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Track worked hours in Excel

For the tax authorities you have to keep track of how many hours you spend on your company to meet the hours criterion. It is also useful for yourself to keep track of how many hours you spend on something. In the beginning I kept that detailed in Excel. I would like to share this Excel with you.

The Excel

All tabs

The first picture gives you an overview of the tabs that are available. For every week I have created a tab and given a number. These are the weeks in which you can indicate your hours per week. In the Memo tab you can see calculations with the number of hours worked and in the tab Year overview hours you can see the amount of hours that you have spent per project in a year.

The week

Week

On the tabs week 1 to week 52 you fill in the hours you spent on a certain project. The names of the projects appear here themselves, because you enter them on the tab Year overview hours. You look up the date and project and then arrive at a cell and fill in how many hours you have worked on the project that day.

The system automatically counts on how many hours you have worked that day or week. In column J you can see how many hours you spent on the project in that week.

To use this Excel for another year, copy the file. Empty it with the entered hours. And at week 1 on Monday you enter the date that falls on Monday in the week of 1 January. Before 2019 this is 31 Dec. If you fill this in, the other data will change automatically and the overview will be ready for another year.

Excel tab Annual overview hours

Year overview hours

In the Annual overview hours tab you enter the projects you are working on. This is possible at any time. You do not have to put all projects down at once. First note down the project and then the hours in the week tabs, otherwise you do not see which project is involved. This is possible in Column A. At indirect hours I have already put some things fore you. Be free to adjust them. This can be done on this tab.

In column BC you see the total number of hours you have worked on in the year on a project. I have hidden the intermediate columns, with the hours per week. They would only make the overview unclear.

Memo tab

Memo

You do not have to fill in anything on the Memo tab. You only read data here. So you can see if you meet the 1225 hours of the tax office or how many hours you still miss. You can also see for each project how large that share of hours is compared to the total number of hours.

The Excel to download. Have fun with it, please let me know if you have any questions: gmcapella@yahoo.com.

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To hike more

Hiking Fair

At the end of last year I thought it was time to take a long walk every year over several days. So I bought the books about the Pieterpad and the Pieterpad project was born. The plan is to start at the end of March with the Pieterpad.

But what do you do after the Pieterpad? The Four Days of Marbella? Also on the agenda, but then …..

So I went to the Hiking fair (Wandelbeurs) in the Jaarbeurs in Utrecht. My wish was fulfilled. There was enough inspiration to hike my whole life. Unfortunately, mostly in Europe, but it is a start.

So I got to know enough routes on the fair to hike in the Netherlands and Southern Europe in the coming years. Although it wasn’t at the fair, I would like to hike the temple route in Japan too.

In a few years I will go again to the fair to get more inspiration again. If you are looking for hiking inspiration I would recommand you to go once to the fair.

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Track your health in Excel

Do you sometimes feel that you have not been sleeping well for a while? Or stress through work? Then it is good to keep for a while: how much you sleep, what you eat and drink, how much you work. For this I have devised an easy Excel system that you can fill in every day and then automatically displays graphs of your patterns. This allows you or your doctor to see if something needs to be changed in your patterns of sleep or work. The health monitor can be downloaded here.

Months

The Excel system consists of 15 tabs. One for each month of the year and two with data per year and a tab with explanations.

Memo tab

Memo

The Memo tab contains comments about the use of the Excel system. For example, there are definitions for day and night, standing and computer work. Explanation for the various tabs. Here you do not have to fill in anything, just read it correctly.

Tab Months

Tab month

You enter the data in the Months tabs. This way you enter how many hours you slept, how many times you were awake, etc. These are immediately visible in the graphs above. If you fill in the whole month you can see at the end of the month a pattern of the amount of hours you have slept, worked, etc. At the end in column AG you can see average working hours and sleeping hours, etc for that month. In column AH the total is added together.

This way you get a nice overview for the months per tab and you only have to enter the numbers at the right date.

Year Totals

Year totals

You do not have to do anything yourself on the Year totals tab. As soon as you enter something in the Tabs of the months, this is included in the calculations on this page and also the graphs. This gives you a good overview of how your sleep rhythm was in a year, how much you worked, etc. In the table you can read the total per month, just like in the graphs.

Year average

Year average

Also on the tab Year average you do not have to do anything and everything is automatically calculated for you and displayed in the graphs. On this tab you see How you have done on average per month in terms of hours of sleep, lying awake, etc. Here you can compare the months with each other and perhaps discover patterns.

Get started! Let me know if you find it useful or if you have any questions via gmcapella@yahoo.com. You can download the Health monitor here.

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Free workspace in the Netherlands

Free working space

As an entrepreneur with no office, I am always on the look for working spaces. In the Netherlands I found three main places which I can make my office for a day or part of a day. All these places have free wifi.

University Library

Even if you are not a student (anymore) you can work in the university library. There are tables and chairs. There are 11 universities in the Netherlands I know of in which you can use the library as a non-student. The plus of the university library is their opening hours. On weekdays they open at 8 and closes at 22 hours. In the weekend they open at 10 and closes at 18 o’clock. So great hours for early and late starters. Toilets are free to use.

Public library

Another library you can use is the public library. The hours are less then the university library, but still good. The opening hours differ in each city. On Monday and Sunday most of them open late, 12 or 13 o’clock. It depends on the city if the toilet is free. Otherwise you pay 50 ct to go to the toilet. There is enough space and there are free newspapers to read.

Seats2Meet

The last one I use is Seats2Meet you pay here with Social Capital. Basically this means someone else working in Seats2Meet can ask you questions about your area of knowledge. When you reserve a space you have to fill in your expertise. Seat2Meet is an open space with tables you can use. There is free coffee and tea and toilet. It is a great way to get to know more entrepreneurs or other workers working there.

So next time instead of working at home try one of these options.

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Create declaration form in Excel

Sometimes you have to declare costs to others. Then it is useful to use Excel. Even more convenient is if you create a template in Excel in advance that you can always use for declarations and do not have to make it over and over again. You can use this declaration template.

Declaration template in Excel

Declaration form

The declaration form in Excel works as follows. Above you can enter a date, your name and personnel number if applicable.

In row 8 you enter your first declaration. In cell A8 comes the date of the receipt, invoice or travel date. In C8 the VAT percentage that applies as shown. And in D8 the amount includes VAT. In E8 it automatically calculates the VAT amount. This way you also fill in the other rows with your declarations.

A filled declaration form

On line 23 the total amount of your declaration will appear and also the entire VAT amount. This way you can easily send a declaration to an organization or company.

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Be good for yourself

Be good for yourself

With all the hikes I am planning on doing besides my business Databeet. I need to relax. So when I saw that ABNAMRO had a good deal with the program &Meer for a Spa day! I booked one. The Spa day is for free if you are a member of &Meer. Membership is free if you are a client with ABNAMRO.

You can choose which Spa Welness you want to go to and pay only a handlings fee. So I looked for Spa nearby and booked Spa Puur in Tilburg with a handlings fee of 8 euro. I couldn’t wait so I absorbed all the information about Spa Puur on the website.

On a nice warm and sunny February Sunday I went to Spa Puur. It was in one word Amazing. I tried all the inside saunas and baths. It was such a nice day that I sat on the terrace in the sun in my bathing suit and towel wrap around me.

There are 10 different type of saunas to try. For some you have to go outside in the garden. Those I didn’t do, but all the others inside I did each for quarter of an hour. You are just sitting there in your bathing suite absorbing the heat with nothing to do. So your mind relaxes and with that your body.

Between the saunas I did the baths. There was one with salt water in which you are supposed to float like in the dead sea. It was nice, but I wasn’t floating like I did in the dead sea when I visited Jordan. There is also a small pool that loop around going into the garden. A bit cold but nice to do. There are whirlpools and a lavender bath in which you can sit. All in nice temperatures. But one bath I didn’t do. Yes if you know me you know which one, the ice waters. No cooling down for me with ice water.

I had a nice time and would do it again if ABNAMRO has a deal again. I opted to go on a bathing suite day and would do that again. If you have ABNAMRO don’t forget to use this deal. There are Wellness everywhere in Holland, so there must be one near you to use.

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Create invoices in Excel

If you do not have an accounting program that makes invoices. You can do this in Word or Excel. In Word you need a calculator to do the calculations or you do them in Excel and then move them to your Word document. I therefore created a billing system in Excel that is easy to use. You can download and use the Excel invoice system. Below is the explanation.

Enter invoice data

Invoices

On the tab 2019 Invoice you can see the invoice numbers in Column A. These are in order as the tax authorities require. If you need more than 30 invoices, you can extend the list downwards and you will receive more invoices.

In Column B you enter the client, in column C the person to whom the invoice is to go, In column D the address of the company, In column E the postcode and Column F the place of residence of the company. In column G comes the date of the invoice. Often the date that you create the invoice. In Column H you enter the amount you want to collect excluding VAT. In Column I you give a description of your service.

VAT

Total

In column J and K you do not have to do anything in it when calculating H the amounts are calculated. The formula with which this is done can be seen in the figures above.

In column L you can keep track of whether the invoice has been paid and in Column M you have to think about when you for example send a reminder or a term that is different than the 2 weeks on the invoice.

Each line is a different invoice. You can see the details you enter on the tab with the same invoice number.

The invoice itself

Invoice

Each invoice has its own tab, in which the details entered on the Invoices tab are automatically entered.

On the Invoice tab 201901 You still need to replace Right above Address, Postcode and city with your own address. This also applies to A22 in which you have to enter your bank account number, company name and city. And also A30- A38 fill in your own details. Once entered on the Invoice 201901 tab it is automatically adjusted in the other tabs.

Send invoice

Save invoice

You can not send the Excel to your client. You want to send a PDF this can be done after you have entered everything in for example tab Invoice 201901 and then choose files for copy save. In leaf that opens, choose the folder in which you want to save it. You give the invoice a name. The most convenient is the invoice number, client name and assignment name. When saving as choose your PDF. Then click on save and then you have an invoice in pdf that you can send to your client.

If you have any questions or want to expand the invoice system, please feel free to contact me.

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Chocolate, chocolate, chocolate everywhere

Chocolate festival

In Ecuador, a lot of years ago, I had the opportunity to make my own chocolate on a cacao farm. We harvest a cacao fruit and peeled the cacao. The cacao we had we pulverized. To get some sugar we had to walk the sugar cane mill. The cacao, the sugar and some milk made a delicious chocolate milk. Better then you can get in stores. I can still taste it in my mind…

Chcocolate tasting

Chocolate tasting

So when I saw that there was a chocolate festival in the Beurs van Berlage in Amsterdam, I had to go. Nothing better then source chocolate. So Saturday 23 February I went to the festival and tasted chocolate till I was nauseous.

The difference is that the chocolate in Ecuador and at the festival was pure no artificial ingredients added. You can still taste a bit of the bitterness. I had a lot of chocolate bars, hot chocolate, beer with chocolate, sausage with cacao and cheese with cacao. Also I had for the first time cacao juice from the fruit. I already had tasted how good the cacao fruit is in Ecuador and Cuba and now the juice. It is a pitty you can’t get the juice in shops yet.

Cacao fruit juice

Good & Bad in Chocolate industry

There were a lot of chocolate with a statement. Rokbar chocolate 100% made and owned by women, empowering of women. Tony’s Choconally with their 100% slave free chocolate.

There was also an environment organization Mighty, which makes sure we know that not all chocolate are produced environment friendly. A lot of bush has disappeared for cacao plantations. This are mono plantations destroying the habitat in which monkeys and other animals live.

More and more chocolate producers and supermarket chains in the world are committing to selling chocolate that tackle issues as deforestation, sustainability and human right issues. In the Netherlands these chocolates are not common yet, but will be in a few years as the chocolate market is changing.

Chocolate with a issue

A resolution

With the fasting period coming up I am making a resolution to myself to only buy chocolate that tackles issues from now on. Are you going to do that to? They cost a bit more, but they taste better and are friendly to humans, animals and our environment.

 

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Do your administration in Excel

When you start you probably do not have a bookkeeping program or you are a fan of Excel or like to keep track of your bookkeeping yourself. Anyway with this simple template in which you can do your accounting in Excel.

Building of your Administration in Excel

Administration-in-Excel

The administration template in Excel consists of a tab for each month of the year and a tab called VAT. On the VAT tab your turnover and VAT per month are calculated, more on this later. And on the tabs of the months you do your actual administration. Let’s start with that

Income and costs

Montly income and costs

We take the tab Jan as an example. In the first orange column, we enter the income and the costs in the 2nd orange column. Every income or expense gets a separate line in this tab.

So the first income comes on line 5. At client A5 you enter the name of the client. At B5 you set the description of the assignment. At C5 the category of type of work. At D5 comes the date that the invoice has been paid. Depending on when you fill this in, it may be that you only fill in the date later. I fill in this schedule as soon as I issue an invoice, but leave the date field empty until the invoice has been paid and then enter that date.At E5 comes the amount that the client owes you exclusive of VAT. At F5 comes the VAT they owe you. In G5, the system automatically counts the total amount you owe (amount excluding VAT + VAT). This way you enter all your income for January.

On line 9, the system gives you total income excluding both VAT (E9) and VAT (G9). And in F9 the total VAT that you have to pay this month.You enter the costs in the same way. In A13, the supplier comes from a product or service. In B13 the description of the service / product. C13 the category of the product or service. You can think of: travel costs, network costs, study costs, operating costs, etc.

In D13 comes the date of purchase product or service. In E13 the amount excluding VAT and in F13 the VAT you paid for the product. In G13, the amount excluding VAT and VAT is added together. This way you enter all your costs for January in this case.At the end, the total costs for you in line 28. In E28 the amount of costs excluding VAT, F28 the VAT you paid and G28 the total amount including VAT.

VAT and Turnover per quarter

VAT and Turnover quarterly

On the VAT tab, everything is automatically calculated when you enter the tabs of the months. In Column B you see the VAT you paid, in column C the VAT received. In column D the difference between received and paid VAT. This is the amount that you have to pay or receive in VAT from the tax authorities.

In Column E you see your gross sales excluding VAT. In column F the quarterly expense Excluding VAT. And in Column G you gross profit before tax per quarter.

If you turn a small turnover with no more than 1345 in VAT to pay, you can use Column I, J and K to get VAT back.

If you have any questions about this administration system or want to expand it, you can contact me.

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Branding is it necessary

Branding

When we start working or entrepreneurship we are talking about networking and marketing. Networking is going to as much events as possible and talk as many people as possible. Is this profitable? Too me it seems like not. When I go to these events I mostly great about 10 people and speak to mostly 3 people about what they do and what I do. It seems in the beginning useless, because they are not looking for your products or don’t have the money for your products. The odd thing is they still remember you after a few years and if you still exist they are willing to invest in buying the third or fourth product you renewed.

Is this marketing? Yes, long term marketing, marketing that stays with you if you are dedicated to it and willing to renew yourself every time again and again. Not going for the things everybody goes for, but smalling your business into the niche that is yours, and yours only for a few years till lagging kicks inn or you get frustrated in doing the same thing over and over again.

Marketing goes into branding. The business card you gave away is worth more than you can imaging at the moment or less sometimes. So the person you didn’t want to talk to can be the client you want, but also the hell you have to kick out as a client forever.

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Things to do near St. Joris bay
Blog Caribean Curacao Life Travel

Hiking in the tropics

There is a big difference between hiking competitions and running competitions. With running it goes on time, best time. With...
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Hiking in the tropics
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