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Excel Forms Library

This is a list and descriptions of the Excel Forms that we've included in Excel forms Library collection.  You may review and print the actual forms themselves by simply downloading the Excel Forms Library onto your computer.


At the current time, the Excel Forms Library includes 10 files, although many of the files include several forms each.  For example, the Design Agreements file actually includes four different agreements, each serving a different situation.  In the near future, we anticipate adding a number of other forms in our collection, so we recommend that you check back soon for additional entries.


You can download the entire collection from the Download page.  The installation program will copy the Excel files to a folder on your hard drive named "PowerTools Excel Forms", and will create an icon on your desktop also with the name "PowerTools Excel Forms".  Simply open the folder and select the file you wish to view.  This will automatically open Microsoft Excel and then the selected file, from which you can edit, preview and print the form.


Confirmation of Instruction

This is one of our most popular forms.  The Confirmation of Instruction form is a multiple-purpose Change Order, Extra Work Order, Product Selection and General Communication form.  In this capacity, it replaces several other forms, and reduces your paperwork considerably.  This form is intended to be printed on three-part carbonless paper, and written up in the field.  It's a simple concept: every time the customer open their mouth, you write it down and everybody signs.  Check it out.

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Sales Lead

Now I'm not against anyone using lead tracking software, but it always seem to me when I was in the custom home business that I was only really working on a handful of prospects at any one time, so I found it easier to just write the basic info in my phone book, and this is the form I used.  The form fits standard 3.6 x 6.5 phone book pages.  I printed them on yellow paper and kept them together in my phone book so they were easy to find and separate from my regular white phone book pages.  Several times each week I just flipped through them to remind myself of where we were in the design/estimating/sales process.  If the project fell through, I simply removed the page and put in in the project's estimating folder for storage.  As a practical matter, my phone book only had a few active leads to review.  Not very sophisticated, but quite effective.

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Bid File Forms

This is a collection of forms used to keep the bid file organized.  The collection includes separate forms for basic information about the project, design goals, meeting and followup notes, basic specifications, etc.  The idea is to prepare bid folders with the forms in advance and have them on the shelf, ready to go when you get a new lead.  We would usually prepare 50 at a time, which for me was a year's supply.  The files can include more than these forms, for example I would always drop a couple of business cards in also, that way I'd always have one to give out without having to remember to bring them or having to dig through my car/wallet/etc.  Every time I met with a prospect, I would always show up with a file with their name already written on the tab, ready to do business.  It's professional, and that leads to higher prices for your projects.

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Bid File Forms #2

This is just another one of the bid file forms for your review.  Of course, since the Forms Library is FREE, you may just as well download it and see them all for your self.

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Design Agreements

A collection of four one-page Design Agreements from an agreement to perform a preliminary conceptual design to providing the entire set of construction drawings.  Stop doing preliminary design work for free, put the ball in the customer's court by putting a design agreement on the table at the first meeting.  You don't need to actually do the design work, you just want to control the process.  These forms provide a quick check-off scope of work and include pre-written price schedule or fill-in-the blank prices.

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Design Agreement #2

This is just another one of the Design Agreements for your review.  Of course, since the Forms Library is FREE, you may just as well download it and see them all for your self.

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Bookkeeping Reference Charts

As part of my QuickBooks Template and the QuickBooks for Builders seminars, I've developed a series of one page reference charts.  These charts include one each for Income and Expense Accounts, Balance Sheet Accounts, Job Cost Codes and the popular Top 100 Cost Codes.  The charts are in numeric order on one side and alphabetical order on the other site to facilitate everyone's preferences.  Many users print the charts in colored card stock and have them laminated.  The concept for using the charts is to have them readily available next to your computer or where ever you might need to refer to the codes.  The charts are in Excel, so you can modify them if needed.

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Bookkeeping Reference Charts #2

This is just another one of the reference charts for your review.  Of course, since the Forms Library is FREE, you may just as well download it and see them all for your self.

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Time Sheets

A collection of five different one-page-per-week time sheets, specifically designed to work with our TimeTrax programs, but suitable to any application.  The Time Sheets differ in that some of them include cost codes on the time sheet, and also allow for 4 or 8 splits during each day.  The forms are easy to use, even for a carpenter using a lumber crayon.  Each Time Sheet includes a signature line.  You can edit the cost codes and the specific start days of the week to match your payweek.  I recommend that you print your preferred Time Sheet on pads and give two to each employee because they will lose one immediately.

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Time Sheets #2

This is just another one of the time sheets for your review.  Of course, since the Forms Library is FREE, you may just as well download it and see them all for your self.

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Vendor Invoice

This Vendor Invoice is designed for those situations where you are dealing with the typical hard-working subcontractor who shows up at your office each week, needs to get paid, but doesn't have even the most rudimentary invoice form.  Every Builder has at least one guy like this.  The Vendor Invoice is a generic form that you can use to get the subcontractor to at least create a source document that you can then process through your normal bookkeeping process.  We recommend that you print these up in pads and have them ready at your office.

 
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Mileage Log

After my first IRS audit, wherein I ended up paying an additional $800.00 because I didn't have any documentation to substantiate what percentage of my truck's annual mileage was for business, I developed this one-page weekly mileage log.  All you need to do is track your mileage for one week per quarter, showing the total mileage for the week, and showing your typical weekly itinerary.  The form allows you to check-off standard stopping points (office, copy shop, post office, permit office) plus jot down other trips (projects, client meetings, vendor stores, etc).  With this type of data, you can demonstrate the total miles for the week, and the miles driven for business purposes, and thus the percentage of total miles for business.  This is enough documentation to interpolate your mileage for the tax year.

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Reimbursable Expenses

This form is designed to be printed on the outside of a 7.5 x 10 envelope.  The idea is to control all those miscellaneous receipts (gas, postage, hardware store, etc.) that you pay for out of your pocket every day by sticking them in a envelope that you keep in your truck.  The form printed on the outside of the envelope allows you to jot the basic details of each expenditure, including the coding and job number of the expense.  Once every week (or any time you want), you total the receipts, write yourself a reimbursement check for the total (split according to the form), staple the stub of the check to the outside of the envelope and put it with your paid bills.  This way you get reimbursed for these out-of-pocket expenses without having to actually log each and every receipt into your bookkeeping.  It's important to keep a good paper trail of these cash expenses, and with this procedure, if an auditor wants proof of a specific check, let him dig through the envelope and add up the receipts himself.  The procedure can work for employees also, which is why we've included a signature line on the bottom.  We designed the form to print on the smaller envelope (instead of a standard 9x12 envelope) specifically so it would easily fit in the file with your other 8.5x11 bills.  You may also print the form on plain paper if you prefer.

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Bookkeeping Stamps

This is a pattern sheet for the three bookkeeping rubber stamps that we discuss using in our QuickBooks seminars.  We get so many requests for copies of the stamps that we decided to provide them in the website for everyone.  All you need to do is print the Excel page with the patterns, which includes the stamp size, font style and size and stamp color, and give it to your local stamp store.  If you wish, you may use Excel to modify the modify the patterns.  What could be easier.

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