Basecamp
Basecamp is our digital filing cabinet and organization system. It is where we store, organize, and access important documents so nothing gets lost, misplaced, or overlooked.
Instead of relying on paper files, everything is scanned, uploaded, and stored in Basecamp, giving our team one central location to find what they need quickly and efficiently.
We use Basecamp daily to keep our paperwork organized and our processes consistent.
Inside Basecamp, we maintain a Daily Use Folder that includes:
- A/P (Accounts Payable) – Vendor invoices and bills
- Parts (Check/Credit Card) – Receipts and documentation for parts purchases
- Shop & Office Supplies – Supply receipts and expenses
- Miscellaneous – Any documents that don’t fall into the above categories
All paperwork is handled the same way, every day:
- Documents are scanned using the ScanSnap iX1300
- Files are uploaded into Basecamp
- Each file is placed into the correct folder
- This is completed daily—no exceptions
Using Basecamp properly ensures:
- Nothing gets lost or forgotten
- Financial records stay organized and accurate
- Documents are easy to find when needed
- The shop runs cleaner, faster, and more efficiently
Basecamp is not optional—it is part of our daily workflow.
If it’s on paper, it gets scanned.
If it gets scanned, it gets filed correctly.
If it’s not in Basecamp, it doesn’t exist.
- Go to Basecamp.com
- Click “Sign in” (top right)
- Enter your email/username
- Click Next
- Enter your password
- Click Log in
- Choose the correct location:
- AutoMedics
- TransMedics
👉 Make sure you’re in the correct shop before proceeding.
- Click “Docs & Files”
👉 This is your digital filing cabinet.
- Click “Daily Activity”
- Click the current year
👉 Example: 2026
- Click the current month
👉 Example: 05-May
- Click today’s date
👉 Example: 28th
Place files into the correct category:
- AP Parts Invoices → Vendor invoices
- Paid Parts Invoices → Parts receipts (card/check)
- Shop Supplies / Office Supplies → Supplies purchases
- Credits → Returns/refunds
- Statements / Miscellaneous → Everything else
👉 Do NOT guess—put it in the right folder.
- Click “+ New” or Drag In Files
- Upload scanned document
- Confirm file uploads successfully
Before you’re done:
- File is uploaded
- File is in the correct folder
- File name is clear and correct