By Rachel Puryear

In van life, we all get into it to see beautiful places around the world, enjoy adventures out on the open road, and experience the freedom that comes along with it.

At the same time, on the road or not, things like finances and taxes need tending to. You know, all that adulting stuff.

Sometimes, being on the road can lead to complications with these things. However, have no fear, I have here for you the van lifer’s guide to taxes and finances – so that you can get all that squared away, and spend more time on the fun stuff like visiting more gorgeous destinations.

Getting Organized: Documents and Tools to Carry

There are certain things you should have with you at all times, and don’t leave home without them:

• Carry digital and physical copies of your government-issued ID, passport, and driver’s license. Carry digital copies of your professional or business license or registration, and also your tax documents (W-9, 1099 info), if applicable. Always keep them in encrypted cloud storage, and on an external drive.
• Use a simple tool kit: Phone, laptop, chargers for all devices. You might keep a scanner app on your phone, or carry a small, portable one, if needed. Also, keep a (digital or physical) notebook for mileage, recording hours, and for quick notes, kept all in one place.
• Other helpful apps: Cloud storage app, invoicing app, check register app to keep track of spending and income, banking apps, password manager.

Taxes on the Road: Basics for Freelancers/Remote Workers

Death and taxes. Here are some tips for the latter:

• In the United States, you’re usually taxed based upon your “domicile” – meaning where your primary residence is. This remains the case regardless of where you sleep, or even if you spend extended time elsewhere, as long as you intend to ever eventually return to your main home. Rules do vary between different countries and states, so be sure you know your own local rules.
• Keep track of income for your business, if you have one. If you have a business and also do jobs as a contractor (you receive a 1099 or W-2), keep track of each one separately. Keep track of your business expenses, as well, and keep any documentation you have of this – this is important for tax deductions, saving you money later.
• Track mileage carefully if you also use your travel vehicle for business – it can also be a big deduction. Keep a travel log of your start/end odometer, purpose, and miles.
• If you’re self-employed, set aside roughly 20-30% of your income for taxes. This is an estimate, and your actual rate may vary.
• Also, if you’re self-employed be sure to pay quarterly estimated taxes – you can do that here on the IRS website for the USA. Set reminders to be sure you pay on time, otherwise there can be penalties.

Invoices While Traveling: Tools, Timing, and Templates

Successful businesses are diligent on billing, and that helps collection rates tremendously. If you’re self-employed, be sure that you are, too:

• Use cloud invoicing software (easy, sends reminders, stores records). Creating templates saves time later.
• Invoice promptly. For a one-time job, invoice right after finishing it. For someone you do work for regularly, agree to payments intervals between every 1-4 weeks, and always invoice promptly. This will help keep payments coming quicker – besides, if you bill late, people tend to think they can also pay late.
• Always include clear payment terms: due date, late fees, accepted payment methods.
• Offer easy payment options: bank transfer/ACH, PayPal, Venmo, Zelle, Stripe, Apple Pay, Google Pay, or invoicing services that let clients pay by card. Be sure to first create and establish any necessary accounts to use these services.
• A simple, sample invoice template: Always include a header (your name and contact info), invoice number and date, address the customer or client respectfully, (“Dear Ms. Jones, Enclosed please find this invoice for services…”) list of services with line totals, subtotal, taxes/fees (if applicable), total amount due, due date (“Please make payment by…”), and payment instructions (“For your convenience, payment may be made through any of the following methods: …”). Use a brief and polite closer, such as, (“As always, thank you, and we appreciate your business.”).

Managing Finances: Budgeting, and Tracking Income and Expenses

Keeping good track of money matters as you go helps prevent stress and tearing your hair out later, trying to reconstruct everything:

• Maintain separate bank accounts for business and personal uses – it makes tracking much easier and simpler.
• Use a simple budgeting app, or a spreadsheet with different categories: income, vehicle expenses, fuel, food, insurance, maintenance, and fun.
• Set up an emergency fund for things like vehicle repairs, medical expenses, expenses that come up, unexpected taxes, and more. Life happens.
• Check your accounts at least weekly, and reconcile them with your invoices and receipts.

Banking on the Road: Accounts, Cards, and Avoiding Fees

• Use a bank or credit union with good mobile banking and low ATM fees.
• Carry at least two debit/credit cards from different companies, in case one is blocked or lost. Also, let your institution know about your travel habits, to avoid them blocking your accounts for suspicious activity.
• Know your bank or credit union’s foreign transaction and ATM fee policies if you travel internationally.
• Set up mobile alerts for large transactions and low balances alerts.

Record-Keeping and Backup Strategies

• Scan receipts and store them in the cloud. Use consistent file names (YYYY-MM-DD_vendor_amount).
• Back up your bookkeeping data weekly to an external drive and cloud.
• Keep a monthly folder with invoices, receipts, and mileage logs for easy access at tax time.

Common Pitfalls, and How to Avoid Them

Avoid lots of hassle, and worse:

• Mixing personal and business funds – avoid it by using separate accounts.
• Losing receipts – photograph them the same day.
• Forgetting estimated taxes – calendar reminders, and auto-pay help.
• Overlooking local tax rules – when in doubt; look up residency/tax-home/domicile rules for your country and state.

Actionable Monthly Checklist

• Reconcile bank accounts with invoices and receipts.
• Log mileage and upload photos of receipts.
• Move a percentage of income into a tax savings account.
• Back up bookkeeping files.
• Review budget and tweak spending as needed.

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I hope this helps you feel more confident managing money on the road. Happy travels out there, with the financial matters squared away!

Note: I’m not a financial advisor of any kind, nor is any of this professional financial, tax, or business advice. This is merely sharing my own checklists of how I manage my affairs while on the road, based upon my own experience and learning. For professional financial advice, please consult with a licensed advisor.

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