Expenses

This category looks at stuff that we spend money on!

Using Google Docs to track your expenses: Simple Step-by-Step Approach

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Keeping a track of expenses is truly a nightmare especially when you’re on vacation. You have all those little bits of paper, phone numbers, receipts, credit card receipts, cash, foreign coins, etc., etc. Soon you end up with a wallet that looks similar to this. If you’re anything like me, being organized is a real challenge. I do have folders and organisation, but there are times when the whole system seizes up! You know what I’m talking about if you take a look at this wallet of mine.

Things flopping out everywhere, terrible. Well, a blog I was reading suggested using Google Docs new forms feature to create an expense list. It’s a brilliant idea if you have a mobile device, or prefer to tally your expenses at the end of the day or like to do it at work (when the boss isn’t looking). So here goes: a step-by-step guide to setting it up.

You will need:

  1. a bunch of receipts to set it up;
  2. a Google Email account so you an access Google Docs;
  3. and a little patience!

Step 1: Create a new form – look in the image to see how it’s done. Click on ‘new’, tab down to ‘form’ and release the click or click on it again.

new form image

Step 2: You will now see a screen with the form tabs and fields.

base form

A field is the area of the form that you need to type some data. So, in the Untitled form, you can enter the Form Name. In the Question area, you can write: “What is this expense for?” or similar. If you need help text, enter something useful so you know what data to enter. Then choose the question type: “Text” is most straightforward at this point. Then click ‘done’ and ‘required’ (if need be).

sample report question 1

Step 3: To add a new field, press ‘Add Question’ and repeat as necessary. Repeat this for the date, the form of payment, and the amount.

repeat operation

Step 4: I’ll show you my completed form which you can see for yourself.

sample report form

That’s pretty much the form set up. Don’t forget to hit ‘save’ so you don’t lose the changes. You can click to see the form which I have published and you can try it out!

So what happens to the data? Well, let’s take a look. The data is auto-saved in the base spreadsheet for later. You go to your Google Docs again and you’ll see the new spreadsheet sitting there. I’ve entered several of my favorite ‘sins’ and you can see the result.

basic form and results

Each item is stamped with the entry time and the fields you required. You can then perform any calculations you like using traditional spreadsheet functions. You can then email the form, embed the form in your blog or online documents, or go back and edit the form as you wish.

I’ve set my form to be published and republished as data is entered. You can take a look at it yourself, just click on the image above. Please enter some items for purchase, and you’ll see it updated dynamically. Pretty simple, I’d say. No doubt, far more complicated than it looks, under the hood!

July ’08 Credit Card Spending Post

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After our little trip this week, we got back to a pile of email and bills all that required attention. This included the regular credit card bill from our bank. Well, it’s good news/bad news time! The good news I didn’t pay any additional charges on my card apart from the statements as my card was paid off in-full last time. The bad news is that some business related expenses all appeared on the card. So here goes:

1. The A/C for our office was causing us a lot of bother: it was noisy, ineffective (except when there were few people in the room), old and expensive to run (probably was the piece of equipment that used the MOST power in our office). Thanks to a freak power outage, though, the outside unit was fried about three or four weeks ago, and wouldn’t start. So time to replace it! That’s when we bought a large Daikin replacement unit. The actual unit was an Inverter unit that is supposed to be more energy efficient as well as much quieter and should save us quite a bit of $$$ on electricity costs. Daikin claim

“…A Daikin Inverter has a more advanced technology that operates differently. It works like the accelerator of a car, gently increasing or decreasing power. It reaches the desired temperature quicker and steadily maintains it without wild fluctuations. That means uninterrupted comfort and significant savings on running costs.”

Total cost was NT$53,800 (plus installation fee of NT$1800 paid to the engineers). In fact, the total cost of air-conditioning for our business seems to be about the largest capital expense that we face and can easily top NT$250,000 for new machines. Thankfully, we purchased systems ‘as we went’ rather than laid out that money upfront! However, we have to replace a machine almost every 12-16 months as the older ones just wear out. Some of the expense of the purchase will be recouped through lower electricity bills, fortunately.

2. Paypal charges amounted to NT$7,752 for hosting. As you may remember I was using Dreamhost for all of my sites. Apart from being foolish, it was also getting expensive and Dreamhost wasn’t able to provide stable uptimes for such sites, so I transferred three sites to other hosting arrangements courtesy of Bluehost, Hostmonster and Bluefur. That way I could monitor performance across each site, isolate the sites from one hosting failure, and trim some of my hosting expenses. The results have been positive: ALL of my sites now seem more stable, even those still hosted on Dreamhost.

3. Other minor bills include my own cellphone bill (NT$376) and our regular life insurance payments (NT$2000).

That’s it. The total bill is NT$63,928 for July 2008. Quite the biggest in a few years! That’s for sure.

Saving Money: You can save money by cutting energy use!

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Today we received our first electricity bill of the summer! And we got a shock! It was much…..

SMALLER

… than we had expected originally. We saved about NT$1700 on our bills vs. the same period last year… And we really didn’t do that much yet. But if we focus, we could save about 15%~20% of our annual energy bill, and cut carbons by a similar amount.

Exercising our discretion

So what did we do? Well, as luck would have it, it just hasn’t been THAT hot this year so far, so we decided to delay turning on our ancient A/C in the main office. In fact, we only turned it on about three or four times before July started.

We found that we just didn’t need it as much as last year, partly as we had fewer employees than last year, and we turned the other a/cs only as we needed them. In other words, we monitored our superfluous requirements, and exercised discretion. It’s amazing how much energy you waste just out of ‘habit’!

Turning off switches at night

This was also an obvious one: turning off unnecessary appliances AT THE SWITCH. In some cases, we simply turned off the entire power bar, too. It was astonishing how much energy our always on water heater/cooler drinks machine actually used at peak power (that’s 910 watts!). Turning just that off at night saved quite a bit. We also turned off power bars on PCs to cut ambient power going through them.

Switching to more efficient machines

Last March we started transitioning to more energy efficient monitors. We went from having only 3 pcs with 3 CRT monitors that were on 7~8 hours a day, and generated QUITE a bit of heat, to no CRT monitors and four PCs / one notebook. Naturally, the LCDs and notebook are a lot more efficent, and generate considerably less heat. This in turn requires a lot less A/C cooling.

Now we’re about to replace our 8 year-old A/C with a more expensive but smaller machine that is brand new. And we’re considering replacing our older second-hand computers with new ones that are either energy efficient or notebooks.

Substitution appropriate equipment

In one or two cases, substitution works well. Our drinks machine provides hot and cold water, as well as regular temperature water. Since we never drink cold water, it’s not necessary to chill the water. We primarily use the hot water for tea-making, and occasional other use so it is excessive to have hot water on all day or even some of the day. Result: we’ll substitute our hot water machine for an electric kettle that is boiled only several times a day (at most), and turn off the water machine entirely.

Power Saving Bulbs

Installing power saving bulbs was something we had done for quite a few years, as they were just more appropriate than typical strip lighting. But we didn’t use them exclusively at first because we couldn’t find the right sizes in the stores. Now, though, there are all manner of power saving bulbs from 0.5 watts upto nearly 50 watts. So we switched to 100% power saving bulbs about a year ago. There’s little excuse these days NOT to use such bulbs.

With increased interest in global warming, we have all started to become acutely aware of our impact on the situation. To that end, I’m beginning to wonder how far we can cut our power bills. Given our success this year, we’re now going one step further…

The Complete Lighting Inventory

Doing a power inventory will take a while, and will produce some quite exhaustive lists once you get started. I did one for our office and classrooms, and was quite surprised just how many items we had that required power in some form or other. Through the power inventory we were able to detect some obvious places where we were wasting power: especially in our lighting arrangements.

So our plan is simple “LEARS” …

Lights: Eliminate, Add, Replace and Select

We installed 9 spot lights at 50 watts each in two rooms to increase the lighting in the room. And for 4 years we burned them as much. Only when I did a power inventory a few days ago, did I realize just HOW large a portion of the power bill these 9 bulbs represent… over 15% of our bill and we have nearly 135 separate light bulbs in our school. By replacing just those 9 bulbs with LED spots and upping the nearby main bulbs, we figure we could save a large part of our usage, maintain light quality, and cut ambient temperatures in the rooms involved.

Replacing strip lighting with newer power saving bulbs would also save an additional 25% or more because we would cut the number of bulbs in use by about 30%. We’d be able to space out the lights more appropriately and use variable wattages when necessary. In other words, we would make the choices about lighting instead of letting the traditional strip lighting tell us where it goes.

I decided to vary the wattages involved instead of using a standard wattage throughout: not significant until you remember how many bulbs we’re talking about.

  • So corridor areas will have 18 watt bulbs, with 25 watts in desk or corner areas.
  • Reading areas will be given higher wattages, too, to create visual foci on the areas that are important.
  • Classrooms will have the higher ratings (we haven’t decided yet) bulbs, like over 30 watts.
  • Spot lights will either be replaced entirely with LED spot lights or removed.
  • Kitchen and service areas will receive 11- or 13- watt bulbs as necessary because supplemental lighting is adequate. And these areas are not accessed by students, anyway.

Unlike many cheapskate schools and business in Taiwan where people sit huddled around 1 lamp or lights are simply turned off (I know I’ve seen a few where there’s only one strip light in the classroom or living room, and it’s almost impossible to read because the building is so poorly designed), we’re not about to go down that route. It’s just bad for business.

But such buildings are a reminder: architects should be doing a better job of providing natural lighting for businesses, homes and people. If architects and builders built environmentally friendlier buildings, society as a whole would pay less in unnecessary power bills and emit fewer carbons!

What are you doing to cut carbons in your home or business?