Table of Contents
- Frustratingly ambiguous task descriptions
- Awesome and unambiguous task descriptions & task details
- Bills/payment requests - "Bill Submission: Vendor - Date (Payment option) - Amount"
- Transaction Receipts - "[Bank Account/Credit Card Account]: Vendor - Amount"
- Reimbursements - "[Type of Reimbursement]: Name - Amount"
- Receivable invoices - "To Be Invoiced: Customer - Amount"
- New employees
- New independent contractor
- Grant budget and report requests
- Grant awards
- DocuSign requests
- Request for COI/Additional insured
- Contracts
Suggested titles, descriptions, and content for tasks
Updated
by Max Dana
- Frustratingly ambiguous task descriptions
- Awesome and unambiguous task descriptions & task details
- Bills/payment requests - "Bill Submission: Vendor - Date (Payment option) - Amount"
- Transaction Receipts - "[Bank Account/Credit Card Account]: Vendor - Amount"
- Reimbursements - "[Type of Reimbursement]: Name - Amount"
- Receivable invoices - "To Be Invoiced: Customer - Amount"
- New employees
- New independent contractor
- Grant budget and report requests
- Grant awards
- DocuSign requests
- Request for COI/Additional insured
- Contracts
Good task titles, descriptions, and content allow us to stay organized and work efficiently across multiple members simultaneously. Most importantly, they allow us to immediately identify what a task is and search our task lists to find specific items we are working on for a member. For further instruction on submitting receipts into the app see How To Submit Receipts in the App.
Frustratingly ambiguous task descriptions
- Fwd: ________
- RECEIPT FOR PRINTING
- Receipts receipts receipts!
- Please pay
- Check deposit
- (no subject)
- Please send check
- Invoice
- To be invoiced
- May Invoice
- Verizon bill
- Urgent
- Hi Abby
- Did I send this?
- For payroll
Awesome and unambiguous task descriptions & task details
Below are examples of good task descriptions that contain contextual information that reduce ambiguity and make tasks more searchable. Use the examples below as a template for your submissions. TIP: Begin your description with what it is you are submitting, followed by a colon.
Bills/payment requests - "Bill Submission: Vendor - Date (Payment option) - Amount"
"Bill submission: Landlords R Us - December 2016"
- Account: Props
- Program: Cheaper by the Dozen
- Activity: The Kitchen
- Memo: Novelty Scissors
- Amount: $___
- Attach bill
"Bill submission: Landlords R Us - December 2016 (Check to Print)" - when a pdf check is needed
- Account: Props
- Program: Cheaper by the Dozen
- Activity: The Kitchen
- Memo: Novelty Scissors
- Amount: $___
- Attach bill
Transaction Receipts - "[Bank Account/Credit Card Account]: Vendor - Amount"
"Amex Receipt: Joe's Wig Emporium - $45.98"
- Account: Props
- Program: Cheaper by the Dozen
- Activity: The Kitchen
- Memo: Novelty Scissors
- Attach receipts
"Chase Receipts: Home Depot $78 & Dominos $25"
- Account: Props
- Program: Cheaper by the Dozen
- Activity: The Kitchen
- Memo: Novelty Scissors
- Attach receipts
Reimbursements - "[Type of Reimbursement]: Name - Amount"
"Employee Reimbursement: Abby Felder - $1,000,000"
- Account: Props
- Program: Cheaper by the Dozen
- Activity: The Kitchen
- Memo: Novelty Scissors
- Attach receipts
"Independent Contractor Reimbursement: Abby Felder - $1,000,000"
- Account: Props
- Program: Cheaper by the Dozen
- Activity: The Kitchen
- Memo: Novelty Scissors
- Attach receipts
Receivable invoices - "To Be Invoiced: Customer - Amount"
"To be invoiced: Huge Performing Arts Venue"
- Contact: Megan Runyan: megan@artspool.co
- Description: Novelty Scissors
- Qty/Fee: $5000
- Due by: Net 30
- Account: Props
- Program: Cheaper by the Dozen
- Activity: The Kitchen
- Contract (if applicable)
- Attach invoice
New employees
Hmm, it's best not to email this one in. Use the New Hire Form instead.
New independent contractor
"New contractor: Errol Flynn - start date 12/1/16"
- Job Title: Description of duties
- Attach a contract
- Attach an invoice
- Attach W9 directly to the app (not through email) OR attach email address to request W9
Grant budget and report requests
We've got a fancy web form for this one too. Read all about it.
Grant awards
"Grant Award: Rockefeller Foundation 2016"
- Attach award letter
- Include coding if possible
DocuSign requests
"For DocuSign: Offer Letter for Sam Flynn"
"For DocuSign: Contract with Joe's Wig Emporium"
- Attach contract
- Include first and last name of all contractors
- Include emails of all receivers and signers
Request for COI/Additional insured
"COI request: General Liability - 2016 Gala"
"Certificate of Insurance request: Workers' Comp - Cheaper by the Dozen"
- Attach documentation
Contracts
"Theatre Contract: SoHo Rep - 12/1/2017 - 12/31/2017"
"Vendor Contract: Vendor Name"
- Contact: Megan Runyan: megan@artspool.co
- Description: Venue Rental for BYOB
- Amount: $5000
- Account: Venue Rental
- Program: Cheaper by the Dozen
- Activity: The Kitchen
- Attach contract
