use my contact manager (PalmPilot and associated desktop) to schedule the appt. I also keep my fax or email confirmation is a folder in my email client (Eudora). Finally, I start a folder for the assignment with the confirmation on top, highlighted to show date/time of appointment. As time progresses, I add documents to that folder, such as maps and county property reports.


I track the receivable like this...

All billables are entered in QuickBooks. Each customer is set up and an invoice is generated for the assignment. A copy of the invoice is attached to the folder. Also, a copy of my completion report, which is completed for each and every assignment, is placed on top of the folder and then the folder is filed in invoice number order.


For tax purposes, I am able to track it like this...

Again, using QuickBooks in conjunction with an Excel spreadsheet, tax tracking is pretty easy. I use an Excel spreadsheet which tracks mileage and other items for quick reference.

Reply by Marla_FL on 10/10/05 8:22am
Msg #69681

Re: Record Keeping Thanks PAW

Thanks PAW. I was hoping to hear from you! Do you have a TREO or do you just have a palm?

Reply by PAW_Fl on 10/10/05 8:41am
Msg #69683

Re: Record Keeping Thanks PAW

Just a Palm IIIe. I found the Treo to be too much of a hassle when trying to talk on the phone and use the address book or calendar at the same time. Besides, it's a bit bulky as a phone, imo.

Reply by PattyTX on 10/10/05 10:09am
Msg #69693

Re: Record Keeping Thanks PAW

I use the HP iPAQ. Works great too. Easy to sync with computer. Also has wireless card so I can connect to my email from virtually anywhere. I love it! It is so versatile!

Reply by BrendaTX on 10/10/05 10:44am
Msg #69703

Re: Record Keeping Thanks PAW

Do you people not have to wear cheaters (glasses) to see some of the writing on these little torture devices? Hate mine. It's a Toshiba...works great...but my farsighted/nearsighted combo of contact lenses just doesn't cut it with these.

Reply by PAW_Fl on 10/10/05 10:50am
Msg #69706

Wearing spectacles, rather than being one.

In order to read a piece of paper, the computer screen, or the PalmPilot screen, I must wear my cheaters. If I don't wear the spectacles, then anyone looking at me while trying to decipher the blurry lines and curves, would think that I was the spectacle.

Reply by BrendaTX on 10/10/05 11:55am
Msg #69718

Re: Wearing spectacles, rather than being one.

I have many pair of cheaters and I love to wear them...fashion, and all that jazz...but I don't like having to wear them...especially when I cannot find them in my purse.

Reply by Marla_FL on 10/10/05 11:25am
Msg #69713

Patty TX

Do you have the software so that you can print with it?

Reply by PattyTX on 10/10/05 1:03pm
Msg #69720

Re: Patty TX

yes I do. Very simple to use and print.

Reply by Anonymous on 10/10/05 10:22am
Msg #69696

My billing and accounting method.

Booking clipboard in my bag.

1. Bright soft yellow booking coversheets on every transaction with lots of basic information

-Upper right corner log #(sequential which matches chronological). I keep about 10 at a time on the clipbboard.

Has borrower name, address, phone, date time. Title co/Sign co Fee(I fill in after appointment so borrower does not see). return call to title co, fax back date, sent date, tracking number, bill sent, reminder, paid. ( Keep a few booking sheets if you spoil one or one cancels to maintain the sequential order you can substitute the blank one.((it also lets you know how many transactions you have done!!)

Because the sheet is bright yellow, I always see it and never worry about accidentally returning it with the package to the title company.

Each time I take an order I grab a blank sheet. When I get home for the day, I take the used sheets off the clipboard and set next to my computer. I log the sheet into my Excel spreadsheet. I then leave all used paper sheets at home in a file and have the computer log. I also staple the fedex return, email from the company that booked the transaction and sometime my invoice if the company requests one. The paper file labled Notary Receivables is arranged sequentially(also chronologically).

When checks come in, I mark off each transaction in Excel. Periodically, I review my Notary Receivable file and move those that are paid to Notary Paid fiel. I add a mark of L for logged right below the log # to show I have entered into my Excel sheet, I add a P for Paid when I move it from Receivable to Paid file. Sometime I add a D for decline future work. Those that are unpaid, I send a reminder too. I have a Notary Unpaid File as well :( That is life.

I have a separte sheet in Excel where I add the Names of DO NOT WORK FOR companies to decline. I periodically print out a new copy and keep it on my booking clip board in my traveling bag. I keep this in the clipboard as well.

On the clip board, I have my sequential booking sheet, my decline list, and my Booking Questions--
Name, address, distance Date, time, 1st or 2nd, number of pages, when will I have documents 2 hour cuttoff, overnight doxs, PDF docs, other type of docs(they take more time to print).


My system is simple but it works.

I keep a separte file Notary Expenses for notary expenses, gas, notary stamps, paper, internet access etc.

I run everything through my separate account at US bank. Revenue is all my collections, checks and credit card expense(which is linked to my checking account) are notary expenses. I download the account into Quicken once a quarter, sort the expenses into catagories and give the sheet to my accountant(you can add cash expenses separately(I just keep them in a big envelop and add them up at the end of the year.)

That's it you are done!

Reply by Anonymous on 10/10/05 10:23am
Msg #69697

Re: My billing and accounting method.

PS. Paper never crashes!

Reply by PAW_Fl on 10/10/05 10:35am
Msg #69701

Keep a backup!

Though paper may never crash it does get rather ugly when it gets wet. And sifting through ashes isn't fun either.

For those of you who have your own websites and or ISP storage areas, you may wish to consider frequently backing up your computer and storing the data at your ISP. I've been doing daily backups for years, and weekly uploads to my website host. That way, if a computer crashes, it's not too difficult to download the data onto another computer.

Reply by Julie Williams on 10/10/05 10:30am
Msg #69700

Been doing this full time since 2001. I've tried fancier methods, but none work was well for me as the following:

All appointments go into my dayminder (weekly) so I can visualize my entire week including husband and children's events. I write the mortgagor's name, address and phone number along with the title company name. This way I don't have to print the confirmation. The dayminder goes with me everywhere and it never requires "charging" to work.

Finally, my excel spread sheet is my accounts receivable/payable and tax deduction organizational method.

I list the date of the closing, mortgagor's name, title company, mileage (order number if the title company uses one as some of the check stubs to not reflect the name of the mortgagor, but title company order number only, so when I post to the spreadsheet, the data is there), the closing fee. I also keep track of my office supply purchases in a separate cell. When I receive payment, I note the date and move to the paid column. This way, I have a running total of my outstandings and my total received.

The only thing I print is a map and I am so familiar with my county, I usually don't even need that.

Paul, what is the extra property report thing that you do and why do you do it? Just curious.

Reply by PAW_Fl on 10/10/05 10:46am
Msg #69704

>>> Paul, what is the extra property report thing that you do and why do you do it? Just curious. <<<

Whenever I get an order, I look up the property address on the county appraiser website. From there, I can ascertain names as they appear on title (more about that later) and more importantly, a map showing the property location. Since this area is growing so rapidly, there are new roads and subdivisions that do not appear on any map. Even Google maps are somewhat behind with new subdivisions, but is the most accurate I've found of all the online services.

Why do I ascertain the names as shown on title? So when I call to confirm the appointment, I also verify that their ID will match the name. The name(s) on title will normally be the name(s) shown on the mortgage or any deeds in the package. It also may flag a "spouse" issue. (FL is a homestead state, so in most situations, the spouse must sign the 'legals' within a package.)

This has provided for some interesting conversations with title companies in the past. For example, one title company insisted that the address was correct. However, a lookup by the address showed no such address. The street name just did not exist anywhere in the county. Looking up by the owner's name, showed a street with a similar name.

Another time, I was given the wrong county. The mailing address was for a city that actually services three counties.

Reply by Marla_FL on 10/10/05 11:26am
Msg #69715

Patty TX

Do you have the software so you can print using the HP?

Reply by Marla_FL on 10/10/05 11:27am
Msg #69717

Re: Patty TX

Thanks for sharing everyone!

Reply by Marla_FL on 10/10/05 3:40pm
Msg #69746

Re: Patty TX is it as easy as a computer to print

Are you able to print Swiftview, etc.?

Reply by Carol_in_MI on 10/10/05 11:11pm
Msg #69817

Software for Record Keeping

Marla, you asked about software. I have a copy of the Internet Tax Helper that I use (http://www.internettaxhelper.com/g.o/15887). I purchased it for another online business that I run, but it works well for mobile notary work as there is a place to enter the IRS mileage rate so it will calculate your mileage deduction. Each transaction, whether it is an income or expense, is a separate entry by date, then you can click on the monthly, quarterly, or year end tabs to see a running total of how well you are doing. You can add as many expense categories as needed for your home office.

I create an invoice in Word, and when payment is received I enter it into this software. I haven't quite figured out where to enter the invoices before payment is received.