I need some way to track a shop from its receipt to completion to payment.
How do you do this?

I use an excel spreadsheet I lovingly got offered by an incredible shopper.

Some shoppers run an accounting type page for shops by company, I prefer keep a shop log by month. How ever you choose to do it, the information I find critical (reading across my spreadsheet) is
mileage
start date, finish date (for the dates within which I can perform the shop)
client name
client address
company name
Notes (shop hours acceptable, phone number if it is a call ahead, etc)
Job # (most jobs have some sort of reference job number)
Date completed
Date reported
fee
bonus (if any)
reimbursement expected
unreimbursed expenses (that I can claim as such on my tax return)
date paid
amount paid
balance due (or overpayment)

I then have a few more columns for if an invoice was needed and what day it was sent.

Because I use an Excel sheet, much of this information is copied and pasted into the line item of the job from the original job offer. If there is a confirmation number that comes up once I report the job, I simply copy and paste that into the "invoice" column.

Because I use an Excel sheet, I can also add additional columns for whatever it is that I need, so I have columns to keep track of things like postage, phone or fax costs, scheduler name/phone number if I have them and any other notes may be relevant. I also use formulas as frequently as feasible to have Excel do the math for me, subtracting ending mileage from beginning mileage to calculate total miles for me as well as feeding through data from a 'workbook' of monthly sheets to reflect where I am year to date on revenue and expenses.

When I request a job I put it on my sheet in an incomplete form and highlight it. If a better job needs the same time slot, it reminds me to delete my request for the first job to take the second job.

When I get a check, Paypal or direct deposit, I immediately mark the job as paid, figuring out what jobs got paid and making sure I marked all of them on that transaction, with payment date, and highlight those lines on my spreadsheet so that when the sheet has become all that color, I know the month is totally paid and I can move on--or I can go back to those not highlighted and start dunning them for payment.

Because Excel allows you to sort on any column, cut and paste rows, etc. I assign every job a consecutive number as I report them so I can always return the sheet to its original sequence by sorting on the job number column. Meanwhile, if I receive a payment for multiple jobs, I can sort the sheet by company column to get all the jobs to 'fall together' for easier figuring out what they are paying me for.

Last month I set up my 'workbook' of sheets for 2010. That was easy as well, I took my blank 'workbook' from 2009, added a new column for 'date requested' to each month for jobs that I think may be useful to help me determine more accurately when some companies are posting. If it doesn't help me, it will be eliminated from the workbooks for future years. The file is saved as '2010 shop sheet blank' and when I accept my first job for 2010, it will be saved as '2010 Shop Sheet' so I don't destroy my blank.

Hi Flash, Can I get you to email me a copy of your spreadsheet. I would really appreciate it. mmjones2339@sbcglobal.net

Hi Flash,

I would also like a copy of your spreedsheet. Sounds like you have all areas covered plus some. I hope you remember me, I'm the one with the friend thats jealous about my mystery shopping. You responded to my "vent" about 4 nights ago. You gave some good advice and offered some kind words, Thank You. My email address is anita.m.shields@gmail.com. For me, (PST) the New Year is still a hour and 16 minutes away. HAPPY NEW YEAR.

Can you send me a copy of your spreadsheet?
markertmamacita@aol.com

Hi Flash,

I don't know if you send out your spreadsheet to anyone, but if you did, could I have a copy? ;-)

Thanks,

Tim

timthetoolguy@gmail.com

Flash, that is one of the best spreadsheets I have ever seen for keeping track of everything related to shopping. It definitely will help anyone wanting to stay prepared for tax time. Thanks a lot not only for your hard work on it but also for sharing it and allowing others to use it. :-)

If you are handy with Excel you can pop in a first column to have your own job number. I find this useful to just number work sequentially as it is done. Subsequently I can sort for various needs--like jobs done for a particular company to match up with payments coming in--and then resort the sheet back to its original sequence. I make a workbook sheet per month and create a Recap sheet on the front end to pull through all the various totals so that at any time I can tell you for the year the total miles driven, total fees earned, bonuses, reimbursements, unreimbursed, total unpaid balance etc. I just find that for me Excel is fantastic one-stop bookkeeping.

Hello Flash,

If you would kindly send me your spreadsheet that I have heard so much about. I would really appreciate it. Your advice is very helpful...thank you!

Callygirl, click on my name (in blue) to the left of this post and send me a personal message with your email address. I would be pleased to send along a copy.

Would you send me a copy of youor xcell spread sheet please.

I would like a copy of your spreadsheet also please
pecluvjoy@yahoo.com
thanks

Hi Flash, your spreadsheet looks great, I wonder if you would be able send me a copy of it? s.r.north@live.co.uk I am a new member and am slowly making my way through all of the excellent information on here, I'm doing my first Mystery Shopping assignments this week and am a bit nervous!!! I only hope that my reports are good enough.

Hi Flash, I'm new at all this and been trying to figure out the best way to make charts for jobs and something for vehicle records to. What i've made so far, you would laugh at. Lol. Please send me some kind of copies to help!! Thanks, your a lifesaver!!!! little_shay13@yahoo.com

Hi Flash. I am new to this site. Can I also have a copy of the spreadsheet? foxyvirgo33@comcast.net. Thanks.

Hi Flash,

Ok I see everyone is going crazy over your spreadsheet! I've got to see this, I need eveything I can to help me get organized. I am enjoying just getting started in this line of work the last 3 months and I am covered in paperwork!!!!
Please help and send me a copy of this spreadsheet too please!!!!
little_shay13@yahoo.com

Thank you,
Natasha

I would love one of your spreadsheets also please ...
answergirlie@msn.com
thanks

Flash,

Your advice has been great for us beginners! Thank you so much! I would also like a copy of your spreadsheet please! Thanks!
taylorcindy@rocketmail.com

Hi Flash,

I am a newbie also. May I please have a copy of your spreadsheet?

tsteffens04@aol.com

Thanks,

Tammy

Dear Flash:

I am a newbie too and would welcome a way to keep records on a mystery shop. Could you send me your spreadsheet. It sounds like a godsend.

occultvendee@gmail.com

Jim

It is being sent to you. Use the blue "Edit" in the lower right hand corner of your post to remove your email address. You don't want every spammer and scammer in the universe hitting you up because they found your 'live' address on the internet! Much safer to click on someone's name in blue and you will see the option to send them a private message.

Me too, Please. May I have a copy of your spreadsheet???? I was just starting to make one up. I am sending my e-mail address through your name on the left!!!

Thank you

Judy

Edited 1 time(s). Last edit at 02/12/2012 02:16AM by jmcgilleyw.

Hey Flash,

I am learning a lot from all your posts on here! If I send my email address to you via private message, may I also have a copy of your spreadsheet? Thank you!

If you are still offering this I would also love a copy, will help get me started on the right foot.. .if not flash than maybe someone who has received it already, good karma .

Edited 1 time(s). Last edit at 07/19/2012 03:38PM by bullnyy.

Hi flash,
Help I need organizational tools quick can you also email me your wonderful spreadsheet. Do you have any suggestions for helpful iPad apps?

Hi Flash,
I don't know how to use the private message feature, so here is my email address: please I really need scheduling and cost help, thanks so much.

Edited 1 time(s). Last edit at 07/22/2012 05:18PM by Spyshopgirl.

Newbies...

Please, PLEASE do NOT post your email address openly on the forums! These are PUBLIC forums - spiders, spammers, scammers, search engines - once you have posted your email address here - well, you are now allowing yourself to be wide open for a crapload of emails you Do.Not.Want.

I'm sure that as soon as she can, Flash will respond to those of you who send her a Private Message.

To send a private message to a Forum Member - simply *click* on their "username" - that will take you to their "page" - where you can easily send a "private message" or "PM".


To remove your email address - just click on the "little blue EDIT" text link in the lower right corner of your post.

Hello Flash! I've been taking on few shops from Bestmark.com. I've done about five maybe six so far with them. I would like to work for more companies, but I'm still kind of procrastinating on really getting out there to do more. I guess it's because I'm not organised at all and so I feel inadequate. Having something to help me to keep track would be great. So, like all of the others who've been asking for your spread sheet, can I have one too? If so, you can send it to me @ mrssurveyjones@gmail.com. Thank you so much.

Annette Jones via Romulus, Michigan.