Keeping Records
The first thing you need
is a simple record of all the work you do. Using either Microsoft
Word or Excel or similar, draw a table with 5 columns and 8 rows
[9 with he headings] the headings I used were date, invoice to,
collection address, delivery address, Order no.
The first columns can be narrow enough to fit the date going down
the column instead of across. The second column again I made this
narrow, and put the initials of the company who had instructed
me. The collection address and delivery address were made big
enough to put the full address, post code and telephone number
in. The last column needs to be just big enough for the ref no,
of the order or delivery note. In the margin I put the mileage.
Most companies who pay mileage rates work on the shortest route
using Microsoft Auto route or similar.
This record was kept on my clipboard and taken home each night
to enter details fully in a database. From the start I bought
a copier/fax/ scanner, so that I could always have a hard copy
of the Delivery note {referred to as the POD- proof of delivery}
This is only necessary if you are working for courier companies,
who want the original bottom copy of the delivery note for their
records. If they are your own customers you only need to quote
their reference number, your own customers may need a hard copy
of the POD sometime in the future. After you have done a few jobs
for a company they expect you to know all the addresses of the
companies they deliver to, and they will simply tell you to deliver
a load to ‘XYZ’ company. That is why you need the
first simple record, of your work, which should always be on your
clipboard.
Your main records should be stored in a database. If you have
Microsoft excel or Access these are fine. Make sure you back these
up every month to an external disc.
Your monthly database should hold a complete record of your months
work, the PDF version of this article comes with a free attachment
containing a specimen database template, which you should be able
to import into your database programme, if you can’t import
it, at least you will have an idea of what records you need to
keep. The specimen database comes with all the formulae to calculate
all he information you need. The email explains how to alter the
formulae for your figures, and how to filter the information.
Maximising
Your profits
Before you can maximise
your profits, you need to protect them first. You should spread
your work load between several companies, with a maximum of 25%
of you total income coming from anyone company. You can lose a
contract for a variety of reasons, and the company you work for
can lose contracts. While you were carrying out your market research,
you will have come across one or two self employed contractors
such as yourself, these are always worth cultivating. You will
find you will get too much work one day and not enough another.
If can sub contract the jobs you can’t cover, you can take
a small cut for yourself.[The sub contractor is working for you,
not your customer] Apart from the extra money you are making,
you are showing your customer that you are available whenever
they need you. It saves them calling in another courier, who could
be cheaper and better than you. Your customer won’t know
you are using a subbie, and these arrangements can be reciprocal.
The first contract you got which wasn’t very good pay, don’t
throw it away when you want to move up, get a subcontractor to
do it for you [when subcontracting a contract, make sure you keep
showing your face regularly, so the company know you are looking
after their interests] It doesn’t take long before you have
ten contracts up and running, and making £50 a week off
each one.
If you are using sub contractors you don’t normally need
‘employer’s liability insurance’. Generally
if the sub contractor is working for someone else as well you
are o.k. if he works for you exclusively, even though he is self
employed, you will probably need employers liability insurance.
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by Vic Farron : staff writer for RFT Express
