When I used checks for everything the check number was how I found receipts, but now I write maybe 20 checks a year so that system no longer works. We have several different accounts that I need to keep track of: business checking, fuel account, credit card, savings, cash, and Bob's shop account. When looking for a receipt it is a lot easier to know which account the money was taken from.
When a receipt is created, lets say we buy fuel I use the odometer as the check number when I enter the receipt in my Quicken file. When I spend cash such as paying a toll or other small item on the receipt I start the year out with C - for cash and then 001 - so C001 and then add on from their. I also write on the receipt what category I used and with tolls it is simply named tolls. I have several categories for the truck, maintenance, truck wash, truck supplies, taxes, and on and on...
When we use the credit card that receipt will be D001, when I use business it is B001, and when Bob purchases a tool from his account it is BC001. Writing the category where the receipt was entered helps me keep track when I scan the receipt into the computer.
Before the receipts are filed away each receipt for the business is scanned into folders that match my Quicken files. The scan also has a naming system so that I can quickly find a receipt in each folder; Maintenance - 0102 TA 015 means that we bought a repair item on January 2nd at TA and the receipt is 015 in my Quicken files.
At the end of the month I take each category of receipts and staple them together and when we go home they are filed in their respective folders. At the end of the year it is very easy for me to come up with totals of everything we have spent in each.
I buy clear plastic boxes for each year of receipts for taxes and file away the folders holding the receipts. The folders keep the receipts in order and easy to find. I label the box with the year of the taxes and store them in our basement.
In my file box you might notice a white notebook... On the first of each month I print out our statements from banks, from TA/Petro on fuel purchased, from Comdate on fuel purchased, and each month a profit and loss statement. All of these copies are filed in the notebook, some are left at home when we get home and others like the P & L stays with me so I can refer back to it if needed. The notebook has a list of everything that I need to do on the first of the month including giving Squeaky the cat his flea medicine.
Another page I added to my fuel spreadsheet is a log file. I keep track of the days Bob and I are away from home and each month total up those days and then also keep a running total for the year. We use OmniTracks so I also save a monthly report to a file on my computer of our logs. I do not print out the logs as the files are large but they are available if I do need to print them at a later date.
My fuel has one more page where I keep track of all of our loads. Which agent gave us the load, how much it weighs, pickup date and city, delivery date and city, what type of freight, column for if the freight needs a lift gate or services, pay per loaded mile, pay per all miles, fuel surcharge, and then verify when we get our settlement that the totals match up.
I break out our fuel per month tracking when we fuel, where we fill, cost of fuel per mile, odometer, gallons, and what our fuel costs with fuel discounts. I also track how much the fuel tax is for the state fuel is purchased in to help me remember what fuel tax is in each state. In the fuel spread sheet I keep a running total of all fuel purchased and miles so I know lifetime fuel mileage of the truck.
Odometer numbered receipt
How I scan my receipts and title them.