Farm income and expense tracker

What the farm income and expense tracker does

Farms often make money on one enterprise and lose it on another without knowing. This tracker records each sale and each cost against an enterprise, works out the net for every line, totals income, costs and profit for the farm, and shows income and costs for each enterprise on charts, so you can see what to expand and what to drop.

Who it is for

Smallholder and commercial farmers, farm managers, agribusiness groups and the accountants and extension officers who support them.

How to use the workbook

1. For each sale or cost, enter the date and choose the enterprise.
2. Type the description, and put the amount under Income or under Expense.
3. Read the net for every line and the totals at the top.
4. Open the summaries for income and costs by enterprise.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Five enterprises you can rename
• Income and expense on every line
• Net per line and totals for the farm
• Summaries by enterprise with charts
• Space for 600 entries

The workbook has these sheets: Instructions, Farm, Income by enterprise, Costs by enterprise. The main table has the columns Date; Enterprise; Description; Income; Expense; Net. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Record costs when they are paid, and sales when they are received.
• Keep receipts for inputs; they support your tax return.
• Compare seasons by keeping each year's workbook.
• Check whether your produce is exempt or zero-rated for VAT.

Why keep this record

Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.

Read how to build a cash flow forecast for the wider picture. See more business templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Guide: How to build a 12-month cash flow forecast for a small business
• Guide: How to price your products and services: markup, margin and break-even
• Guide: Turnover tax for small businesses in Kenya: rate, limits and when to use it
• Another template: 12-month cash flow forecast
• Another template: Break-even and pricing calculator
• Another template: Budget versus actual tracker

Need something different? Request a custom template, browse all guides or see every Excel template.