What to know about buying a new laptop/desktop?

Are you thinking of getting a new laptop/desktop? Right now we are experiencing a MAJOR disruption to our supply of RAM chips (i.e. the stuff in a desktop/laptop that gives the processor instant storage space to perform a task….and specifically to perform multiple tasks at the same time). RAM chips are probably the most impactful piece of hardware for a computer when the end user is talking about “speed” besides the processor (i.e. brain).

A basic best practice for a laptop is to always max out the amount of RAM the motherboard can handle. RAM chips in a laptop are very customized so they will fit in that space and therefore can be expensive later in the device life when you want to upgrade because product runs have ended. Desktops use a more universal configuration and are accessible for replacement/upgrade without needing special tools therefore upgrading them during the device lifecycle is typically not a bad idea.

So what is the impact right now? Independent and small batch custom builders either cannot get RAM chips or are paying 200 – 400% increases from what we consider normal prices. Many of the newer laptops and desktops for sale are not even available with significant RAM specifications. The expectation is that RAM chip supply will meet demand, driving prices back to a more reasonable number end of 2026 or sometime 2027. If you can wait, it is recommended. If you can’t, you may just want to get a machine that you plan on only using for a couple of years and therefore don’t need to max out the RAM and can get your “real” machine after supplies recover.

Windows OS recommends 16GB RAM minimum and since you will be using more than just the Window OS, 32GB RAM is probably a smart minimum depending on what you are doing. Apple has different requirements, but they too are impacted by the supply shortage. Gamers and high-end users would typically be looking at 128GB of DDR5 model but with prices where they currently range, most are making do with 64GB or sticking with older RAM types like DDR4. Graphic card supply is impacted as well, although not as bad, therefore this issue is causing problems on that front as well.

Here are some laptop options currently available. They range in price from about $800 – $5,500. This gives you and idea of how the large RAM chip size is significantly impacting price. Keep in mind that the higher end machines also have more features so other factors are involved in the price too.

Desktops have even greater customizable features, so you really need to know your specific use case to determine what is even a good fit. Give me a call if you want some help figuring out the “right” machine for your specific use case!

Mileage and Expense Tracking

Small Business Owner Expense and Mileage Trackers

As a small business owner you will NOT have long term success unless you are effectively tracking your expenses including mileage. Most small business owners will be using Quickbooks or something like it for their expenses and financial reports. Hopefully you have hired a bookkeeper to handle this data management so you can focus on the activites necessary for your business to be successful.

Even if you have a bookkeeper, you need a method to capture expenses quickly and easily (especially mileage) with enough detail for your bookkeeper to successfully effectively catagorize the details. I personally like Everlance. This software makes it very, very easy to capture expenses and mileage, especially for a self-employed single operator who could be using more than one vehicle for work/personal travel. Install the application on your cellphone although you can access it via your computer. When you turn on automatic mileage tracking, anywhere your phone travels it tracks. You can even have it automatically categorize the trips as work and then just after the fact recategorize the few trips that were personal to that bucket. At the end of the year, you download all the mileage info into an Excel spreadsheet and send it to your bookkeeper. If you are taking a personal trip, just flip the auto tracking off (or set the default tracking to personal) and only the “work” related travel is reported. The expenses are even better. Anything under $75 dollars just enter the amount, date, category, and store. For over $75 (or anything where you need the details) you can attach an image of the receipt. Very useful for meals with part of the bill including alcohol. If you have a client attending, just write every person’s name on the back of the receipt and include a picture of it. You have everything recorded WITH DETAILS for your bookkeeper before you even leave the table. Again, just download to Excel and send to your bookkeeper on a regular schedule.

Besides Everlance some other really good options are:

  • MileIQ – good option if you just need to capture mileage
  • TripLog – great for multiple vehicles/drivers
  • Stride – this is free but keep in mind that because it is free it will have some significant limitations
  • Quickbooks Mileage Tracker – great for those small business owners who are already using Quickbooks & doing their bookkeeping themselves

Everyone always asks about using AI. First of all, most of the above mentioned tools have AI built into their system. This is why you don’t have to nuance the details because the AI powered application is capable of making reasonable deductions about an expense. It will integrate tools like GPS and road map information to calculate acturate mileage about your trip. It will then, based on just a little bit of data from you, determine the what can be deducted and at what rate from taxes including all the supporting necessary details. Everlance for example knows the difference between driving vs. walking and only includes travel that is at a speed and on roads to suggest vehicle movement.

Business owners need to be working smarter, not harder. Using technology to effectively and efficiently capture expense information already in a format needed for reporting purposes is a prime example of how to ensure you are focusing on the tasks that grow your business and not the admin that can be done by tools or someone else. Give me a call/text/email if you want some help setting something like this up.