Daily Organization

With my company, Rinaudo heavy haul, we use a three ring binder that has those clear pouches and each one is labeled fuel receipts, scale, bol, etc.. hang on to it until I get back to the yard. Works pretty good for me.

 

Get your self a GOOOOOOOOOOD I Phone
Get your self a GOOOOOOOOgle DOC Account
Scan Everything & Email it to your GOO GOO Account
Get your self Manila envelope
Mark Each Envelope with a marker Trip # Such & Such
Each Trip you put all your Junk in that Envelope with the trip # on it.
When U Get Home Unload All Your envelope's to your computer or Filing Cab.
So Go See How She Does it
http://youtu.be/1FQ0Lo0nAyM

 

I carry a small leather cover notepad similar to this.



It fits in my pocket so it is easy to carry into shipper/receivers.

I use a clipboard for holding current trip paperwork. Bills, scan cover sheet and weigh scale tickets etc...

Once they are scanned I have a letter sized box they go in. I have never been asked to rescan bills older than a month (or supply the scan number and date) but I still keep them for way longer.

Mikeeee

 

That seems like a lot of envelopes! Hehehehee Well, it would be for me doing between two and four trips a day.


Mikeeee

 

like the above poster,i am NOT high tech.i do utilize a composition notebook,w/the rolled wire down the side,for writing down entry into each state,fuel purchases/mileage,directions for then and future reference because i do not use a gps but do get phone directions and cb directions if possible.my mileages for trips are written down in it as well.basically a driver diary. i have about 4 years worth of binders in my truck for referencing directions and what-not.pulling scrap metal takes me back to most shippers/receivers. i also use one of those older route-type organizers for receipts and etc.,i file them once at the house on weekends.

i use loose leaf logs and always keep the required 2 weeks in the route do-hickey.after reading the posts here,i feel antiquated but my method works for me.being low tech,i am clutter free as i do not have a gps,qualcom,vorad,elogs,etc. but do use a cb,cellphone,detector at times,and a paper atlas.

over time,you will stick w/the best option for you and that option will present itself after trial and error.

 

i like things the easy way. and those manilla envelopes work like a charm.

 

Depends on how your company wants paperwork (hard copies) submitted. I like the idea of 1 large envelope for each trip, stored behind the seat or somewhere accessible. But the main thing is to be consistent, log each trip you make with the pertinent information that has all of the things you will be paid for. For me, I write this on the outside of each trip envelope ... (I had created a small app that I laod envelopes into a wide format printer when at home, and print a "form" on the back side of a bunch of blank envelopes that asked for the info I wanted to document)

load number
pu date/final date
empty miles
load city, final city
loaded miles
xtra stops/pu's
possible detention pay
tarped
OSD?
driver unload
lumper charges
tolls to be reimbursed
other authorized cash receipts to be reimbursed
cash advances taken
any other notes unique and important to that load
etc, depending

then as your pay stubs are issued, reconcile the stub detail to your trip log data mentioned above and put some sort of a check mark or hi-lite in green each item when you see it was paid. If the numbers don't seem correct or was not paid, circle it, and call on those ASAP and note the phone conversation and the last disposition.

There is much more information that could be noted (PU times, del times, appt times, shipper name, etc) but don't bog yourself down and waste time documenting stuff that is in the qualcomm system or in your log system already if you need to refer to it later for whatever reason.

For those carriers that scan and don't request hard copies to be turned in when arrive at terminal, I recommend you not throw anything away for at least 45 days just in case someone in billing or damage claims runs into an issue and needs the original(s)

 

I like this idea