Yes, those are valid strategies. The fact remains however, that in many parts of the world there are no shopping options within even a day’s drive. Keeping your adventures within the developed world? Fine. There will still be times when a business meeting schedule (or media itinerary for those of us that make our living in this arena) will keep you too busy or located too far away for the shopping solution to be workable during a wardrobe crisis.

1. Wrinkle Resistance:

Because even the best rolling garment bags and shirt-wrapping boards leave even some wrinkles behind, and because I’m forced to combine business travel and adventure travel on practically every trip I take, the wrinkle resistance of every piece of travel clothing I pack is a huge issue for me. Typically, I’m not in any one place for long enough to iron and when I am, there’s a tight itinerary involved. I’m not saying I never pack anything that might need touching up with an iron, but I am saying that those pieces represent a minimal amount of my travel wardrobe.

2. Pockets:

Storage is a huge issue with every piece of travel gear, which is what I consider my travel clothing to be. With airlines beginning to charge even for carry-on bags, everything I’m able to store in a jacket or cargo pants pocket potentially saves me money on baggage fees.  I recently purchased a women’s travel trench coat made by a company called Scottevest which has 18 pockets (many of them hidden) for storing everything from my passport and sunglasses to my Kindle Fire and touch-screen phone. The company also makes a variety of other technology-enabled clothing for men and women who spend a great deal of time on the road, and those who have a need for discreet storage and use of electronic equipment.

3. Reversibility:

Baggage fees can represent a significant portion of any business trip budget, yet looking chic and sophisticated is a definite must when you make your living as a road warrior. One way to travel light and still have the wardrobe options you need is to consider incorporating a few pieces of reversible travel clothing into your trip wardrobe. For example, I purchased a reversible dress belt for my husband so he can have a black or brown option, depending on what he chooses to wear or if he has to replace a pair of pants on the road and only has the option for a different color than he packed.

Dressy, reversible tank tops can be casual, but also serve you well worn under a professional suit jacket. I’ve also seen the occasional dress and skirt options that would be workable for those who don’t necessarily need to look “corporate”, just professional. For fun, casual wardrobe updates, winter beanies can be purchased as reversible items, making a cold-weather getaway a little more hip.

4. Stain Resistance:

I rarely have time for an hour’s worth of stain drama on any trip, let alone one where I need to meet with potential clients and advertisers. That’s why dress clothes that have stain resistance built in to the fabric are one of the easiest ways to stay spiffy while traveling for work. It’s even more critical for white dress shirts or light-colored blouses. This is one of those things I’m willing to dish out extra for. And quite frankly, since it costs around 50 bucks for any high-quality dress shirt these days (assuming you don’t have time to wait for a sale), you might as well dish it out for a shirt that has wrinkle and stain resistance built in. Paying that much money for travel clothing that’s ruined the first time you spill a bit of wine on the front or accidentally drop your bag in a puddle in Cambodia just isn’t a smart financial investment.

5. Layering Ability:

Whether you plan on layering clothing to cut down on what you need to store in your luggage, want the wardrobe flexibility that comes with layered travel clothing as a way to combat temperature shifts or simply like the look, packing clothes that can be layered will preserve a multitude of fashion options for you as you do your best to function effectively on the fly. Basic leggings or biking shorts can be worn under tunics, skirts, dresses and even jeans if luggage space is tight. I prefer to wear colored camisoles of a jersey material under collared shirts that I button in the middle, but if you want to get a bit more extreme with your packing, you could layer several camisoles underneath buttoned shirts in coordinating colors with a jean jacket. You get the idea. You can pull this off to save luggage space while still looking good.

6. Flexibility:

Multipurpose functionality is critical to consider when shopping for your go-to travel clothing items. A great pashmina scarf for example, can serve as a dressy wrap, neck warmer or head covering when touring churches or mosques. Another favorite, flexible item I always take with me is a sarong. Good for a bathing suit cover-up, shower towel, picnic blanket and even a skirt, sarongs make great vacation gear. I even pack a more masculine-colored one for my husband to use at the beach and after showering. They take up lots less room than a full towel, and dry quickly. Another flexible clothing choice that is often overlooked is denim. While a burden to wear in hot, tropical climates, it certainly gets the job done in more moderate climes. It easily dresses up with a nice shirt, jacket and dressy footwear, but can be as casual as you need it to be for a day on the train. It also doesn’t wrinkle or show the dirt, and can go several wearings between laundry sessions. Gotta love that.

7. Packability:

If an item can be packed in a small amount of space, then you are definitely ahead of the game as far as travel clothing is concerned.  Wrinkle-free, jersey dresses and skirts are usually a safe bet, as are ExOfficio’s conversion pants. Thin, knit camisoles and light-weight dress socks also make our family’s short list when we’re on the road. Another item that’s recently made it on to our radar is the Scottevest pack windbreaker. It’s a unisex travel jacket with multiple hidden and exterior pockets, comes in a variety of colors and stores compactly into its own neat little package, making it one of the few lighter jackets that easy to bring along when you are forced to wear a bulkier business dress coat on the plane to save on baggage fees.

8. Color:

I like to have a fun scarf or bright top and crisp white shirt thrown into the mix as much as the next girl, but the truth is that weighting your travel clothing wardrobe more heavily with darker colors helps ensure less of the dirt will show while you’re on the road between laundry opportunities. Personally, I pack a great deal of black, but you can also include a dark denim piece, deep browns and even the occasional olive green and navy items. The point is to go easy on the lighter colored items and save them for those times when you have access to washing machine amenities.

9. Classics:

Leaning on classics for your travel clothing purchases is a smart move for several reasons. First, it enables you to select your basic clothing items and know that you’ll always be able to find replacement clothing for years to come. A v-neck cashmere sweater, lined black dress pants, an iconic pair of jeans. You get the idea. There’s no need to stress about shifting styles when you go with the classics, and if you have to replace an item in an out-of-the-way location, that wild local-print scarf will match with all of the basic black and brown dresses you have in your bag. I also feel a little better about dishing out for a classic clothing item in a good brand. Since it will be in style indefinitely, I might as well purchase something that will go the distance with regards to durability.

10. Knits:

What’s not to love about knits? They resist wrinkles, pack easily and can be worn out of the dryer for on-the-fly adventure. They also layer easily and can be stored in a smaller amount of space, especially when rolled with other similar wardrobe pieces. Active-wear tee shirts, one-piece dresses and the basic ankle-length black touring skirt are great choices to start with, but other items can go the distance as well. Men, for example, might want to include some dressier collared polo shirts or performance tees to pair with compression shorts for workout gear that doesn’t take valuable space away from electronic equipment.

11. Fabric Weight:

Generally speaking, the thinner the fabric, the less space you need in order to bring it along. For hiking socks, I pack the double-thick smart wool but limit myself to one pair. Otherwise, I use nylons or those thin, Merona socks from Target that come in knee-high, active and ballet slipper styles. I buy them in black and make them my go-to choice for non-sport socks on the road. They can easily be replaced without a great cost outlay, and allow me to travel light. Several of the other features I mentioned above also fit into this category. For example, layering tees are typically made of a thinner material, as are wrinkle-resistant knits and multi-purpose sarongs. If you simply must have something heavier, consider purchasing a sweater from a local artisan. Granted, this is much more affordable in the mountains of Ecuador than in downtown London, but considering baggage fees these days, you might be better off to do that and wear it home. At least you’ll have a wearable souvenir for your cash instead of a useless receipt.

12. Laundering Instructions:

While you may occasionally have access to dry cleaning services on the road, it’s better to pack items that mandate it as your only laundering option. I’ve been numerous places where even a washer and dryer weren’t available, making hand washing and the village laundry woman my only alternatives. The more forgiving the fabric, the better off you’ll be. Also, the longer you can go between launderings the better. This is much easier with jeans and dress pants than it is with tank tops and undergarments. In those cases, packing a drain stopper and a soft-bristled, hand-sized scrub brush with shampoo are your best bets. It’s one of the reasons I always travel with a compact adventure clothesline, even for business trips.

Clearly, when it comes to shopping for travel clothing, there’s much more to consider than with a basic at-home wardrobe. These 12 features are ones that I consider as I’m making purchases, particularly for pieces that cost a bit more. Do you have a favorite fabric, brand or multi-purpose garment you endorse for travelers? By all means, share in the comment section below.

*This article contains some affiliate links.

Ah, the life of the businessperson. Travel is inevitable, in some form or another. Keeping the business trip on budget is always a concern and never as cut and dried as one would thing. Even trade shows and conferences with rooms and meals included can offer budgetary challenges. The savvy traveler, however, can always rise to the occasion and find ways to include frugal entertainment, too, without going over budgetary allotments!

Photo credit Kamshots

S Hooks:

When you travel light, it usually means you end up carrying most of your belongings near or on your person. A side effect of this is that during the course of your excursion, you’ll need to create hanging space where none exists. For my money, the best way to do this is with an s hook. You can get large ones at the hardware store, but the ones with the wider curves tend to be thicker and heavier than necessary. I like to pick mine up at Ikea in the kitchen section. They’re thinner, still sturdy, and have a wide enough s curve to accommodate shower poles, restroom stalls, door knobs and the cross bars on a Southeast Asian tuk tuk. They also have the flat versus the round variety, which provides greater flexibility in my opinion.

Electrical Adapters:

Speaking of travel gear you can buy at hardware stores, electrical adapters are another extremely flexible vacation or business travel item. While the adapters that allow you to switch from a European plug to a North American one are helpful, what I’m talking about here are the adapters that allow you extend a single outlet into one that allows you to charge three or more items. This comes in handy during an airport layover when outlets are scarce. If all the outlets are taken, it’s no big deal to ask someone to unplug their machine for a second while you expand the power access.

Bandanas:

Thin, quick-drying and easy to pack, the travel uses for bandanas are many. Use one for a small picnic surface, to wash your dishes and even as a wash cloth. Of course, they also make great napkins for inexpensive street food purchases. If you have room, consider packing several. You’ll be surprised how often you’ll need them once you get used to having them around.

Lip Balm:

Aside from its obvious use, lip balm can serve a number of uses on the road, saving you money and luggage space in the toiletry department. The key is to purchase an unscented balm with no color tinting. Once you do, you can use it for a variety of skin care tasks. Rub some on your finger to treat dry spots on your heels and elbows. Your balm will remain sanitary for lip use, and you’ll have fewer cosmetic items to pack. The same idea applies if you need to moisturize the inside of your nostrils in dry weather conditions such as high-altitude villages or desert climates. Another great idea is to use your lip balm as a cuticle treatment. It saves having to pack nail oil, and doesn’t need to be included in your one-quart bag of liquids required by airport security.

Bobby Pins:

Sure, bobby pins can help you have great hair for less. French twists, bang management and more can all be accomplished with hair pins in a color that coordinates with your natural shade. But have you considered allowing them to do double duty as bookmarks, emergency zipper pulls and on-the-fly paper clips? All these things are possible with bobby pins. They can also help you securely close bags of food in your hotel room, and are much more space efficient than chip clips.

When trying to travel light, packing multipurpose items that don’t take up a great deal of space is crucial. These five items are among my favorites. What do you use to create a more streamlined life on the road?

Photo Credit: Lastonein

Make paperwork a priority.

Lost opportunities for reimbursement can derail a business trip taken in order to increase commission earnings. The costs you incur on behalf of your company are not insignificant by any means, so it’s important to file complete expense reports and set aside time each day to document receipts for meals, rental cars, tips and more. Consult your accountant on which unreimbursed items are allowable deductions by the IRS. International credit card use can also come with hidden costs. Be sure to check out this Trek Hound resource on using credit cards abroad.

Proper packing can help pinch pennies.

Even if you’re combining business with pleasure, packing light can help reduce baggage fees and necessary tips to those who help you carry luggage. For those who frequently participate in business trips for the purposes of conference and trade show travel, this is even more critical. Wheeled luggage makes walking a few blocks more feasible, reducing cab fees. Easily packed and efficiently stored booth paraphernalia means your display area costs less to move between locations.

Plan accordingly for down time.

Whether you have to deal with unexpected flight delays, or find yourself with multiple small blocks of time in which to conduct your other affairs, it pays to keep up with communications and small projects when your schedule allows. For business trip veterans, this means maximizing the use of tablet devices such as a Kindle Fire and getting groovy with any exceptional travel apps available for their smartphone. For exceptionally long international layovers, priority pass lounges offer an exceptional value for the business traveler. Their resting spaces, complimentary internet access and open bar make downtime a dream compared to sitting in the uncomfortable chairs near the main gate areas. Short layovers where gate waiting is a must are best utilized for quick email checks, document reviews and on-the-fly phone calls to colleagues.

Penny pinch your way to reduced overhead costs.

Not only is it possible to reduce travel accommodation costs, you can also save money on things like meals and transportation as well. For day trips across town, taking a Segway may save some scones and using hot water from your hotel room can result in a few simple meals that will shave significant dollars off food costs as well. Free hotel shuttles can eliminate cab costs depending on where you’re going, and leave you with only the burden of a small tip. Maximize your use of hotel business centers to save yourself a trip to the copy store. Free printing and faxing are worth their weight in gold, not to mention the fact that you won’t have to cab it to Kinko’s. Many hotels also have luxurious soft seating areas near fireplaces with complimentary tea and coffee bars. These make excellent places for low-level business meetings  and meet and greets.

Prepare for possible delays.

You never know when things like weather and stalled contract negotiations will extend your business trip. It’s best to prepare for the long haul by digitizing and uploading critical contact information, project notes and tech gear to be able to work remotely if you need to stay an extra day or two. As long as you have internet and phone access, you’ll be able to get things done. Provided you have access to the proper information, that is. It’s also critical to pack the proper grooming supplies. Image is everything so you want to be able to look your best on the road with minimal fuss and drama.

How do you keep costs under control on a business trip? Do you have a tried and true strategy or do you simply roll with the punches as they arise?

Photo Credit: BTO University

Planning: Early booking can score savings on everything from airline tickets and ground transportation to hotel accommodation expenses. According to human resources expert Tiffani Murray, creator of the “Stuck on Stupid” series of self-help titles, planning and preparation are crucial for the time you spend on the ground at the actual event. Since it’s common practice for hotels to offer the same discounted room rate for several days before the event, Murray advises arriving a day or two early if possible. It will give you a sense of the event space so you can plan your time accordingly. Carry plenty of business cards and device chargers to make the most of your time between sessions. Don’t assume you will save money by staying somewhere other than the host hotel. If saving a few bucks means you forfeit free morning meals and have to dish out for ground transportation, then you may not be as far ahead financially as you think.

Portability: Even the lightest of show booths will require a fair amount of lugging. Choose gear that will get you where you need to go, minus the logistical nightmares. Pop-up screens that roll up into lightweight carrying tubes make a statement for a song and can be packed in a large suitcase. Padlock-ready footlockers and heavy-duty plastic cases with wheels saved stress at a recent science convention where my husband was both a panelist and telescope operator. Journalist Robert Ellis Smith, publisher of the “Privacy Journal”, favors folding banners that tuck smoothly into luggage pockets as the best way to get more booth bang for your buck.

Time: Veteran conference attendees know how to use their time effectively between meetings and informational sessions. This includes leisure time. It Happened Here, a travel app for mobile phones, provides detailed listings of historical events per location for major cities in the United States. Presidential marriage proposals, celebrity weddings and even famous movie scenes are included for your on-the-fly entertainment. If working in the nearby coffee shop cramps your conference style, a booking service called OpenDesks offers on-demand office space in cities around the country for as little as $35 per day, with frequent opportunities for free two-hour sessions and the option to book for half-day increments where appropriate.

Photo Credit: Think Geo Energy

Footwear: If you want to look your best when traveling to moderate climates, plan to get by with two sets of footwear. One should be suitable for business, while the other stands ready for adventure activities. For me, this means a pair of high-heeled knee boots and sturdy hiking sandals. Every dressy outfit I pack works with the boots, while the hiking sandals function on trails, cobblestone streets and rocky beaches. If by chance I need something more pedicure-friendly, flip-flops are always available for a song at the nearest street-side stall.

Clothing: Since I’m usually not climbing Kilimanjaro, I can get by with one exercise top and a couple of thin dressy T-shirts suitable for dressing up a pair of jeans or wearing under a pantsuit. Aside from one heavy pair to deal with unexpected weather shifts, I keep it thin on the sock scene as well. Target has an affordable selection of quick-drying black dress socks by Merona that includes a variety of styles to suit your shoe preferences.

Storage: I’ve found that carrying a small, expandable clutch gives me access to everything I need for an evening out with clients or a day of shopping and exploration. It’s just slightly larger than a regular women’s wallet and moves easily between business totes, rolling duffels or whatever I happen to be using at the time. It also has a tabbed section for receipts, which helps me stay organized for things like expense reports and tax records. Many men prefer messenger bags when functioning on the road as a digital nomad. They’re more discreet than an expensive briefcase, and the extra space allows for the transport of files, gear and clothing.

Streamlining: Whether I’m combining business and adventure travel into a single excursion, or tackling back-to-back to back trips with different agendas, I’ve found success by maintaining similar routines and packing procedures for both. Certain categories of things such as tech cords, cosmetics and accessories always get packed in the same small pouches. Also, while varying climates and gear requirements have been known to get in the way, I try to use the same pieces of luggage for both types of trips whenever possible. This helps me handle unexpected travel stress related to logistical snags on autopilot, as opposed to digging around in an unfamiliar bag for critical items.

Photo Credit: o5com

Discover the power of digital documentation.

While it’s unavoidable you’ll have some paper to deal with, going with digital documentation as often as possible will serve you well. Whether you’re using Mozy for online backup instead of extra photocopies, putting your press kits on flash drives or carrying one of the new Kindle Fire tablet devices to save room on books and magazines, there’s no denying that digital files take up far less room than their digital counterparts.

Most of the time, scanning and sending a pdf or png of a document works just fine for me. That being said, there are still situations (particularly when working with international colleagues) where the need for an old-fashioned fax does arrive. If you find yourself still in need of fax services, companies such as eFax will enable you to send and receive documents digitally for a nominal monthly fee.

Wrangling your receipts can be a full-time job.

Personally, dealing with receipts on the road is one my least favorite aspects of business travel. Who’s with me? Whether you only need to coordinate them in order to file a proper expense report, or will also be hanging on to them in order to properly document tax deductions, the task is exceptionally tedious. And it only gets more so for those of us who spend extended amounts of time on the road.

There are several tools to help you out, however. One popular choice is Neat Receipts, which incorporates data from a mobile scanner into usable reports and documents. You also need to have a particular place to store your paper copies until you are able to scan and incorporate them. If there are only a couple each day, then perhaps you can get by with the (free) pocket plan. Otherwise, you’ll need to have a storage system that fits your lifestyle. For example, one of the reasons I love my Tenba messenger bag is that I have plenty of room for files and documents in addition to my tech gear. If you have a travel jacket with extra security pockets, that could work well also. And of course, there are a number of money app options for your smartphone.

Depending on the type of outing or trip, I have a couple of other options that work well for me. First, my wallet is also an expandable clutch purse. It fits both business and personal checkbooks, credit cards and other traditional items, but it also has tabbed sections for both coupons and receipts. So for those purchases where I have to stand up at the cash register anyway, this works well. I also have a day planner from FranklinCovey that comes with several storage slots and a clear plastic pouch that seals up tight, making receipts easy to spot at a glance.

This is great for those working meetings where everyone’s spread out in one of those coffee shop conference rooms. It also has a notepad in the back where I can take notes about incidentals like cash tips and cab fares. If your smartphone has a voice recorder, don’t be afraid to press that into service for those times when you are literally hopping in and out of cabs in the rain with no time to stop and jot things down.

Security is paramount.

When you spend as much of your life and career online as my husband and I do, and your time on the road both locally and further abroad is significant, having a security system in place for your electronic files is critical. The product we dish out for and actually use ourselves is Kaspersky. They’re pretty good about updating their system with the latest nasties your system needs to be protected from, and the fees are relatively reasonable. (Try a FREE 30 day trial of Kaspersky today! )

What do you do with your mail?

For those only on the road for limited periods of time, a locking mailbox is your best bet. This is what we used when we lived remotely on St. Froid Lake in northern Maine. The trick is to get one with a holding area large enough to do you for a week or two. That way, there isn’t even a need to let the post office folks know you’re out of town, which is just an extra security protocol it’s nice to have access to if you can.

For budget travelers looking to save money on accommodations, using the services of Home Exchange will allow you to do that and also have someone on hand to bring in your mail. You can do the same for them on the other end. We’ve also booked house sitters when we were away for a month in South America. Not only did they handle our mail, but also provided top-notch (free) care for our dog. Expats living overseas for a year or two at a time will want to try digital forwarding services which allow for scanning of critical documents and shredding of others.

Making the most of your time is probably the top tip I can provide.

Using Priority Pass lounges to grab a quiet corner while you wait for your flight, scheduling time at the end of each day to review your spending notes and learning how to make the most of flight delays are all ways you can maximize those smaller bits of time in order to keep your receipts and work flow on track.

Perfecting the paper chase will always be a challenge for frequent business travelers and digital nomads. Having a few favored strategies in place will go a long way towards reducing the burden as much as possible.

Photo Credit: iStock

Disclosure: This article contains affiliate links.

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

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

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If you’re trying to stay on the road for a long time, learning how to make nutritious cheap food is going to be critical to your extended travel budget. This means you’re going to have to develop a list of ramen recipes you trust.

And they’d better be easy, because chances are you’ll be lucky to have a hot plate and a tea kettle. Here’s a gathering of simple meal ideas using ramen, designed with the frugal traveler in mind.

Backpacker’s ramen with chicken and vegetables.

This recipe for backpacking poultry and vegetable ramen from Matt Fischer is made with canned chicken, ramen and vegetables that will stay fresh (enough) in your pack for a few days. If you have a flexible cutting board, multi-purpose tool and something to eat your food in, you’ll be all set.

More elaborate trail recipes for ramen are also possible.

These “trail chef” recipes from Backpacker.com demonstrate a bit more flexibility and use additional dehydrated items creatively. They even demonstrate how possible it is to have dessert ramen in the wilderness. How cool is that?

Coffee maker ramen for the budget business traveler can be quite a flexible meal.

Basically, you’re preparing ramen in a coffee maker, but by putting broccoli pieces in the filter area and tossing in a little sauce and perhaps some pre-cooked shrimp you can actually have something pretty close to take-out food. This is particularly helpful if your hotel is in the middle of nowhere and all you have access to is the grocery store and the nearest fast-food drive through. Those travelers adhering to a plant-based diet can keep things on track by selecting vegan ramen flavors to combine with vegetables and a bit of peanut sauce.

Full-meal ramen ideas can be incorporated at a hostel.

If you are staying at an establishment with a full kitchen, try your hand at a beef and vegetable ramen stir fry dish, or something equally well-rounded and nutritious. There are many different stir fry combinations you can try. The point is to take advantage of the stove and preparation tools to prepare an affordable meal on the fly. After all, you’re trying to save more money for travel activities and attractions, right?

When it comes to affordable meal ideas you can tuck into your luggage, ramen is certainly more affordable than those expensive pre-made trail meals. So branch out and get creative. Ramen isn’t just for work-at-home lunches. It’s a great resource for adventure, business and long-term travelers as well.

Photo Credit: Jeffrey W.