Trade:

Volunteering in exchange for accommodation is one of the best ways to control overhead expenses, according to Dunn. She’s taken care of dogs, painted murals, cooked and cleaned at retreat centers, milked goats, managed marketing plans and even led ecological treks on llamas. Another perk with volunteering she says, is the sense of home she receives from being off the beaten track and away from the hostel scene.

Transportation:

A self-proclaimed frequent flyer mile junkie, Dunn saves up her program points in order to upgrade her long-haul flights to business class. This strategy has previously cost her less than the price of an economy-class ticket! When she can’t manage to pull that off that minor miracle, Dunn enjoys traveling by train. The price is often less, and she prefers the extended scenery enjoyment that train travel provides.

Streamlining:

While it can be tempting to accumulate souvenirs and activity gear while you’re on the road, the reality of lugging those items around often destroys the fantasy of the extra comfort you hope they’ll provide, according to Dunn. When it comes to gear such as bicycles, snorkeling gear or similar equipment, Dunn chooses to rent if possible. If at the end of your research, you feel you need to buy a particular item, try to buy used. You may or not be able to sell it quickly when you move on she advises, and donating something you didn’t pay a great deal for anyway doesn’t seem to pinch as much.

Speed:

Moving at a breakneck pace is not only exhausting says Dunn, but it can wreak havoc on the long-term travel budget. Slowing down and getting to know the locals a bit before rushing off to the next destination will assist greatly in ferreting out the best deals. It’s also a sanity saver. Says Dunn, “In 2010, I traveled through over 10 countries on a whirlwind itinerary. Never sleeping longer than five nights in one bed, I emerged from the year completely exhausted. I had to simply stop moving for about six months to catch my breath.”

Photo Credit: Oakley Originals

Create a portable grooming kit.

Gym-sized hanging toiletry bags or zippered pouches purchased at dollar stores and international markets are the perfect solution for storing your cosmetics, hair accessories and personal grooming products. Bobby pins are a great secret weapon for having great hair on the road. You can match them to your hair color to craft elegant French twists and other hair styles. Invest in smaller, compact sizes of things like emery boards, nail clippers and cuticle sticks to remain prepared for proper nail care while traveling. One place to stock up on such things is the beauty supply store, but pharmacy chains also have a fair number of miniature travel supplies.

Manage your makeover costs.

In addition to free makeovers available from such merchant chains as Merle Norman and Origins, you can also check with local beauty schools at your destination to book discounted services such as hair cuts, colors, perms, facials, pedicures and more. This particular grooming hack works well for both men and women, and is a great solution for keeping Mommy and Me getaways affordable.

Stay posh with performance clothing and a few travel secrets.

Many travel clothing companies have stepped up with wrinkle-resistant, stain-avoiding, quick-dry items suitable for business attire as well as adventure travel. Wrap dresses, dress blouses and career slacks make my list of faves, as do camisoles, leggings, peasant tops and sarongs for quick weekend getaways. Instead of dishing out for stain wipes (which are great for tucking in a biz jacket), consider packing a few baby wipes into your suitcase. They’ll remove a wide range of things from your clothing should you suffer a spill, and are available in flat travel packs you can easily tuck into your messenger bag. If all else fails, there’s always the classic club soda solution. Ask your waitress for some after a spill, along with an extra napkin. I’m also a huge fan of carrying a small lint brush to remove bits and bobs you pick up from lobby furniture.

Shoes need love too.

In addition to giving them a bit of a shine before your trip, you can also grab a quick shine at various street stalls in the Middle East, airport venues and with smaller sponge brushes that pack into your luggage.

Save space with accessories.

You can save room in your luggage by packing accessories to create different outfits. Wraps, belts, bling and scarves can all be included while requiring less room than an additional outfit. A great hat is also a helpful addition, as it can keep you shielded from harsh rays and cover up a bad hair day when time won’t allow you to spend extra time on your do.

Keeping coiffed doesn’t have to require an entirely separate suitcase, as these tips demonstrate. What are your favorite travel beauty tips?

Photo Credit: iStock

Equipment choice will play a large role in how successful you are with one-bag travel.

Luggage with expandable compartments or removable inserts like the Tenba laptop messenger bag for media professionals or rolling backpacks for adventure travelers will serve you well. Choose gear that’s functional and available in the smallest size possible. Universal earphones with retractable cords, tablet devices like the Kindle Fire instead of bulkier reading material and toiletry bags designed more for the gym than packing the kitchen sink are all great places to start.

Wear what you can.

Travel jackets with hidden storage pockets large enough to store a small laptop and cargo pants are a huge help. They allow you to physically wear a fair number of items and tech gadgets that would otherwise need to take up space in your daypack. When it comes time to navigate security, simply remove the jacket and place it one of the security bins like you would any other bag. Bulkier clothing and footwear are also best to wear on travel days requiring a plane ride. Save your flat-packing flip flops and thinner layering tees for your carry-on bag. Remember, it doesn’t cost more to wear extra clothing, but it does to check luggage. Pack accordingly.

Road warrior wardrobe choices will serve you well.

Thin, light quick-dry clothing suitable for layering works well on the road. Not that I don’t appreciate a good pair of dressy jeans when I’m traveling for a longer period of time, but leggings, sarongs, thinner tee shirts and wrap dresses will provide wardrobe flexibility while still allowing you to pinch pennies on luggage fees. Pack the thinner lightweight items and use Space Bags to save even more room.

Toiletry choices can either cost you or save you money.

Trying to squeeze on that giant bottle of perfume or specialty lotion will likely get you flagged for luggage check and result in having to watch a smug security guard toss it into the confiscated items bin. Invest in a practical kit of smaller containers that are airline approved and can fit into the one-quart bags required for TSA screenings. These containers can easily be refilled from the bulk sizes you purchase for home, saving you the cost of paying more for travel sizes of your favorite products. I like the kits that have labels included so you can easily identify sunscreen from conditioner and other frequently-mistaken personal care products.

When possible, choose solid shampoo and conditioning bars instead of the liquid versions. This will allow you more room for other products such as nail polish and skin toner. Certain cosmetics can perform multiple duties. For example, I like to use lip liner for its original purpose, as well as for lip color and an impromptu rub-on blush.

In the interest of full disclosure, I should probably admit that traveling with one bag has gotten more difficult since I’ve become a full-blown media professional, although I can still manage to pull it off for an overnight if minimal wardrobe changes are required. That being said, those who simply need to check in occasionally for email can easily accomplish one-bag travel. And save a ton of cash as a result!

Photo Credit: Cea

At roughly $110, Tenba’s large engravable messenger bag might seem a bit steep. Until you compare it to other pro gear bags on the market. There are a number of reasons why I dished out the dough for this particular Tenba bag. What follows is my complete Tenba messenger bag review, along with the several ways I use this product on the road.

The large Tenba laptop messenger bag can actually accommodate my 17-inch monster of a machine.

Yes, yes. I know. Why don’t I bump down to a smaller laptop size and make my life easier? Believe me, I wish I could. Lugging this beast around through airport terminals along with all of my other gear is absolutely brutal. But the truth is, with what my husband and I do for a living the only machines strong enough to do what we need are the juiced up gaming computers. And they’re not cheap. So having a piece of professional luggage that can keep a computer that size buffered while still being easy to remove for airport security was critical. And as I discussed in my travel bags for digital nomads article on Wise Bread, the search to find such a bag was not an easy one. So I was thrilled to find the Tenba large messenger.

These Tenba bags come with one of the better padded shoulder straps I’ve seen on the market.

If you’re not sure why this is a huge perk, then try loading a boatload of pro gear into your average duffel and carry it across your body for even a half mile. Crippling will be the word that comes to mind. Mind you, even with fantastic shoulder padding a loaded gear bag will still be heavy and a bit cumbersome. But at least these Tenba bags will distribute the weight more appropriately and keep your equipment organized in an efficient manner.

Another feature that immediately caught my attention was the Tenba messenger bag insert.

For those that need to carry around even a moderate amount of camera gear, the Tenba messenger bag insert is a Godsend. With padded sections that meet professional protective standards for your lenses and camera bodies, you can confidently carry your gear in the same bag as your laptop and other tech equipment such as cables, extra batteries and additional memory chips. Since the insert is removable, you can also store other items in the bag on days when you don’t need your full photography arsenal.

Note: Photographers who normally take several wheeled cases of various lenses and giant tripods will likely not be able to use this bag to carry their full range of equipment. The people I’m referring to here are those who make their living across multiple platforms and need to carry pro cameras along with screaming laptops, smaller video cameras and other writing supplies. That being said, if you have a multipurpose work day on your horizon and need only a lense or two along with a way to send the photos in to meet a deadline, then you can likely put the large Tenba messenger to use and justify its purchase.

The Tenba laptop messenger bag has a discreet access point for crowded areas.

This is pretty critical when you don’t want the entire coffee shop or group of surrounding tourists to see what you have for gear inside your bag. While this isn’t a good idea for anyone, it’s an especially bad idea for someone carrying their entire livelihood along for the day. A livelihood that would cost a small fortune to replace. The top zipper allows you to access your camera and other items without opening up the entire bag, and is one of my favorite features on Tenba bags in general.

The fact that the large Tenba messenger doesn’t look like a designer piece is a good thing.

It certainly looks like a nice piece of gear, don’t get me wrong. What I’m saying is the fact that it’s made of something that looks like ballistic nylon makes it stand out less. At most, the average person on the street might assume you do indeed have a laptop inside, but they would certainly never guess about your camera equipment. It’s the sort of messenger bag that looks like you’d have files, a few clothes and perhaps a few toiletries.

Where and when do I use my Tenba bag?

Well, for starters it comes along with me to any media event. Typically, those types of professional situations require anything from live tweeting and Facebook updates to photography, email access and the ability to meet outside editorial deadlines from the road. In short, I need access to all of my gear, all of the time.

Second, I typically pack up the Tenba bag whenever I head anywhere to work outside of the house for the day. This could be anywhere from my favorite coffee shop down the road, to an area bloggers’ meeting or lunch with a PR contact when I’m searching for story ideas.

Also, whenever we travel anywhere for the weekend or even to stay overnight with friends, the Tenba large messenger comes with me. When your professional and personal lives are as integrated as ours are, being able to crank out a quick article during a half hour of downtime or snag an unexpected yet iconic photo op with no prior warning is pretty critical to maintaining a location independent lifestyle successfully.

Sure, we’re still downsizing and figuring out where to go next from our Tampa Bay location. It’s been a crazy few years with flood recovery, bulldozing the lake house that got destroyed, finishing up my husband’s degree and transitioning into the second career stage of early retirement. But our work requires we hit the road quite often, and we’re also getting itchy international feet again. So equipment such as this messenger bag that allows things to flow seamlessly between travel and traditional home life is pretty critical to our long-term lifestyle mission.

Photo Credit: Amazon

Getting Around:

When it comes to navigation, we lean towards a hybrid approach which includes both traditional and techie solutions. There are many parts of the world that haven’t bothered to coordinate with app developers, so counting on the latest technologies will only get you so far. In addition to smart phone travel apps and your favorite GPS product, road atlases, local maps and MapQuest directions printed in advance should combine to provide you with all of the navigational support you need. When in doubt, call your hosts from the road or roll down your vehicle window and ask for additional directions the old fashioned way.

Research:

When problems arise that need a bit more time to solve such as construction detours or last-minute freelance assignments with an immediate turnaround, having access to Wi Fi is critical. If you have access through your wireless communications provider, fantastic. Many companies are stepping up these days with either tethering or traveling hot spot services. T-Mobile and Sprint are two such providers, Virgin Mobile is another.

If cell phone service sucks where you are (Hey, it’s been known to happen.), then search out a place to grab a coffee where the business is providing it for free. Panera Bread, Whole Foods, McDonalds and even Dunkin’ Donuts offer complimentary internet access, as do a number of shopping malls.

Information:

Local tourism offices and information bureaus are a great source of intel when it comes to searching out a great place to stay or have dinner in an unfamiliar place. Even the best researched vacations and business trips can hit a snag. Severe weather, construction delays, vehicle snafus and more have all been known to rear their ugly heads to interfere with my travel plans over the years. Chances are it will happen to you too, eventually. The other cool thing about tourism bureaus is they tend to have brochures on hand that include discount coupons for new visitors. Gotta love a bargain shopping opportunity when it presents itself.

Thrift Stores:

Speaking of bargains, North American thrift stores provide me with an affordable network of establishments within which to shop for things like sweaters, gloves and scarves when weather on the road takes an unexpectedly cold turn. Similarly, I can usually find some sort of luggage there if mine gets lost by the airline. It might not be comparable in price or functionality to what I have lost, but it can get the job done until I have a chance to file the reimbursement paperwork.

Store Locators:

I actually rely on these quite a bit. If we are in the middle of a long road trip, it’s extremely helpful to be able to find the nearest location of our typical go-to stores for things like Wi Fi, denim replacement, vegan fast food and more when an unplanned detour becomes necessary. We also use these to plan where on the route we can stop for an afternoon email check, and coordinate for fuel-up at the same time.

Do you have a favorite way to roll with the punches on road trips? Share your travel strategies below! We love hearing from you.

Photo Credit: Chovee

Few devices have gotten as much buzz lately as Amazon’s new tablet, the Kindle Fire. With full-color access to digital magazine subscriptions, streaming video, Android apps and more for just less than $200, the price point seems poised for a huge presence in this year’s holiday sales figures. What finally convinced us to dish out the dough? Read on.

While the Kindle Fire doesn’t directly compare to the functionality of the iPad, it isn’t designed to. It’s an entertainment device with web access and minor communications functionality for a fraction of larger tablet’s price. Here are eight of the main reasons we decided to dish out the dough for the Kindle Fire, including how it fits in to our semi-nomadic lifestyle. 

The Kindle Fire fits nicely into our downsizing plans.

Since we gave up cable service years ago, and recently ditched the TV as well to consume media exclusively through laptops and smartphones, it’s nice to have something else we can use to stream video news coverage and other entertainment while we use our laptops for work. Also, we’re in the process of slimming down the rest of our belongings to be able to travel and work from the road for a while. Our Kindle Fire fits in with that lifestyle nicely.

We’re already an Amazon family.

David and I have been buying from Amazon since they first launched, have one of their credit cards and even used our reward points to dish out for the Kindle Fire we’re now enjoying. We also have the Amazon Prime membership which allows free unlimited streaming of a wide variety of television programs and movies. With the extensive content options available through Amazon, and the fact that we’re already about as comfortable with the company as a family can get, the decision to dish out for the Kindle Fire was a natural extension for us.

We didn’t already own a Kindle.

When the basic Kindle came out several years ago, the price point was relatively comparable to what the Kindle Fire costs now. At the time, we just couldn’t justify dishing out a couple of hundred bucks for something that was basically a reading device. That doesn’t mean we weren’t tempted, and it certainly would have been lighter than lugging multiple books along during our travels. We just weren’t convinced we really needed something that could only be used for one thing. However, with the ability of the Kindle Fire to surf the web, stream Amazon, Hulu and Netflix videos, display full-color digital magazine subscriptions and more, the $200 price tag seemed more reasonable. The fact that we can also read digital books on it is a bonus. There are also a number of newspapers offering free digital subscriptions which can easily be enjoyed on the Kindle Fire as well.

The Kindle Fire provides a reasonably-sized screen for launching Android-style apps.

While there are some apps I enjoy using on our smartphone, the truth is there are many I don’t bother with because I still find the screen a bit too small for comfort. One helpful feature of the Kindle Fire is its ability to run Android-style apps for things like Map Quest, Netflix, List Master Pro and Zinio, an app that lets you integrate digital magazine subscriptions not purchased through the Amazon platform. My husband uses that one specifically to enjoy his National Geographic subscription.

Document reading from the road.

Because the Kindle Fire provides users with an email through which to receive documents while traveling, it’s easy to approve and discuss items that need my immediate response. Can I still fire up the laptop and review them that way? Sure. But I have to wait for the entire system to fire up, which isn’t something I always have time for when I’m running errands or experiencing extremely short flight layovers. The Kindle Fire offers web access within seconds of turning on the device.

The price is right.

I remain unconvinced the iPad is an effective full laptop replacement, particularly for the price. Would I likely enjoy one if it landed in my life free of charge? Sure. But for five hundred bucks I can have an entirely separate laptop with full functionality. And to be honest, I also remain unconvinced of the benefits of the smaller netbook computers which cost more than the Kindle Fire as well. If I can’t have a full-sized keyboard, I don’t want to pay top dollar.

I know some people use the smaller netbooks and iPads with great success on the road, but everyone I talk to that is using those devices successfully for travel has work parameters that are radically different from mine. Because we require tools and belongings that let us live as seamlessly as possible between travel and home life, it’s critical that we’re able to accomplish everything on the road that we can from the home office. Netbooks and iPads just don’t make that happen. While it’s true that the Kindle Fire doesn’t either, it’s the first affordable device we’ve seen that works for those transitional times on the road where we don’t have time to fire up the laptop. Even the smartphone we’re looking to upgrade to costs more. So in the end, the price was a huge factor in finally taking the Kindle Fire plunge.

Access to additional entertainment and other web resources eliminated our resistance.

As I mentioned above, we had been tempted for some time to take the plunge with the basic Kindle, but didn’t feel it provided enough bang for the buck. The Kindle Fire’s easier access to the web and email than our smartphone can provide, streaming movies, international real-time news shows from places like Al Jazeera, and apps for family faves like the Weather Channel and Map Quest eliminated the resistance we had hung on to for years.

As Amazon Prime members, the added value really hit the Kindle Fire ball out of the park.

Because we already use Amazon’s services enough to make membership to their Prime program a huge financial value, purchasing the Kindle Fire gave us on-the-fly access to a couple of major perks. First, unlimited streaming video entertainment from Amazon’s extensive library set aside for Prime members. While there are still pay-on-demand videos for sale, a wide-reaching selection has been set aside on Amazon for access by those of us with a Prime account. They also have a digital book lending library that allows one free book per month to be downloaded to the Kindle Fire and other Kindle readers. Throw in the fact that I can seamlessly shop for gifts and have them shipped to family members while I’m on the road and the purchasing decision became even easier.

Will you find other opinions expressed for the Kindle Fire? Sure. Many of them are from the perspective of what the iPad does that the Kindle Fire doesn’t. While it’s certainly arguable that the device doesn’t provide the same functionality as its higher-priced counterpart, I didn’t really consider that the point when making my purchasing decision. I wanted a mid-range device that gave me a rapid-access method of getting things done on the road that were tedious from my smartphone.

If the company upgrades to a more elaborate device later, I’d certainly be interested. For now though, it’s tough to beat the price tag of the Kindle Fire for what it does, especially if you’ve priced higher-end Android or Blackberry devices. The decision we made was the right one for us, and we feel comfortable recommending it to busy parents, commuters and people with a lifestyle similar to ours.

Image Credits: Amazon.com

Editor’s note: This article contains affiliate links.

Check with your bank.

Many banks offer free money app support for their customers in the form of downloadable options for your smart phone. It’s another area of mobile banking for those who aren’t always able to fire up their laptop. For example, the Wells Fargo mobile banking options include applications for Blackberries, Androids and iPhones that help you find nearby ATM machines, pay bills, transfer money and more.

Get the full picture at a glance.

Another free money app is called Pageonce. Available for such phones as the Blackberry, Android, iPhone and others, this program lets you check various account balances literally at a glance. Some of the items you can track include frequent flyer mile balances, due dates of various bills, mobile minutes and credit card balances. Savings and checking account balances are available as well. This money app is particularly well suited to busy moms, road warriors on a deadline for their expense report, personal assistants and rail commuters, to name just a few.

Keep track of your gift cards.

If your wallet is busting at the seams with gift cards, SWAGG is another no-cost money app to help keep plastic clutter under control. You’re allowed to track the balances on various cards, swap them out for a retailer better suited to your shopping preferences and even combine balances. So if you’re looking for another great shopping app to add to your collection, this one might be just what the doctor ordered. (Additional resource: Best Gift Cards and Restaurants for Vegan Fast Food)

Don’t miss out on loyalty discounts.

Loyalty card discounts can add up to huge savings, which is where My Card Star, another money app freebie, comes into play. It allows you to scan and store all of your program loyalty cards directly onto your smart phone, where they can be called to the screen for scanning by the cashier. If you have loyalty cards for places you also like to frequent on vacations, then you may want to add this to your list of helpful travel apps for family road trips.

If you’re a money app junkie, there’s certainly no shortage of options out there for you to explore and have fun with when it comes to maintaining your family budget. These four resource suggestions should help get newcomers started in the right direction, and veteran smart phone app fans something else to consider.

Photo Credit: iStock

If you’re a self-employed freelance travel writer, keeping track of expense report receipts can be even more critical. Especially when there’s no guaranteed baseline salary every month to cover the cost of those moderate incidental credit card expenses you used to be able to forget to turn in. Here are twenty-five tips and resources to help you streamline your record keeping, maintain order and well . . . build a better expense report.

Rather than focus on the actual format of the expense report (since everyone has their favorite format anyway), these tips deal more with documenting the expenses and the logistics behind making that happen.

1. Pockets

Professional hobo Nora Dunn literally uses her pants pocket when keeping track of expenses on the road. While there are times on the adventure travel circuit where that’s your only option, it helps to have some other options in your professional bag of tricks when it comes time to handle your mounting stack of paperwork. Some of my favorites are from Franklin Covey, like their classic, wire-bound value pack of plastic inserts. It includes a zippered pocket and other types of inserts suitable for including with your day planner.

I like this solution because it fits in with typical business travel so nicely. I usually have my day planner on hand, so shoving those incidental receipts into a clear pocket where I can easily spot them later works for me. The same principle applies to their expense envelopes, which are also available to fit your favorite size of planner. For busy, backpacking journalists on the go, they also offer a wearable shoulder strap with pockets, enabling you to easily grab business cards and store receipts at the same time.

2. Credit Cards

I know many people prefer cash and debit cards these days, but I’m of the opinion that credit cards have their place when it comes to business travel purchases. First of all, they provide a clear record of purchase when a receipt is either misplaced or too faint to scan well. Also, if you file your expense report on time, you’ll be able to receive reimbursement before any interest starts accruing without ever having had to dip into your own personal funds.

3. Edit Grid

A free, web-based spreadsheet service, Edit Grid allows you to document your travel expenditures from anywhere, completely streamlining the expense report process. It even works collaboratively, in case you are traveling with a group for an extended period of time.

4. Concur

Designed for corporate expense report filing on the go, Concur has pricing options for small, mid-range and large businesses which allow for automated approval when staff members will be traveling for some time. Submitting documents from your smart phone is the ultimate in speed and efficiency.

5. Expensify

Free for up to two people, Expensify is an online service that generates your expense report by pulling credit card purchases, calculating mileage and even supporting the capturing of receipts from your smart phone. It works with Quickbooks, and pricing for more than two people starts at just five bucks per month.

6. Pro On Go

While there’s a fee for this service, Pro On Go claims to eliminate the necessity for manually entering expense report data. It allows the creation of custom spreadsheets, integrates purchases made with your credit cards and will even back up your report data on their company servers.

7. Cloud Storage

There are numerous places you can do this. One popular choice is Mozy, which offers a simple-to-use backup service for those people looking for a way to make sure their files are secure from the road, and also in case of power surges and failed hard drives. Mozy Remote Backup can also be used for travel photographs and other personal documents as well.

8. Mobile Scanning

In addition to grabbing a few minutes on the scanner in the hotel business center, you can also incorporate a mobile scanning and software system such as Neat Receipts, which pulls your captured receipts and business card data into your favorite spreadsheet program where you can then build your expense report.

9. Capturengo

A software and storage service that’s free for up to fifty captures a month, Capturengo lets you snap images from your smart phone of business travel receipts to incorporate into IRS-approved reports. Unlimited use will sink you nearly one hundred dollars per year, or you can wait until the next month to scan extra receipts and business cards.

10. Jot Not

Looking for scans that you can save and print like actual documents? The Jot Not Scanner Pro – MobiTech 3000 LLC app from iTunes just might be what you’re looking for.  It uses the camera on your smart phone to capture clear images of documents you’ll need for your contact database, expense report or even your project management files. I also like the signature and faxing apps Jot Not has available, as they are perfect for solving logistical paperwork hiccups from the road.

11. Google Docs

Similar to Edit Grid and also free, Google Docs allows you to collaborate on the spreadsheets necessary to prepare a proper expense report no matter where you are on the globe. It also saves your executive assistant from having to double document your paperwork, since the information will already be in the system.

12. Expandable Clutch

This one’s for the ladies. Liz Claiborne makes an expandable clutch you can purchase at Penney’s when they have those great $10 off a purchase of $10 or more coupons. It holds two check books and has tabbed folders for receipts, coupons and more. It’s dressy enough to use on its own as a clutch purse, but can also be shoved in a larger tote, day pack or media bag for use as a large wallet. When you’re on the fly and don’t have time to stop and take a picture, these are a great way to go.

13. Time Blocks

While many people are uncomfortable working in smaller blocks of time, the truth is if you’re going to be a successful road warrior, you need to find a way to GET comfortable. Scanning receipts and taking anecdotal notes for your corporate expense report are actually well suited to this adjustment. As long as you are shoving receipts into the same location, and that location is easily reached when your luggage is packed, you can get cracking on data collection and note taking in between flights, waiting at the train station, or during a lunchtime picnic in between sightseeing excursions.

14. Receiptless Transactions

Developing a personal system of dealing with receiptless transactions for things like porter tips and cab rides in developing countries where a paper trail is more of a suggestion will go a long way towards itemizing all of the incidentals on your expense report that you’re entitled to be reimbursed for. If you carry a notepad or envelope, you can jot these things down as they occur. If digging through your bag for a pan is too inconvenient, try using the voice recorder function on your smart phone. Yes, you’ll have to sit down and document it later, but at least you’ll have a record of the expense as it actually occurred.

15. Be Traditional

If you’re still pinching pennies on a vintage cell phone, then scanning as you go may be nothing more than a dream. However, by using tape loops or even two-sided sticky craft or scrapbook squares to put all of your small receipts on a single piece of paper is better than dealing with them all individually when you finally do reach a hotel with a business center. That way, you’ll only have one paper to scan and email back to the main office. Hey, high tech isn’t for everybody. If keeping things simple and in one location fits your style and mode of (possibly windy) travel, then by all means do what works for you.

16. Timeliness

Maintain awareness of your credit card’s billing cycle to avoid unnecessary interest charges prior to expense report reimbursement. Filing spreadsheets loaded with business travel expenditures after your due date will result in fees you likely won’t see returned to your bottom line.

17. Other Bills

Hotel receipts and car transport records aren’t the only things you need to keep track of for a thorough expense report. Cell phone bills documenting long distance sales calls or invoices from pet sitters can add up to big bucks, particularly for those who frequently jet out on business trips. If you are on the road for the long term, get digital copies of incidental checks related to your trip and explore online statements for other bills that may contain valid, reimbursable expenditures.

18. Automated Tolls

Rather than have to keep track of smaller toll receipts with open windows creating breezy drafts, consider automated accounts for toll roads you travel on often. You’ll have a simple record of the expense without having to stop at every single booth along the way for paperwork verification.

19. Voice Recorder

You can use a separate device, or simply choose a smart phone with a voice recorder built in, as suggested above for receiptless transactions. This can be more helpful for your expense report than you might think, as anecdotal records are often required of business travelers when necessary costs fall outside of the expected, traditional line items.

20. Be Systemic

Chaos may reign supreme on the road, but do your best to maintain systems and procedures for documenting expense report items. For example, come up with a tried and true mileage maintenance system, and consistently use the same space for receipt storage. Having systemic routines will make the difference between getting it done and falling behind.

21. Electronic Filing

Let’s face it. Some people just don’t fit into the traditional expense report documentation mode. Spreadsheets and smart phone apps simply aren’t for everybody. If that sounds like I’m singing your song, consider setting up a few trip-or-client-specific folders on the hard drive of your traveling laptop or via cloud storage. It’s at least a way to keep notes and scans categorized until you find time to stop, catch your breath and start submitting paperwork in a format you’re comfortable with.

22. Create a Checklist

This is a great way to make sure you aren’t forgetting any valid items to include on your expense report. While individual checklists will vary from traveler to traveler, a fair number of items will overlap. Things like tips, cab fare, tolls and business lunches are common, as are mileage, on-the-fly postage and hotel laundry for extended business trips.

23. One Note

Particularly well-suited to creative types and executives on the fly without personal assistants to synch up all of their software and smart phone apps, Microsoft OneNote allows the saving of a variety of file types into specific project folders or areas. Audio files, scans, images and text documents are all fair game, and easily accessed for later use and collation through the OneNote program.  For those business travelers who are halfway to techie but still cling to traditional note taking and information collection.

24. Evernote

If you like the idea of paying a small monthly fee to have a variety of file types stored per topic and accessible by computer, web and smart phone, then you may want to check out Evernote, a monthly service for creative types on the go. You can keep all of your expense report items in your account, along with information and imagery related to other projects you happen to be working on.

25. Excel

The preferred spreadsheet software of many an office, Microsoft Excel will keep expense report data under control for the main office, and easily accommodate the sales force of a small to mid-sized business.

Bottom line? There’s more than one way to skin an expense report cat. If smart phone apps rock your world, then that’s the way you should roll. If the pocket and voice recorder combo is what you need until you can get in front of a traditional scanner and web-accessible computer, honor that. The most important thing is to maintain consistency with your paperwork and submission routines. Do you have any other favorite resources and tips for building a better expense report? Share your wisdom and favorite products below.

Photo Credits: iStock

Disclosure: This article contains affiliate links.

Portable Tripod

Sometimes you just want to be in front of the camera, instead of never in a pic because you’re the one behind the camera.  If only you had a tripod.  A traditional tripod just is not practical for most people. It’s large, cumbersome, and not always convenient to have on hand.

This is where Gorillapodcomes in. Attaching your camera to a Gorillapod, bending the legs as needed to attach the whole gizmo to some object, and setting the self-timer on a camera weighing up to 9.7 oz puts you in the picture.  This particular item, with articulated legs and standard 1/4-20 screw, allows most any object to become part of the ‘tripod’.  It’s a perfect travel accessory.

Travel Alarm

A lesson hard learned is not to depend on external factors for a timely wake-up, including in-room alarm clocks and front desk wake-up calls.  Bring your own travel alarm clock…and extra batteries.  There are dozens of options from which to choose and prices from reasonable to you-gotta-be-kidding.  Any travel supply vendor will offer many with various and sundry options.  The key features, from my perspective, are a nice big LED display that can be seen well in dark, light or half light, and some sort of clock protection.  The whole bring-your-own thing is nullified if the clock gets crushed in routine travel.

While you’re putting together your packing list for your next trip — domestic or international — be sure to include a travel alarm.

Anti-Diarrheal

“Always be prepared” is sound advice for anyone traveling. Whether a travel novice or accomplished globe hopper, travel can be hard on the constitution, sometimes. Changes in time, water or food – even travel stress -  can manifest in  uncomfortable physical ways.  Be ready to combat intestinal distress by carrying your own supply of an anti-diarrheal. I prefer Imodium, but choose whatever works for you.

Never assume you’ll be able to find an over-the-counter remedy wherever you are. Count on yourself and pack a small amount, just in case.  Better to have it and not need it than the reverse.

Sleep Mask

If you’re anything like I am, it’s a challenge to sleep when there is light around you. Yes, you can throw a pillow or jacket over your head, burrow into your elbow, or throw your arm over your eyes, but those seldom work for long. The easiest, most portable solution to the too-much-light problem is a  sleep mask.

Travel is unpredictable, and a little rest makes whatever may not go smoothly a little more manageable. Whether catching 40 winks in a airport, or dozing on a bus, or trying to sleep in Alaska at midnight in July, a sleep mask will filter out the light and help you to get that much needed rest in an environment that is not generally rest conducive.

Moleskin

Having  moleskin on hand has saved my life — more specifically, my feet — on more than one occasion. Moleskin is a soft cotton fabric that is cushy on one side and adhesive on the other. Moleskin applied to a heel, a toe, the ball of the foot creates instant relief the next time a shoe has to cover that foot. A little proactive moleskin placement is really the best way to avoid growing a blister from walking for hours, but it will also provide protection for a second consecutive day of extensive walking.

Moleskin comes in various sizes that can be cut to size.  If you’re not checking luggage, you won’t be carrying scissors with you, so a little pre-planning by cutting pieces of various relevant sizes could be a good idea.

Note from author: Affiliate links included in post.

Photo credit: Webb-Zahn

Sunset Retreat

As a writer I dream of quiet, uninterrupted places where I can write for hours without be disturbed by a slobbering dog or a cat meowing for food. If you’re a writer with children I imagine you muliply that desire x 20. So what’s a writer to do to get away and just simply write?

Retreat…………

To one of many places where writers are given a quiet place to create while the world slips away for a weekend or a week as we explore our artistic nature and do the work we were put on this planet to accomplish. Where can you as a writer retreat in a beautiful space? Read on for my growing list of options for writers who need to retreat.

Writing Retreat or Workshop on a Budget

Writers Digest Create Your Own Mini Writing Retreat

A Room of Her Own

The Writer’s Retreat

Hay House Writers Cruise

Want to be inspired or meet with other like minded professionals? Try one of many workshops around the country and the world.

Florida Workshop in Gainesville

Laguna Writers Retreats and Workshops

Orcas Island Washington Writer’s Festival

University of Northern Florida Writers Conference

Travel Writing Workshop Hudson, NY

Clarity Works Inspire Your Writing Asheville NC

Photo Credit: Lisa Overman