Keeping track of cars and cash flow

[Paul2011]

How do you guys keep track of cars detailed and wash, for taxes and how much money purposes? I use a spread sheet and hand write every car I do and owners name and how much they paid but have no log or anything like that and it takes some time. Is there any computer program or tricks to making it faster? Also any other tips/tricks for managing business related things?

[C. Charles Hahn]

QuickBooks....

[David Fermani]

I made a custom form that listed the car (color/model) / Stock # / Last 8 of Vin / Dealer/Customer / Date in / Date Out / Detailer / Price / Paid

The more documentation you have the better. Each day I started a new sheet.

[Barry Theal]

I use a weekly run sheet of year make model last six of Vin. It gets to be about 40-60 cars. So at the end of the week. I ll bill out on Quickbooks. If your a small business owner quickbooks is a must. I love it except for when I get them emails about paying taxes.

[David Fermani]

I use a weekly run sheet of year make model last six of Vin. It gets to be about 40-60 cars. So at the end of the week. I ll bill out on Quickbooks. If your a small business owner quickbooks is a must. I love it except for when I get them emails about paying taxes.

Exactly why you need to use sub-contract labor....

[C. Charles Hahn]

Exactly why you need to use sub-contract labor....

Just be happy MI isn't charging sales tax on services (yet -- it almost happened a few years back)... then it wouldn't matter what kind of labor you used.

[David Fermani]

But isn't that only in an hourly setting?

[C. Charles Hahn]

But isn't that only in an hourly setting?

My understanding was that it would have covered any sort of 'service' with very limited exceptions.... but it's been a while, I could be mistaken.

EDIT: It would have followed a GST-type model:

A look at the proposed Michigan service tax - Detroit Alternative Medicine | Examiner.com
Michigan Use Tax on Services - Summary of Michigan Use Tax on Services

[MichaelM]

Exactly why you need to use sub-contract labor....

That would be nice, but in PA I'm not so sure that would fly. I know this subject has come up here in the past. It seems like everytime I look I find new/different info as it applies to PA. Just saw this on the PA Dept. of Revenue site:

"Services performed by a worker will be exempt under the benefit and taxing provisions of the UC Law if the individual is, in fact, an "independent contractor." In order to be excluded from coverage, the person who performs the services must meet two conditions pursuant to Section 4(l)(2)(B):

The individual must be free from control or direction over the performance of the services involved, and

The individual is customarily engaged in an independently established trade, occupation, profession or business."

Detailing would be a tough fit under those two guidelines.

[David Fermani]

It must be a regional thing? As a matter of fact when I met with my accountant a few months ago we discussed this issue in quite a bit of detail. He is still very adamant the sub-contractor agreement being legit in the setting I used to operate within. And, the current owner was audited by the IRS (non-related issue) and they gave him a clean bill of health too.

[Shawn F.]

I talked with a few people where I live and they said there are plenty of people who do as David F. does and nothing wrong with it... In NC that is, not sure if it changes state to state. I'd love to clear this issue up or get more info from you David as to what NOT to do and what I can do and still be safe. As to answer the OP's question, keep invoices and estimate sheets with all the above info in this thread and get Quickbooks. It's a must!

[David Fermani]

What I did and would urge anyone interested in knowing the real deal... talk to accountant and an attorney to see how you can cover your arse and do it the right way. I actually changed my business mgnt workflow so I was doing the right thing.