Record keeping

SilverRidgeRunner1

SilverRidgeRunner1

Member
Hello newbie to the site but not a newbie to the Toyota Brand, busting my knuckles on Toyota for a years now... Question to ya'll.. I keep every maintenance Receipt I get for the upgrades and maintenance I preform on my vehicle so I can have a paper trail on the work I have preformed. Every Receipt gets a the mileage and date put on the front and then I place them in a folder.... Has anyone created or come up with a idea maybe with spread sheet or program etc that keeps things organized or in order of job done... Lookin for feed back. I do know paper work really helps with resale and it is the only purpose of keeping it. just looking for feed back.
 
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Hi and Welcome to T4R
I know this is not the answer you're lookin for but whats wrong with a normal file in a filing cabinet or shoe box or even staples and paper clips???
 
SilverRidgeRunner1 said:
Hello newbie to the site but not a newbie to the Toyota Brand, busting my knuckles on Toyota for a years now... Question to ya'll.. I keep every maintenance Receipt I get for the upgrades and maintenance I preform on my vehicle so I can have a paper trail on the work I have preformed. Every Receipt gets a the mileage and date put on the front and then I place them in a folder.... Has anyone created or come up with a idea maybe with spread sheet or program etc that keeps things organized or in order of job done... Lookin for feed back. I do know paper work really helps with resale and it is the only purpose of keeping it. just looking for feed back.
Click to expand...

A lot of people keep a mileage/maintenance log on here. People save the second post spot for all record keeping. Mileage and what was performed and the date. I can't think of who it is, but someone on here has a pretty good log done.
 
I have a notebook I write all the maintenance in, I find it easier to reference quickly. I keep it in the vehicle on road trips in case something comes up, I keep the receipts too but the notebook is easier when I'm looking for something.
 
I keep track of mine in a "composition" notebook. And then keep all the receipts separately.
 
Yea quick referencing I guess what I am wanting. I know with at least a spread sheet I could upload it to a cloud storage and have it on all my devices. I may have to create my own and share when I get the chance. Or I will check this Toyota App out is it for Android or apple.
 
Check out Evernote. It’s cross platform, cloud based, you can store quite a bit of info for free. Great for keeping your info and ideas at your fingertips no matter where you are.
 
The Toyota owners website is pretty good. The app is Apple only (we have all android stuff). But the website is nice and easy. I also have a 3-ring binder where I keep the actual receipts.
 
Google Docs (Spreadsheet) works very well for this type of solution, it's personally what I use, and I shred/recycle all paper stubs after I get them into a spreadsheet. Cloud-based so doesn't matter if your drive dies/etc... and also very easily accessible from Mobile. You just need to have a Google/Gmail account.

You can keep your own local copy by Downloading it as well.
 
amalik said:
Google Docs (Spreadsheet) works very well for this type of solution, it's personally what I use, and I shred/recycle all paper stubs after I get them into a spreadsheet. Cloud-based so doesn't matter if your drive dies/etc... and also very easily accessible from Mobile. You just need to have a Google/Gmail account.

You can keep your own local copy by Downloading it as well.
Click to expand...

Seconded. Google Drive will allow you to up/download docs and the app is available on both Droid and Apple. I use Apple, so the Toyota owner app is great.
 
In addition to a spreadsheet I use the Camscanner app - https://www.camscanner.net/ for my android to scan receipts on the go. It's very easy to use and clear as day - plus if you ever need to show receipts for insurance or sale you have digital copies of the original receipt.
 
I just use a simple Word table, with Mileage, Date, Work Performed, and a column for Inv. (Invoice) which gets a Yes or No if there is a receipt. I keep a stock of oil and filters on hand so no receipts for those or things like MAF and TB cleaning. Then the paper goes in a big Pendaflex in date order. The .doc file gets synced to my Google Drive so I can get it anywhere, along with the FSM, EWD, and a few other goodies. All part numbers go on a separate list so I can always buy the same thing again, plus I add numbers from forum posts I like in case I need them.

I attached a .pdf of my Word file because it is over the forum size limit in Word after 15 years. Pretty trouble-free truck. (Yes, I keep migrating it through Word versions and various computers. I kept it up since 1999.)
 

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SilverRidgeRunner1 said:
Hello newbie to the site but not a newbie to the Toyota Brand, busting my knuckles on Toyota for a years now... Question to ya'll.. I keep every maintenance Receipt I get for the upgrades and maintenance I preform on my vehicle so I can have a paper trail on the work I have preformed. Every Receipt gets a the mileage and date put on the front and then I place them in a folder.... Has anyone created or come up with a idea maybe with spread sheet or program etc that keeps things organized or in order of job done... Lookin for feed back. I do know paper work really helps with resale and it is the only purpose of keeping it. just looking for feed back.
Click to expand...

I made a Microsoft Access database, which is probably the best way to do this... Whenever I have work done/buy something I enter in all the data (serial number, milage, price, ect) and then I can run reports using any criteria i would like.

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TheDurk said:
I attached a .pdf of my Word file because it is over the forum size limit in Word after 15 years. Pretty trouble-free truck. (Yes, I keep migrating it through Word versions and various computers. I kept it up since 1999.)
Click to expand...

It's Beautiful!!!

Not that you'd ever want to sell it.....but as a buyer, I would definitely add a few hundreds to the purchase price if it included something like that.

:guitar2:
 
It's all in my build thread w/table of contents and in a file folder.

I really like MTD's but hide the cost, no need to alert my adorable husband as to what I might be paying for stuffs. :evil:

(maybe I don't want to know so much either)
 
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