How I use @draftsapp to be a better husband

I have been coming up with lots of great ways to utilize Drafts App (@draftsapp.) Drafts is really great, because it can almost become your starting point for any text that you need to type in your phone.

A lot of times, I would be running errands or shopping wth my wife, and she would point out that she liked a pair of earrings, or a shirt, or a pair of shoes, etc. I of course, (trying to be) a good husband, would fiddle with my iPhone, go into Notesy, search for my running list that had her wish list ... all the while, I would spend several minutes wasting time on my phone, or frustate my wife because I was (yet again) on my phone instead of spending time with her.

Here comes Drafts. I set up an action in Drafts that appends to an existing text file in Dropbox. This is a game changer. Now, I just need to open Drafts, type in whatever it is she saw or mentioned, and choose the action "Append to Sarah likes". Drafts will take my text entry and (in the background) add it to my running list. The key here is that it doesn't have to go open another app for you. It is all Disney Magic, as Merlin would say.

You can also configure the text that is added to the text file. So I added some tags that add the date after my entry in Drafts. Here's a screenshot of the configured action, below.

If you want to hear a great explanation of Drafts, check out Episode 113 of Back to Work.

A few caveats

  1. This works best if you use text-based notes with Notational Velocity or nvALT
  2. And it works best if you save those notes in Dropbox, allowing these Dropbox-based actions to access one main collection of notes.

Dropbox Action in Drafts to append text to a file

Drafts action - Open in 1Password

Dan and Merlin were talking about Drafts on a recent episode of Back to Work. I had already purchased the app on my iPhone and I've been digging in a little more lately. (I love text!)

They mentioned that you can open a url in 1Password (to take advantage or having easy access to the login credentials - perfect for Amazon purchases, or getting to any other website that will require a login.

I didn't find one in the Drafts Actions Directory so I created one myself. Basically, you can type a url into Drafts, and select the "Open in 1Password" action, which will then open that url in 1P. Brilliant.

∞ Click here to insall the action.

Compose a Gmail message, clutter-free

Similar to an Automator app that Merlin recently built, I decided to make a Keyboard Maestro macro that would allow me to create a Gmail message in a new page, without the clutter of my inbox.

His is a little bit different because it's an actual app, and it doesn't require a 3rd party app (Keyboard Maestro). But, if you don't already have Keyboard Maestro, then you're missing out.

The macro is available here for download, but basically here's what it does when I press ^⇧⌘C : 1. Activate Google Chrome 2. ⌘L - basically this puts the cursor in the address bar to "Open a location", setting us up to... 3. Paste the text/url for the standalone Gmail compose page 4. Types the Return key, so the page will load 5. Type your email, send it, and then close the tab and you're done, never having to see your inbox.

This is similar to another Chrome hack I posted, which you can read about here.

Screenshot of my macro

Why I budget for home and auto expenses

I was asked on Twitter if I budget for monthly home and auto repairs. I thought this was a good question. Basically, the answer is "yes, I do." But why?

I budget for these expenses rather than depending on my Emergency Fund, because I anticipate these specific expenses. The emergency fund (in my opinion), is just that - an emergency. Home repairs like a new air conditioner, or auto repairs like oil changes and tires are not necessarily surprises. I know that I will need these things, so I want to take the opportunity to save up for them and not rely on just the Emergency Fund.

YNAB is my weapon of choice for this. The software makes it so easy to budget for these types of expenses month after month and feel like a winner with money. You can read about my YNAB history here.

Leaky pipes are like constant email consumption

Several months back, we had a water leak. But, I didn't know it until after about a month. The leak was small, but over time it definitely added up on my water bill. It was the equivalent of a small slice in a hose that causes a light spray. So obviously, when I realized there was a leak, I turned off the water to the house (The leak was out by the street near the main shutoff valve). Luckily, a handyman was able to come to the house the next day and fix the leak, but we had to keep the water turned off unless we were showering or cooking (the bare necessities when it comes to water).

This exercise showed me how much water can be wasted when we don't have to conciously think about what we need the water for and how much we're going to use.

Then I started thinking about this in relation to email. The leak reminded me of people who check email constantly throughout the day, letting it suck away their time and attention. It's so easy to think that looking at email will just take a second. However, those seconds and minutes add up througout the day. And when added up, they affect our work in bigger ways than we realize, just like the leak increased my water bill over a month's time.

Therefore, I am doing my best to minimize my email time throughout the day, and limit it to 2 or 3 times of 30 minutes each, to process and reply to emails.

I decided to sign up for Crossfit

I have wanted to do Crossfit for a long time. The main reason that I haven't, to this point was the cost. I always felt like spending over $100 for one person to work out was a lot of money. While a Crossfit membership can truly be on the pricey side, I was failing to renew my perspective on the situation.

All along, I've told myself that I couldn't afford it. The truth is, we can afford it. I'm just hesitant to spend money. There. I said it. I like to budget and keep track of where we spend our money. But,I have been stuck in my 2008/2009 mentality when we were pushing really hard to pay off my school loans and living bare bones. It's not like that anymore. We have paid off the school loans. I am further along in a career. Overall, we are in a better, more stable place.

My wife made a great point when I was wrestling with my decision of whether to sign up for Crossfit. She said:

we work so hard but what's the point in working hard if we can't enjoy spending the money that we've made

This really stuck with me, because it was true. Why work so hard day in and day out, only to be afraid of spending some of our income on something that is to our benefit, and that we enjoy. Although, I'm not encouraging being frivelous or irresponsible if the money wasn't available to be spent.

All that being said, I finally decided to take the first step and sign up for the Elements class at a local Crossfit gym. I'm really looking forward to it.

Are there things that you're afraid to spend money on or are you hesitant to spend money that is in fact available to be spent?

Create a custom podcast feed on Huffduffer

I had read about Huffduffer from somebody on Twitter a couple months ago (I can't remember who). It sounded like a neat idea, but I didn't have much demand for it at the time. I do like to listen to one-off episodes of podcasts now and again, but it seemed like more work than it was worth, to setup an account and all.

That was until the mention of Merlin Mann's 'Time and Attention' talk at Rutgers. It was linked to in the show notes of Back to Work Episode #96. However, it was just an mp3 link. I really wanted to listen to it in Instacast, though. Enter Huffduffer.

I went and setup and account, and have since added several other one-off episodes or audio files from around the internet. This could be dangerous.

You can view my feed here.

Our Debt-free Story

Let me take you back to the ‘beginning’. I finished high school and decided to stay home for another year and go to community college. I didn’t really know where I wanted to go to college, nor did I know what field I’d like to focus on, besides just a basic business degree. I had a good job that was flexible and allowed me to work 3 days/week and still crank out about 30 hours/week, while I went to class on Monday, Wednesday, & Friday. In hindsight, this was such a great idea that I didn’t even realize at the time. Why was it a good idea? Because it saved me about $20,000 in more school debt.

After 1 year of community college, I was itching to get out of dodge and go experience life on my own and have a college experience. Unfortunately, there was a price tag involved and concluded with me living extremely beyond my means. My parents were never very upfront with how much money they had available to support my college education. One day, I was telling my dad that I was considering Baylor University and he said “I can’t afford that.” My internal response was “well, what can you afford?”. That’s when I decided to go “all in” and move forward on attending Baylor, even though my parents weren’t going to give any financial support, and I clearly didn’t have the money saved. My rationale was: I will get a good job (read: better than I would from a public school) by going to school there, and be able to pay off my loans anyway, so it should work out in the wash. Man, was I wrong. Now, the value of public and private schools is a discussion for another day, so we’ll “parking lot” that one.

So, long story short, I was accepted to Baylor University, and resolved in my heart that I would owe a lot of money when I finished school. Like the saying goes: out of sight, out of mind. I would always “joke” about the fact that I would be finishing school with nearly $80,000 in loans, which may have been my way to protect myself about the real issue and how horrible I knew the situation was.

Unfortunately, I did not do a good job of budgeting my money. I was one of those types that just tried not to spend money. That never works out well though because $3 at Wendy’s over and over again for all your meals clearly ends up being more expensive than just buying groceries. Heck, do you know how cheap sweet potatoes are, and how great of a meal they are? I probably borrowed a lot more money than I needed to. And if I would have budgeted better, I could have been seen that a part time job would have made a huge difference all throughout school to help pay rent or food.

I did end up getting a part time job my senior year, as I became less involved in my fraternity and realized that I really needed some extra cash to “stop the bleeding”. I saw the loan balances rising and it was starting to freak me out. My senior year I actually maxed out the allowed amount of money that I could borrow through private loans. My dad stepped in and co-signed on a Parent Plus loan for me.

After 3 years and a few summer schools sessions, I graduated with a BBA in Information Systems and International Business, and a balance of nearly $80,000. It’s my guess that about $10,000 of that was interest. For a year of so, I only paid the interest, because it took me some time to get a good stable job in my desired field. All in all, it was about a year and a half before I landed the job that I would stay in for the next (almost) 6 years.

I married the greatest woman on this earth in 2007. I’ll never forget the feeling of talking to her after she logged into my loan accounts online to make the payments (I was overseas and had limited access to internet). She added up the balances and they were still sitting around $80,000. She was overwhelmed. I was somewhat naive. That’s when the switch flipped for me. I didn’t want us to carry this in our marriage. I really hated coming into marriage with the burden at all. It is said that you become one when you get married, which includes finances. It was really hard for me to have a good conscience about saying “our” debt instead of “my” debt.

Shortly after getting married, someone gave me some Dave Ramsey FPU material, and I was immediately hooked. It was what I needed. Up to that point, I knew we needed a budget. But that was as far as I could take it. Dave’s principles and teaching helped me lead us and get our money in order. I was not perfect though. I definitely screwed up a few times. My biggest mistake was telling Sarah what we were doing instead of why we were doing it. It would have made it easier for her because I had these goals of paying off debt, saving money, saving for retirement, etc etc. But all she experienced was me living and dying by the budget and saying that we couldn’t spend money. Honestly, it was hard. Really hard.

It was also hard when Sarah wanted to be free to change jobs, not work full-time, or at least be doing something that she enjoys. I wanted that for her too. Debt makes that hard to accomplish sometimes. I always felt so heavy and scared about that huge debt payment and later on, the snowball. Little by little, we paid off some of the smaller loan balances and experienced some wins. We gained momentum. We grew together. We had cheap date nights, ate at home a lot of nights (Sarah’s cooking is better than almist any restaurant), and did our best to shut off our “want meters”.

We started attacking our debt in early 2008. 3 years later, we were in the home stretch. I think we were closing in on $10,000 left. We could see the finish line. It’s really crazy looking back, but I did the math and we were “giving” 30% of our take home pay to Sallie Mae. That just isn’t right! I made the payment manually every month, because I wanted to be aware of what we were working towards.

In April 2011, we became debt free [1]. Sarah clicked the “Submit Payment” button on the website. And it was a glorious moment that I will never forget. I honestly felt surreal - we had been waiting for the day for so long! A couple months later, we even had the opportunity to be on the radio with Dave Ramsey and share our story [2].

I look forward to sharing more about our journey with paying of debt, budgeting, and personal finance.


  1. Everything except the house  ↩

  2. I was really nervous! It wasn’t my greatest interview performance, but it’s still exciting that we were on the show.  ↩

Create a project budget with YNAB

I have led many projects throughout my IT career. Over the last year and a half, I have become more responsible for tracking project and department budgets. Depending on business practices dictated by leadership and accounting, it could be hard to easily track these numbers, at least in a simple manner for always have eyes on cost control.

If accounting doesn't allow for a simple way to check your current spend on a project, then this is where YNAB will save your bacon. I am already a huge supporter of the software, which I use for all of my personal finance needs.

In short, YNAB is a budgeting software that helps you budget, by incorporating its 4 rules into your finances workflow. The rules are:
1. Give every dollar a job
2. Save for rainy day
3. Roll with the punches
4. Live on last month's income

I realize that these rules pertain more to personal finances, but just stay with me.

When I am leading a project, I am typically the one to receive all invoices related to contractor services or other conducted procurements. This past week, I realized that I didn't have a reliable up-to-date cost figure for a recent project I was helping with. Now, I know that we hadn't gone over budget, but I still wanted firm figures that I could deliver if I was asked how much we had spent to date. So, since I already had YNAB on my laptop for my personal use, I decided to take a shot at creating my project budget in a new budget file. Here's how it worked out for me.

I already see the invoices that get passed on to Accounts Payable because I either receive them directly from the 3rd party, or Accounts Payable asks me to approve them. I decided to treat these invoices just like I would my personal spending. Every time I spend money personally, I enter the transaction into YNAB and give it a category. I'm in a good place to do this going forward, but I did have to do some digging into all the invoices I've received and backdate them.

Below is a screenshot of all my expenses for the project (sample data), along with the original project budget amount (Cost Baseline). You'll also notice another income amount which is additional project funds that were approved, as a part of Change Requests. If you notice, I also split some of the transactions and allocated to different budget categories. I tried to keep my budget categories as simple as possible, which you can see in another screenshot below.

Now for the budgeting. My project started in October, so I took all that money and budgeted it out accordingly, all the way down to a zero balance. This goes back to Rule #1, "Give every dollar a job". When the change requests were approved and we added more funds to the budget, I modified the budget and again brought the "Available to budget" amount down to $0. I am a huge fan of the YNAB budget screen. I love it from a personal finance perspective because the lines serve as virtual envelopes and your money can build up over the months if you don't spend it all in one month. It also works really well for a project too though. I can either collapse the master categories and look at the high level and do a budgeted vs actual comparison of costs. You can also expand the categories and see the available funds on a particular budget item/category or see if you've gone over budget. In my example below, we overspent in the Software category. This should have had a Change Request as well, because we purchased 2x the amount of software licenses as we had planned.

YNAB also has some great reports that you can take advantage of. One in particular is the "Spending by Category" report which is a pie-esque chart that allows you to drill down and see spending summaries by category.

In closing, can you tell how much I like this software? I've been using it personally since the beginning of the year, and tell people about it any time budgeting comes into conversation. I have read about people using it for a business budget, heck even Jesse says they started using it at YNAB. Why not drink your own koolaid? And, when you create a new budget file, "Small Business" is an option, which will include business-type categories for you.

If you'd like to try YNAB, they have a 34 day trial (perfect for using it over an entire month and then some). Be sure to check out some of their training & education as well. If you decide to purchase the software after your trial, you can get $6 off by using this link.