Shared Reference
Travel Log — our shared brain for trips, contacts, and tax records
This is the template for our Google Sheet. Both of us can edit from our phones. Everything we need to remember — managers, rooms, restaurants, receipts — lives here. Copy this structure into a shared Google Sheet.
!
Setup — 5 minutes, one time
Create the Google Sheet, share it, and you're done forever
Do first
Why Google Sheets? Free, works offline on both phones, real-time sync, searchable, exportable for your accountant at tax time. No app to download. Both of you can edit simultaneously while sitting in the same hotel room or on different sides of the city.
Steps
1. Go to sheets.google.com
2. Create new → Name it "yerramazing — Travel Log"
3. Create 6 tabs (see below for each tab's columns)
4. Share with your partner (Editor access)
5. Both: "Make available offline" in Google Sheets app
6. Pin it to your home screen on both phones
1
The 6 tabs — each one serves a purpose
Click each tab below to see the exact columns to create
Template
Trips
Hotels & Stays
Food & Restaurants
People & Contacts
Expenses (Tax)
Content Log
Purpose: High-level overview of every trip. One row per trip. This is your master timeline — when you need to remember "that trip we took in August," start here.
ColumnExampleWhy
Trip NameDR First TripQuick reference
DatesApr 12–16, 2026Tax records + memories
DestinationPunta Cana, DRLocation reference
PurposeContent trip — hotel review + food seriesTax justification
How We Got TherePoints — Chase Sapphire, 45k ptsTrack points usage
Comped?Hotel comped, flights on pointsTrack comp value
Total Out-of-Pocket$340Budget tracking
Content Created2 YT vlogs, 8 TikToks, 3 ReelsPortfolio + tax proof
HighlightsWaterfall hike was incredible, skip the tourist beachFuture reference
Would Return?Yes — want to try the south coast nextFuture trip planning
Purpose: Every place we stayed. One row per hotel/Airbnb. When a hotel was great, we come back. When it was bad, we remember why. The manager's name is gold for return visits and referrals.
ColumnExampleWhy
Hotel/Property NameHotel Catalonia RoyalQuick lookup
LocationPunta Cana, DRDestination reference
DatesApr 12–16, 2026Cross-reference trips tab
Room TypeOcean view suite, 4th floor, room 412Request same room next time
Rate / Comped?Comped — 4 nights in exchange for contentTax + comp tracking
Manager / ContactMaria Santos — PR Manager, maria@catalonia.comFollow up, referrals, return visits
How We BookedPitched via email — media kit attachedTrack what pitch worked
Amenities NotesPool was great, gym small, breakfast buffet 7-10amContent notes + personal ref
Rating (1-10)8Quick comparison
Would Return?Yes — ask for building B next time, quieterFuture planning
Content Posted?YT vlog + 3 TikToks + tagged IG postTrack deliverables fulfilled
Photos/LinksGoogle Drive folder linkQuick access to raw footage
Purpose: Every restaurant, street stall, buffet, and food experience. "What was that amazing place we ate at in Brooklyn?" — this is the answer. Also tracks comped meals for tax purposes.
ColumnExampleWhy
Restaurant NameFogo de ChaoQuick lookup
Location252 E 51st St, NYCAddress for return visits
DateMar 22, 2026Tax records
CuisineBrazilian steakhouse / churrascariaOrganize by type
What We OrderedFull rodizio, caipirinhas, flanContent reference + reorder faves
Cost (total)$156 for twoBudget + expense tracking
Comped?No — paid out of pocketTax: comped = not deductible as expense
Manager / ContactDiego — floor manager, super friendlyRelationship building
Rating (1-10)9Quick comparison
Best DishPicanha was insane, skip the chickenRecommendations + content
Content Created?TikTok review posted Mar 23Track what we've covered
Business PurposeFilmed review for "NYC Steakhouse Series" ep 3Tax write-off justification
Would Return?Yes — want to try the Saturday brunchFuture planning
Purpose: Every meaningful contact we make. Hotel PR managers, restaurant owners, tourism board reps, other creators, anyone. This is your relationship CRM. When you need to pitch someone again or ask for a referral, it's here.
ColumnExampleWhy
NameMaria SantosWho
Role / TitlePR ManagerContext
Company / PropertyHotel Catalonia Royal, Punta CanaWhere they work
Emailmaria@catalonia.comDirect contact
Phone / IG@mariasantos_prAlt contact
How We MetShe approved our comp stay pitch — Apr 2026Context for follow-up
Relationship StatusWarm — delivered content, she loved itKnow where you stand
Follow-up Needed?Send thank-you + content links by Apr 25Don't drop the ball
NotesShe knows the GM at Catalonia Santo Domingo — ask for introReferral opportunities
Purpose: Every business expense, logged for tax time. Your accountant will love this. Take a photo of every receipt and link it here. At tax time, export this tab as CSV and hand it over. Done.
ColumnExampleWhy
DateMar 22, 2026IRS requirement
DescriptionDinner at Fogo de ChaoWhat was it
CategoryMeals — ContentTax category
Amount$156.00Dollar amount
Payment MethodChase Sapphire ****4521Match to statements
Business PurposeFilmed review for NYC Steakhouse Series ep 3IRS requires this
Deductible %50%Meals = 50%, gear = 100%
Receipt PhotoLink to Google Drive photoProof for audit
Trip (if applicable)NYC — not a tripGroup by trip
Categories to use (keep consistent)
Meals — Content50%
Travel — Flights100%
Travel — Hotels100%
Travel — Transportation100%
Equipment — Camera/Gear100%
Software — Editing/Tools100%
Marketing — Ads/Promos100%
Business — Legal/Fees100%
Phone/Internet50-80%
Purpose: Track what content was created, posted, and how it performed. This feeds your media kit stats and helps you see what's working. Also proves to the IRS that trips were business-related.
ColumnExampleWhy
Date PostedMar 23, 2026Timeline
PlatformTikTokWhere it lives
Title / Hook"$156 all-you-can-eat — was it worth it?"Quick reference
Content PillarFoodTrack pillar balance
Related TripNYC localLink to trips tab
Brand/Partner Tagged?@fogodechaoTrack deliverables
Views (7 day)12,400Performance tracking
Engagement843 likes, 67 comments, 120 sharesMedia kit stats
Linktiktok.com/@yerramazing/video/123Quick access
NotesThe close-up food shots performed best, do more of thoseLearn what works
2
The quick-log workflow — do this every day on a trip
Takes 2 minutes. Do it while you're still at the restaurant or in the hotel.
Habit
The rule: Log it while it's fresh. If you wait until you get home, you'll forget the manager's name, the room number, and what you ordered. Two minutes now saves 20 minutes of "what was that place called?" later.
At a restaurant
1.Photo the receipt
2.Open sheet → Food tab
3.Log: name, what you ate, cost, rating
4.Ask manager's name before leaving
5.Add to Expenses tab
At a hotel
1.Photo the room key (has room #)
2.Open sheet → Hotels tab
3.Log: name, room, rate, amenity notes
4.Get PR/manager contact at front desk
5.People tab: log the contact
Meeting someone useful
1.Get their card or IG handle
2.Open sheet → People tab
3.Log: name, role, how you met
4.Note any follow-up needed
5.Follow them on IG within 24hrs
End of each day
1.Upload receipt photos to Drive
2.Add links in Expenses tab
3.Quick note in Trips tab highlights
4.Back up footage to cloud
5.Review tomorrow's plan together
3
Pro tips for the sheet
Little things that make it 10x more useful over time
Level up
Google Sheets tricks
Use Data Validation dropdowns for Category and Platform columns
Conditional formatting: green rows = comped, yellow = paid
Filter views so each person can sort without messing up the other's view
Create a "Dashboard" tab with =SUMIF formulas for total expenses by category
Use =COUNTA to track total restaurants visited, hotels stayed, content posted
Star/bookmark the sheet in Google Drive so it's always at the top
Tax time shortcut: At the end of the year, filter the Expenses tab by category, export each as CSV, and hand them to your accountant. You'll save hours and look extremely organized. Accountants charge less when your books are clean.
Built March 2026 · Part of the yerramazing business plan
Copy this structure into a shared Google Sheet → both pin it to your home screens → log everything