If you run a small business, keeping your receipts organized and accessible helps make tax time easier. And with estimated tax payments coming up soon, now is a good time to check out Shoeboxed.com, where you can mail-in or upload your receipts to organize them and get rid of clutter. The information can then be transferred to programs such as Excel, Quickbooks, Freshbooks, Evernote, Quicken, and CSV formats. If you scan and upload your receipts yourself, there is a free option. Or if you’d like to mail your receipts for scanning or use one of the mobile photo capture and upload options, there is a fee depending on how many receipts a month you upload. There is even an option to upload business cards.

To learn more or sign up for a free trial, check out ShoeBoxed.com.  Also check out ShoeBoxed’s blog for great articles on personal finance, taxes and more.

When it comes to managing my life, particularly if I’m way from my computer, if I can skip or speed up a step I’m more likely to stay on top of things. Google Calendar allows me to quickly add events through my phone through SMS.  I simply scroll to Google in my contact list and choose the option to send an SMS, type my appointment and hit send. Google texts back that the appointment was received. I also use it to send my self to-dos and notes that I don’t want to forget.

To set up the mobile option with Google Calendar:

1. Visit your Google Calendar online.
2. Click on the “Settings” option.
3. Click on “Mobile Set up”
4. Check to see if your Carrier is supported.
5. Enter your country and phone number, and then click “Send Verification Code”
6. You’ll receive a message back with a verification number. Enter that number in the “Verification Code” field on in the mobile settings on your calendar. (If you don’t receive the code, you can request it again through the Mobile Set up in the Settings.)
7. Click “Finish Set-up”.

To send a text of a new appointment:

1. Add Google Calendar’s SMS number to your contacts 48368
2. Send a text to the SMS number. Enter the appointment, date and time for example “Dinner 3/4 8pm” or “Soccer Saturday 10am”
3. Google Calendar will text back that it received the appointment.

Appointments I made through Text (SMS)

You can also have Google Calendar text your appointments to you. To receive the next item on your appointment schedule text “next” (without the quotes) to 48368.  Text “day” to get the day’s appointments or “nday” to get tomorrow’s schedule.

When I first got my Palm Treo, it was more of a novelty than anything. I paid the extra for Internet access and bought all sorts of programs to go with it, but at the time I didn’t really need it.

Today, I have a Blackberry (although I’m taking a close look at the Droid) that I can’t live without. If there is no wi-fi for my laptop, I can check email on my phone. If I need to do some quick cost comparison research, I can access information from the Internet on my phone. If I need to capture a thought, I can do it on my phone either through text, recording or a service like Jott that will send it to my email or calendar. And while much of its use is related to work, not all of it is. I listen to Pandora, read ebooks, and locate where my children have wandered off to.

Here are my top three reasons why everyone needs a Smartphone:

1) You can carry your life with you wherever you go. Contacts, notes, schedule, music and more. You don’t have to carry a bulky planner with erasable ink scribbles in it. Your phone can do it.

2) Get information about anything, anytime, anywhere. Like phone service, your Internet access can be limited but as many times as I’ve hit a dead spot in my phone service, I have very rarely not been able to get online to access important information from my phone. Need to know the traffic or weather where you’re heading? Want to compare prices on that great new doodad you’re planning to buy? Just last week I used my phone in Blockbuster to figure out what disk a specific episode of Stargate was on so my son could rent it. You can even get GPS.

3) Mange your life. Worried about missing an important call or email? Need to update your blog or Tweet with your colleagues? Nearly every great web-based productivity site has mobile options to make doing your work or managing your projects fast and easy while on the go.

Tired of wasting time sitting on hold? LucyPhone can help. In three easy steps you can contact the company you need to talk to and let LucyPhone sit on hold.

LucyPhone from Decogram Corporation on Vimeo.

1) Call the company through LucyPhone. It will call you first and then connect you to the company.

2) Use the company’s phone menu as you usually would to find the right department. If you’re put on hold, press **.

3) When an agent come on, LucyPhone calls you back immediately.

To learn more, or use the service, visit LucyPhone.com

I’m organizationally challenged, which causes problems because I’m also a multi-business entrepreneur. I’m always on the hunt for the perfect planner system that fits how I work. My preference is to see the whole week at a glance and have all my to-dos (personal and professional) listed along side any appointments. I don’t want to have to turn pages to manage my day because I’m more likely to not turn the page and therefore miss something. The problem has been that I’ve never found just the right planner.

If you’re having the same problem, visit DIYPlanner which has tons of different planner styles…for free. These planner templates are created by DIYPlanner or its members and uploaded for anyone to use. Planners come in a variety sizes depending on your needs.

The site also offers articles and other resources related to planning. The best way to find the actual planner templates is to click on “DIYPlanner.com” or “Time Management” in the left hand side bar. But do take some time to read the articles and other information. There is an itneractive community there with lots of great tips and ideas.

To learn more, visit DIYPLanner.com

Timebridge is offer a free resource that makes it easy for people see your availability and schedule time with you.  The great thing about this resource is that it doesn’t reveal the details of your schedule, only the times that you’re “available” or “busy”.  Further is works with Outlook, Google Calendar, and iCal to synchronize your free/busy availability.

For an additional fee, Timebridge’s Meet With Me also provides a meeting room, web or phone conferencing, and text message reminders to those involved in the meeting.

To learn more, visit TimeBridge.

I love web aps that make my life easier. How ever too many apps can confuse things. That’s why I love resources like iGoogle in which many of my tools can be accessed in one place.

In my hunt for a great goal setting tool, I was concerned about how I would manage yet another app. Resources like 43 Things are great not only to set and manage goals, but for the support and social aspect. But I don’t tend to go back to them once I set them up. If you don’t use it, it can’t help you.

So I was intrigued when I found this post from last year on We Do Creative on how to use Google Calendar to manage goals. I love this idea because I do check my calendar on a regular basis. You can not only set your goals, but break them down into milestones and tasks as well. If your goals are a group effort, you can share that particular goal’s calendar with others as well.

Check out this article, “Google Calendar as a Todo List & Task Management App” and see if it works for you.

Need to keep in touch with a group that’s on the go? Tatango offers a text messaging service that can send your message out to everyone in your group. Messages can be composed and sent from a computer or by phone if you’re on the go as well.  Depending on the plan, you can a variety of groups, subgroups and message allotments. Members can use “keywords” which allow people to easily join your group via text or through a link online. Current users include athletic teams, religious organizations, real estate agents and sororities.

Tatango offers a free-30 day trial. Plans vary from basic at $19 a month for 400 messages and unlimited members all the way up to the premium for $199 a month for 5000 messages and few other perks (there are two plans in between). To learn more or test out a free trial, visit Tatango.com

As you know, I’m a productivity nut because I’m organizationally challenged. I’m always look for great resources to keep all my tasks, notes and other materials accessible. SpringPadIt.com is a new web-based notebook site that offers all this and more. Much like Google Notes or OneNote, you can create a variety of notes to organize tasks and projects. It offers a variety of premade templates such as budget tracker and fitness tracker. A clipping feature lets you clip notes or recipes to save in your note book.  Springpadit also lets you flag (for priority), tag (for easy search), and write note on your notes. It offers drag and drop functionality to move your notes and items around for easy access. A big plus for me is that you can see all your tasks in one place across a variety of notes.

Because its a web-based program, you can also access other web-based resources such as restaurants, contacts, and maps. You can share your notes with others (with other users or through Facebook, Twitter and email) and have reminders emailed or texted (sms) to you or one of your contacts.

My only beef with the program is that I haven’t found a gadget to add it to iGoogle, and it doesn’t look like I can text notes into the program from my phone. But for a free service its very robust and easy to use.

Check out SpringPadIt to learn more.

Over at Lifehacker there is a simple script that can help you stay on track with your work projects. The scrip will provide a pop-up every 20 minutes asking you if you’re on task. While such an application could get annoying, if you find that you waste time surfing the net, Twittering, or reading about the latest celebrity gossip, it can help get you refocused on work and thereby improve your productivity.

To learn more or get the script, visit LifeHacker.