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  • Courtney J Garrett

Essential Farm Records and Data You Need to Be Tracking

Updated: Jan 4


Tracking farm data


Essential farm records and data to keep track for your farm's success


As a farmer, managing your farm efficiently is key to success. One crucial aspect of effective farm management is keeping thorough and accurate records and data. Tracking and analyzing valuable data about your operations can provide valuable insights and help you make informed decisions.



In this article, we will discuss the essential farm records and data that you should be tracking, along with the benefits of using a farm management software like Farmbrite to simplify the process. We admit that we're biased but even if you don't use software like Farmbrite, there are always options as well. We've listed a few options in the article below.


1. Financial Records


Managing your farm's finances is a top priority. Keeping detailed financial records allows you to better understand your farm's profitability, monitor expenses, and plan for the future. With farm management software, you can easily track and organize your financial records. These software solutions often provide features such as:


  • Income and sales tracking: Monitor all sales, including product type, quantity, and price, to have a clear overview of your farm's revenue streams.

  • Expense management: Record all expenses, such as inputs, equipment costs, labor, and overheads, to ensure accurate budgeting and cost analysis.

  • Cash flow analysis: Generate cash flow statements to understand how money flows in and out of your farm, helping you identify potential cash flow issues and make adjustments accordingly.

  • Tax document management: Keep track of all necessary tax-related documents, receipts, and expenses in one central location, simplifying tax preparation and ensuring compliance.


2. Crop and Livestock Records


Tracking records specific to your crops and livestock is vital for managing their health, productivity, and overall performance. Farm management software can be a game-changer in this aspect, providing seamless data recording and retrieval. Consider these essential crop and livestock records:


  • Planting and harvesting dates: Easily record and access when you planted and harvested different crops to evaluate their performance and plan future planting.

  • Crop yields and quality: Measure and record the quantity and quality of your crops to assess their profitability and identify areas for improvement.

  • Livestock health and breeding records: Maintain easily accessible records of vaccinations, treatments, births, and deaths to track the health and productivity of your livestock. Spot patterns, detect issues early on, and make informed breeding decisions.

  • Feed and medication usage: Keep track of the quantities and types of feed and medication provided to your livestock. This information helps manage costs and monitor the health and performance of your animals.

  • Temperature logs and production performance. This helps you know if your herd or crop is being affected by weather or temperature changes in the environment.

Check out Farmbrite to help you manage your crop and livestock records.


3. Equipment Maintenance and Usage


Farm equipment plays a crucial role in your farming operations. Keeping records of equipment maintenance and usage enables you to maximize their lifespan, minimize downtime, and make informed decisions about equipment investment. Farm management software can help streamline this process with features including:


  • Maintenance schedules: Set reminders for routine maintenance tasks within the software and track their completion dates to ensure regular upkeep of your equipment and prevent breakdowns.

  • Repair history: Record any repairs or equipment failures, including dates and costs. This information enables you to identify recurring issues and make more informed decisions about repairing or replacing equipment.

  • Usage Logs: Track hours or miles operated by each piece of equipment within the software. This data helps determine the efficiency of your equipment and can guide decisions about upgrading or downsizing your machinery fleet.


Check out Farmbrite to help you manage your maintenance schedules.


4. Labor and Employee Data


Keeping labor and employment records is of utmost importance for effective farm management. These records play a crucial role in ensuring compliance with labor laws, managing payroll and employee benefits, monitoring workforce productivity, and maintaining a safe working environment.


By systematically documenting employee details, work hours, wages, and employment contracts, farmers can ensure fair treatment of their workforce and minimize the risk of labor disputes or lawsuits. Labor and employment records also provide valuable insights into labor costs, helping farmers make informed decisions regarding resource allocation, labor planning, and budgeting.


Utilizing software like Gusto or something similar can further streamline these processes, allowing you to easily track and update employee information, generate accurate payroll reports, and ensure overall farm productivity and efficiency.


Farm management software makes record-keeping a breeze


Tracking essential farm records and data is crucial for informed decision-making and successful farm management. The use of farm management software can greatly simplify this task, providing you with a centralized platform to record, organize, and analyze your farm's vital information.


By keeping accurate financial records, crop and livestock data, and equipment maintenance and usage records, you can gain insights into your farm's performance, identify areas for improvement, and make strategic decisions to maximize productivity and profitability. Embrace the power of farm management software, and watch your farm thrive!


If you’re looking for farm management software that can handle it all, from breeding schedules to income records, check out Farmbrite and its list of features that can streamline your data recording and tracking on the farm!


If you aren't using a farm management software like Farmbrite we do suggest using something that works for you to help you keep these numbers. Many of our customers have started out by using spreadsheets they have created. If you don't want to jump into software right away, give that a try. A spreadsheet will be better than pen and paper because you can use in it multiple places. Whatever you use, we wish you the best in your farm endeavor.

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