Been doing more on-site jobs lately, and keeping track of every little thing for invoicing is driving me nuts. Tried using my phone, but it’s clunky when I’m elbow-deep in work.
Anyone else struggle with this? How do you handle itemized billing when you’re out in the field?
I’ve been there. Keeping track of everything in the field is a pain. Here’s what I do:
The whiteboard is easy to erase and update. Plus, I can show the client what I’ve done if they ask.
For materials, I keep all receipts in a pocket folder. Dump them out at home, snap pics, done.
Not perfect, but it works for me. Saves time on-site and still gives me what I need for invoicing.
I’ve been doing this for years, and here’s what works for me:
I use a little pocket-sized notebook. It’s tough, waterproof, and fits in my work pants.
Each page is for one job. I write the date and customer at the top. Then I just jot down what I’m doing as I go. Materials used, time spent, that kind of thing.
At the end of the day, I snap a photo of the page with my phone. It’s my backup in case I lose the notebook.
When I’m back home, I transfer everything to my invoice spreadsheet. Takes about 10 minutes.
It’s not fancy, but it’s fast in the field and gives me all the details I need. Plus, if a customer ever questions an invoice, I’ve got that notebook as proof.
Tried apps and voice recording, but this is quicker and works even when my hands are dirty or my phone’s dead.
I use a simple voice recorder app on my phone. Just talk through what I’m doing as I work.
Later, I listen back and type it up. Takes a bit of time, but it’s accurate and I don’t miss anything.
Bonus: clients like the detailed breakdown. They see exactly what they’re paying for.
Look, here’s what works for me. Get a small notebook and a pen. Write down the date, job, and client at the top of the page. As you work, jot down materials and time real quick. Takes two seconds. End of the day, snap a photo with your phone. That’s your backup.
When you’re back at the office, transfer it to your invoice system. Simple, fast, and foolproof. No fancy apps or voice recordings needed. Just old school pen and paper. Been doing it this way for years, never had a problem.
I just scribble stuff on a notepad and sort it out later. Not fancy, but it works for me. Might lose a few bucks here and there, but it’s less hassle.
I just eyeball it and round up a bit. No fancy stuff. Customers don’t care about every little thing anyway.