Farm Income and Expense Tracking

The Finances tab keeps every sale and every cost in one list. You add income by hand, scan a receipt to fill in an expense, and the app adds up each month and draws the reports for you.

Who it's for: Farm owners, managers and accountants. Plan: Recording transactions works on every plan; Starter allows 30 a month, and Growth and above have no monthly limit. Receipt scanning and downloadable reports have their own limits, listed below. Time: about 5 minutes.

What you need first

• A farm account with at least one batch, so each entry can belong to a flock or herd.
• A role that can see Finances: Admin, Manager, Accountant or Viewer.
• To scan receipts: an Admin or Manager role, and a photo of the receipt or a PDF.

For how to judge the numbers, read Is Livestock Farming Profitable?.

Step-by-step

Step 1: Open the Finances tab

Tap Finances at the bottom of the app. Two tabs sit at the top: Transactions and Reports. On Transactions you see the Financial Summary card with income, expense and balance, then every entry below it, newest first.

Step 2: Record income by hand

Tap Add Transaction. The Select Transaction Type field opens on Income. Choose a Category, such as Sales of eggs, then pick the Select Batch the money belongs to. Enter the Number of units and the Cost per unit. The label works out the total for you, for example 26 trays at 4.50 gives 117. Record date starts on today. Tap Save income.

Step 3: Add the buyer and how they paid

Under the amounts, you can set Payment Method (Optional) and choose who paid you, or tap Create Contact to add a new buyer. Use Attachments and Notes about the record to keep details with the entry. Attachments need the Growth plan or higher. Switching between Income and Expense clears the Category.

Step 4: Scan a receipt for an expense

Costs are faster to enter with a photo. On the Create Transaction screen, tap Scan or upload to auto-fill. Choose Take photo, Choose from gallery or upload a PDF with Upload a file (PDF). The screen shows Reading your document…, then fills in the type, category, amount, date, payment method and supplier. The file is attached to the entry.

Check every field, pick the batch, and tap Save expense.

Step 5: Read the monthly totals

Back on Transactions, entries sit in month sections such as September 2026. Each month shows its net total, green when you made money and red when you lost it. Only the current month starts open. Tap another month to see its entries.

Step 6: Open the reports

Tap Reports. The top shows Balance, Income and Expense. Below are the Expense Vs Income chart, with Overview, Trend and Bar views, then the Income Breakdown and Expense Breakdown by category.

To keep a file, go to More, open the Planning & records section, and tap Download Reports. Tap the Generate Report button. A sheet opens: choose Financial Report as the Report Type, a format and a date range, then tap Generate Report in the sheet. Downloadable reports need the Growth plan or higher, Growth allows 10 downloads a month, and only Admin, Manager and Accountant roles can generate them.

Step 7: Check one batch at a time

To see whether a flock or herd pays for itself, filter by Batch on the Transactions or Reports tab, or tap the finance tile on that batch's page. You then see only that batch's income and costs.

Common mistakes

• Leaving the batch off. An entry with no batch will not show up in that batch's totals. On the Starter plan only the farm's newest batch can be picked, so pick it deliberately.
• Trusting a scan without checking it. The amount, date and category come from the receipt, so a crumpled or partial photo can give a wrong value. Read the fields before you save.
• Scanning as an Accountant. An Accountant can open the form, but scanning is limited to Admin and Manager roles, so the scan fails. Type the entry instead.
• Forgetting the 30-a-month limit. On Starter, sales and imports also create transactions that count toward the 30.

Frequently asked questions

How do I track farm income and expenses in the app?

Open the Finances tab and tap Add Transaction. Choose Income or Expense, a category and a batch, enter the units and the cost per unit, and save. Every entry then appears in the list and in the totals.

Can I scan a receipt instead of typing an expense?

Yes. On the Create Transaction screen tap Scan or upload to auto-fill and take a photo, pick one from your gallery or upload a PDF. The app fills in the amount, date and category, and you check it before saving. Scanning uses the same daily AI allowance as chat-to-record: 10 a day on Starter, 15 on Growth, unlimited on Scale and Enterprise.

How many transactions can I record on the free plan?

The Starter plan allows 30 transactions a month. Growth, Scale and Enterprise have no monthly limit on transactions.

How do I see if one batch is making money?

Open the Reports tab and use the Batch filter, or tap the finance tile on the batch page. You see income, expenses and the balance for that batch alone.

Who can download financial reports?

Downloadable reports need the Growth plan or higher, and only Admin, Manager and Accountant roles can generate them. The charts on the Reports tab are open to every plan.