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I’d like to improve how I keep records for my one-man shop without burying myself in paperwork. I do one-of commissions and small production runs of furniture, so the business looks like a job shop.
Along with the standard expense and receipt ledgers my accountant expects I’d like to track time, materials, and supplies used for each job. So at the end of a job I want a folder with complete records – proposal, sketches, receipts, time spent, materials pulled.
What do you do in your shop? How does it help you? How much extra work is it?
Thanks for sharing! Joel
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Joel,
I, like many other small and one-man shops use QuickBooks computerized bookeeping. Although I find it too tedious to track supplies and jobs, I use it for everything else: estimates, invoices, as well as accounts payable and receivable. You, or your accountant, should look into it. I also keep a daily diary in a spiral notebook. That helps me remember what I was thinking, doing, ordering, and saying during projects.
Gary
*Joel, I'm just a part-timer, work about 30 hrs per week to supplement my retirement income. I know I don't keep the records I should. But one thing I have done recently to keep track of hours spent on each job is this: I bought an inexpensive electric alarm clock and plugged it into an overhead receptacle where my shop lights are plugged in. When my lights are on, the clock is running. I reset the clock to 1200 hrs at the start of each job and make a tick mark on paper for each 12 hr period that passes. I also spliced in an on-off switch into the wiring for when I need to do some non-job related shop work, I don't have to unplug the clock. Quite a bit cheaper than a time clock. GPW
*Hi Joel,I keep two pads of paper handy on my tool bench, the pages of which eventually find their way into the project folder. I keep one pad for bulk materials used on the project. When you lay out all your solids to break out your parts its easy to write down how may boards used.. If there are sheet goods, what portion of the sheet was used. That's close enough I think. BUT I do mark down anything that costs more than say $5. Unless you use an unusual amount of glue or sandpaper, etc. these costs are part of my rate/hour.. The second pad is for time spent. I've tried printed forms but I could never stay between the lines so I just use a blank page now. Date or day, time start/finish, hours and brief description of what was accomplished.... :) I'm not real consistent about filling in the time start and finish but I do make a point of writing down "a time worked" immediately after a disruption, phone call, etc. (ie.) before I foget, the next day may be too late when you're busy...... To within a 1/4 hour is close enough. During the day you can make adjustments. You could mark down actual minutes if you're into it but I find adding up a column of numbers in 1/4's easy to do in my head. The switched clock is an interesting idea. Give it a try. One way or the other I feel you need to have a reasonably good idea of the time spent in order to keep a handle on your piece cost/selling price. I would try and find a system that you are comfortable with and can be consistent with..... Whether you count time in 1/4 days or 1/4 hours. Don.
*# every job put that # on everything that corresponds to that job.Have a job folder that never leaves your office space make copies if you need a drawing.Order all mat once a week .
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