My continued struggles with quarterly accounting

Four times a year, I partake in a ritual that reminds me of my limited cash-flow competence–and of how a certain large personal-finance firm just doesn’t care.

Adding up my income and expenses after each quarter instead of at the end of the year is Accounting 101, but because I stumbled into a freelance existence it took a few years of struggling through tardy bookkeeping to get myself in the habit.

Several years of this practice have now streamlined this to a manageable level of drudgery, but the first step remains as irritating as ever: downloading records from Intuit’s Mint.com personal-finance app.

I know, I know; Intuit runs this free Web app so poorly that it still seems to require Adobe Flash to display investment charts. (I can’t confirm that at the moment because Mint’s investment page won’t load.) But for my limited expense-tracking needs, it functions well enough most of the time.

And then there’s the other four times a year, when I need to edit a Mint Web address to work around its bizarre inability to search transactions by date. Yes, to see only transactions for the second quarter of 2019, I need to edit this page URL:

https://mint.intuit.com/transaction.event

This address will cause Mint to show just Q2 transactions:

https://wwws.mint.com/transaction.event?startDate=04/01/2019&endDate=06/30/2019

Then I can search for those tagged as “Freelance journalism,” download the results as a .csv file, and import that into the Google spreadsheet I use to track my expenses.

There, I still need to piece apart payments, reimbursements and different categories of expenses. But in general I’m only looking at half an hour of copying and pasting to know how I made my money and where I spent it–assuming I didn’t forget to tag a transaction in Mint, which has happened more than once.

Whether the results make me happy is another thing entirely. In this case, my problem is a June that fell between too many clients’ payment timetables and also suffered from a snakebit May for story pitches… well, let’s just say the resulting paltry income might suggest that I got a lot more done around the house than I actually did.

Fortunately, I had two large checks arrive in the mail July 1, so Q3 is off to a fine start. At least, that’s what I’m telling myself now.

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A small consumer victory: exercising a Chase credit card’s trip-delay coverage

I got a giant financial firm to treat me to a nice dinner and a reasonably comfortable hotel room, and I only had to ask once.

But that is what Chase promised with the trip-delay coverage on the credit card I use for business (and also offered on the Sapphire Reserve card carried by almost every avgeek I know). I’d just never cashed in this feature before, and I’d thought they’d make the process a little more difficult.

Should you find yourself in a similar situation, here’s how it worked.

Step one: Miss a flight. In my case, a line of afternoon thunderstorms shut down the airport in San Antonio as I was heading home from covering the Geoint Symposium conference there. That ensured I’d miss my evening flight from Houston back to National Airport and would instead have to fly home the next morning (my thanks to the helpful SAT United Club agents for getting me a spot on the first flight to DCA when only first-class seats were left).

Step two: Pay for what you need. First I got dinner–I treated myself a little at Pappadeaux Seafood Kitchen in terminal E–and then I booked myself a hotel. Knowing I could get that covered, I didn’t stress over my choices and chose the closest decent option Marriott’s app listed, a SpringHill Suites just outside the airport with free shuttle service to and from IAH. Having all these on the same card as my flight simplified things, but that’s also basic business accounting.

Step three: Get documentation. Keeping receipts for dinner and lodging was obvious, but trip-delay coverage also demands verification that you got those bonus hours away from home. At United, this involved sending an e-mail to delayletter@united.com requesting confirmation of my missed connection; two days later, an airline rep e-mailed a PDF outlining what weather did to my itinerary.

Step four: File your claim. After I got home and read One Mile At A Time blogger Ben Schlappig’s recap of exercising his own trip-delay coverage, I opened a claim at the Eclaims site that Chase employs. There, I plugged in the basic details of my travel–original flights, replacement flight, total resulting expenses–and uploaded PDFs of my dinner receipts (I scanned in both the itemized check and signed total), original flight booking receipt, hotel bill and United delay letter.

Step five: Wait for compensation. Nine business days after I submitted the claim, I got an e-mail reporting approval of it. The money should be in my bank account in three to five business days, which means I’ll have it before I need to pay off the credit-card balance.

That made me a satisfied customer… and one wishing I could jump into a time machine to tell myself to exercise this protection right after 2015’s weather-induced IAH overnight instead of waiting until after Chase’s 60-day window to claim my coverage had closed.

Ballparks I’ve visited: 17 and counting

Spending Monday through Friday in New York to attend a couple of conferences brought a couple of benefits a little afield of work: catching up with old friends and crossing another ballpark off my list.

Photos from the stands of Fenway Park, Safeco Field, Dodger Stadium, Rogers Centre, Wrigley Field, Citi Field and Jacobs FieldWith Thursday’s visit to Citi Field, I’m now up to 11 current ballparks, plus six defunct stadiums. The ones still in use, sorted by how often I’ve been there and, for the places I’ve visited only once, oldest to most recent attendance:

  • Nationals Park: In three words, my baseball home. It’s not the best looking ballpark, but it works well. And it’s been amazing to see the neighborhood grow up around this place. Now if I could just be in the stands to watch the Nats win a postseason series instead of lose one
  • Camden Yards: I don’t know exactly how often I’ve been to Orioles games here–I don’t have dates for the visits in the ’90s before I kept a digital calendar. Anyway, it’s a great ballpark, aside from having concourses without a view of the field.
  • Fenway Park: Seeing the Red Sox beat the Yankees here in 2002 remains one of my better baseball memories, and that experience also finally got me to start paying attention to standings and box scores.
  • Pac Bell Park: No, I’m not calling it “Oracle Park.” Three renamings in 16 years is weak, and Oracle’s abuse of intellectual-property law is grotesque. Aside from that, lovely place.
  • Wrigley Field: My wife and I saw the Nats beat the Cubs 5-4 here in 12 innings during the magical first half of the 2005 inaugural season.
  • Progressive Field: My uncle got some amazing seats for an Indians-Yankees game in 2007–so good that my friend Robert Schlesinger, watching at home, noticed somebody wearing a Nats cap behind first base and then recognized me. Thanks, Uncle Jim.
  • Dodger Stadium: We were in the stands here in 2012 for Bryce Harper’s second game as a Nat.
  • Coors Field: On the first day of Free Press’s National Conference on Media Reform, I decided to ditch the afternoon events and scalp tickets so I could see my second home opener in a week.
  • T-Mobile Park: My wife and I caught a game at the then Safeco Field in June of 2013. Good job on the ballpark, Seattle.
  • Rogers Centre: I had a ballgame-sized hole in my schedule the day I arrived in Toronto for the Collision conference last month, so I bought a ticket and saw the Red Sox thump the Blue Jays 12-2. Sadly, the long security lines outside prevented me from getting in before the first pitch and hearing two national anthems.
  • Citi Field: This is another good retro ballpark, but the absence of development nearby makes it an outlier among ballparks.

And here are the defunct ballparks I’ve visited, listed in the same order:

  • RFK Stadium: My fondest memory of this concrete donut will always be watching the Nats bring baseball back to D.C. in 2005.
  • Veterans Stadium: The first major-league baseball game I ever attended was at the Vet, which probably explains why the baseball gene didn’t activate until years after that childhood outing to Philly.
  • Astrodome: This should come with an asterisk, as I definitely remember going to the Astrodome during the year my family lived in Houston but can’t swear under oath that it wasn’t a rodeo.
  • Three Rivers Stadium: My brother and I saw Barry Bonds play for the Pirates here in the summer of 1991. As I recall, the Pirates lost.
  • Yankee Stadium: I wore a Red Sox cap in the bleachers in 2005. Let’s just say I felt like quite the minority at this Yanks-Jays game.
  • Shea Stadium: I saw the Nats edge the Mets here in 2007 and kept thinking of how much the place reminded me of RFK, but with a lot more air traffic overhead.

As for ballparks I haven’t visited, PNC Park tops the list by a considerable margin. (Anybody know any tech conferences in Pittsburgh?) Petco Park probably comes next; I could have crossed that off the list last summer had I flown into San Diego two days before a family wedding there instead of one. After that? I’ll leave that up to where travel takes me and if it leaves ballgame-sized gaps in my calendar.

Six weeks in a row of travel

When I unlocked the front door on our darkened porch Thursday night–and, as if by magic, the power came back on–six consecutive weeks of travel went into the books.

View of Toronto from a departing airplaneIt all seemed like a reasonable idea upfront, not least when it appeared I’d have a couple of weeks at home over that period.

In an alternate universe, a spring break trip to see Bay Area and Boston relatives and then the IFA Global Press Conference in Spain would have been followed by week at home, then more than a week of additional downtime would have separated Google I/O in Mountain View and Collision in Toronto.

But then I got invited to moderate a panel at the Pay TV Show in Denver, with the conference organizers covering my travel expenses, and my Uncle Jim died. The results: 4/13-4/21 spring break, 4/24-4/28 IFA GPC, 4/29-4/30 in Ohio for my uncle’s funeral (I had about nine hours at home between returning from Spain and departing for Cleveland), 5/6-5/9 Google I/O, 5/13-5/16 Pay TV Show, 5/20-5/23 Collision.

I’d thought having the last three trips only run four days, with three days at home between each, would make things easier. That didn’t really happen, although I did appreciate having time to do all the laundry, bake bread and cook a bunch of food during each stay home, then be able to check the status of my flight home the morning after arriving at each destination.

In particular, my ability to focus on longer-term work and try to develop new business took a hit during all this time in airports, airplanes and conference venues. And because Yahoo Finance elected to have staff writers cover I/O and Collision remotely, so did my income.

Meanwhile, I can’t pretend that I’ve been following the healthiest lifestyle, thanks to all of the eating and drinking at various receptions. Consecutive days of walking around with my laptop in a messenger bag left a softball-sized knot in my left shoulder to complement my sore feet. And I’ve woken up in the middle of the night too many times wondering where I was–including once or twice in my own bed at home.

So while the past six weeks have taken me to some neat places and connected me to some interesting people, I don’t need to repeat the experience.

Two sides of airline customer support

My trip home from SXSW Wednesday started with my first of two flights getting delayed by at least two hours, ensuring that I’d miss my connection in Houston–and I never worried about getting home that day.

That was because I had some of the best possible support in my corner: the agents at the United Club in Austin. Within minutes of the United app warning of a delay for my AUS-IAH flight–and the FlightAware site showing not just a delay, but the inbound plane for my flight returning to Houston instead of battling through a line of storms–they started lining up alternatives.

First they booked me on a 2:20 p.m. flight from Houston to Dulles, then they put me on standby on a 12:15 nonstop from Austin to Dulles. And after I asked about options in case my delayed AUS-IAH flight got off the ground even later and said I’d be fine flying into National instead of Dulles, they protected me on a late-afternoon IAH-DCA flight.

In the end, we got out of AUS a little after noon, allowing me to make that 2:20 flight to Dulles. My upgrade even cleared on both flights–something that hadn’t happened on a domestic flight since September.

That’s exactly the kind of help I’ve gotten at United Clubs the one or two times a year I have an itinerary go sideways. The agents behind the desks there are empowered to fix problems and bend rules if needed, and they seem to enjoy the challenge. As View From the Wing blogger Gary Leff regularly reminds readers, it’s that level of assistance–not the free cheese cubes and prosecco–that justifies the expense of a lounge membership.

(The cost for me is $450 a year, the annual fee for the lounge-membership-included United credit card I use for my business. I recoup most or all of that cost each year by using the extra frequent-flyer miles the card generates on free tickets for my family.)

Feb. 22, my brother had an entirely different experience on United. A late-arriving crew delayed he and his family’s flight from San Diego to Dulles, ensuring they’d miss their connection home to Boston. He has no status or club membership with UA, so he could only call the regular United line. From John’s accounts, this was pretty terrible all around; were he on Twitter, some epic Airline Twitter would have resulted.

With none of the next day’s flights from IAD to BOS offering four seats open, United’s phone rep tried to ticket them on American. But apparently that didn’t take in AA’s system, and it took much longer for the rep to rebook the four of them on Delta–from DCA to LGA to BOS. The process took long enough that John was still on the phone when I landed in Brussels on my way to Barcelona–so I texted him from the lounge there and called United’s 1K line myself to make sure they’d fixed his reservation.

John and co. did finally get home that Saturday, and at least they could stay at my house Friday night for free. But his treatment didn’t make him want to fly United again, while mine did.

Unfortunately, a lounge membership doesn’t make financial sense unless your travel patterns justify consolidating your travel on one airline and building status there. So I can’t endorse that for everyone. Instead, I will repeat an earlier endorsement: FlightAware really is great for tracking the status of an inbound aircraft, and you should never take an airline’s word for your flight’s departure time until you check it there first.

My least-replicable travel hack: an Irish passport

Thursday, I wrapped up another trip to Europe that left me with zero passport stamps. I haven’t gotten any coming home since my Global Entry subscription kicked in five years ago, but I also haven’t picked up any arriving in the European Union since the spring of 2017.

That’s when I started traveling to the EU with an Irish passport. The backstory: As I’ve mentioned here before, my grandmother was born in Ireland, which qualifies me for Irish citizenship–and my parents did the extensive paperwork to secure that so I could work in my dad’s office in Paris in 1991 without getting a work visa.

The passport I got then expired after a few years of my using it only as an ID at bars on St. Patrick’s Day (bouncers were uniformly unimpressed), and I didn’t think further about it until being in Europe in November of 2016.

No, Trump’s election alone didn’t drive me to get a new Irish passport. The dreadful non-EU passport lines I saw at Lisbon’s airport did–on top of the even-worse ones I sweated out in Paris that summer.

Renewing a citizenship document that far out of date took exponentially longer than I expected. The post office somehow lost the certified letter with all the required documents–starting with my birth certificate and Irish foreign birth registration–for a few long weeks, leaving me worried that I’d wind up undocumented in two countries. But that envelope finally made its way to the embassy on Sheridan Circle in D.C., and at the end of April I had a passport in burgundy as well as one in blue.

The time savings since then have been enormous in some places. In Paris and Lisbon, I’ve easily dodged 40-minute waits; at Heathrow last summer, my wife and our daughter got to share this EU-citizenship benefit, avoiding what looked like an hour-plus queue for the “All Passports” desks.

At better-run airports like Barcelona, Brussels, and Munich, this passport has only yielded a few minutes that I could spend in a lounge instead of on a line–plus the robotic experience of having my passport read at an electronic gate instead of by a person–but that’s still quality time. In all cases, my Irish passport has gone unstamped, as per EU policy.

It’s not like I get a choice: I have to use an EU passport when entering and leaving the EU, just as I have to use my American passport when returning to the States.

(Yes, the Feds know about my international alter ego. I stopped by the Global Entry office in the Reagan Building not long after getting this passport to have it added to my file.)

There is, however, one country where I’ve yet to derive any benefit from my Irish passport: Ireland. Shamefully enough, I haven’t been back since Web Summit in 2015, and I should do something about that.

Here’s the Google spreadsheet I use to track my expenses

A friend of mine started freelancing at the end of last year, so I decided to give him a boring but useful present: a blank copy of the Google Docs spreadsheet I use to track my expenses.

old calculatorA systematic, easily smartphone-accessible way to record the costs of doing business–organized so you can copy the year-end totals into your Schedule C tax form–is exactly the thing I needed when I started freelancing almost eight years ago. Instead, I had to survive some excruciatingly stupid accounting practices and eventually thumb-wrestle my way to marginal competence.

I was glad to give my friend a boost past that phase, and now I want to do the same for any self-employed types reading this. Here you go: Make a copy of this template (go to the File menu and select “Make a copy…”) to your Google account and get to work.

This template is organized by types of expense, with the biggest categories in my case–travel and meals and entertainment–getting their own sheets. When possible, I’ve aligned types of costs with TurboTax’s vocabulary to reduce springtime tax-prep confusion. In addition, you’ll see a box in which you can plug in the relevant numbers for a home-office deduction, but I recognize that not every 1099-income type will claim that.

I’ve also left comments throughout the spreadsheet (look for the orange triangle at the upper-right corner of a cell) explaining what goes where. If you see ways to simplify this or if you think the spreadsheet is missing an important angle, please let me know in an e-mail or a comment below this post.

I hope this help. Good luck with your business!