Expenses Action#
Track all costs and expenditures related to your farming activities. Expense types are intelligently designed for each module to match common farming activities.
Purpose#
Monitor spending on inputs, labor, equipment, maintenance, and other operational costs across all your farm modules.
Key Features#
- Module-specific expense types - Relevant categories for each module
- Payment tracking - Record payment method and status
- Vendor linking - Connect expenses to contacts for purchase history
- Machine linking - Track which machines were used for the activity
- Inventory linking - Deduct consumables automatically when recording expenses
- Cost analysis - Calculate total costs per module, crop, or livestock
Expense Types by Module#
Farm Expenses#
General farm-level costs not tied to specific crops or livestock.
| Type | Description |
|---|---|
| Maintenance | Property upkeep, repairs, infrastructure maintenance |
| Salary | Regular wages for permanent farm workers |
| Other | Any other farm-level expenses |
Crop Expenses#
Activity-based expenses for crop cultivation.
| Type | Description |
|---|---|
| Sowing | Seed purchase, planting labor, sowing materials |
| Weeding | Manual or chemical weed removal |
| Irrigation | Water costs, pump operation, irrigation labor |
| Spraying | Pesticide/herbicide application |
| Fertilizing | Fertilizer purchase and application |
| Tilling | Land preparation, plowing, soil work |
| Pruning | Trimming, cutting, plant maintenance |
| Harvesting | Harvest labor, cutting, collection |
| Other | Any other crop-related expenses |
Machine Expenses#
Equipment-related costs for tractors and implements.
| Type | Description |
|---|---|
| Maintenance | Regular upkeep, parts replacement, repairs |
| Service | Professional servicing, oil changes, tune-ups |
| Other | Fuel, insurance, registration, other costs |
Livestock Expenses#
Animal care and management costs.
| Type | Description |
|---|---|
| Feed | Fodder, concentrate, supplements, feed additives |
| Milking | Milking equipment, labor, supplies |
| Cleaning | Shed cleaning, hygiene supplies, waste management |
| Health | Veterinary care, medicines, vaccines, treatments |
| Other | Any other livestock-related expenses |
Field Expenses#
Land-specific costs not tied to a particular crop.
| Type | Description |
|---|---|
| Maintenance | Boundary repairs, drainage, fencing |
| Other | Land preparation, soil treatment, other field costs |
Inventory Expenses#
Costs for purchasing farm inputs.
| Type | Description |
|---|---|
| Purchase | Buying new stock of seeds, fertilizers, fuel, etc. |
| Other | Storage, handling, other inventory costs |
Available In#
- Farm
- Crops
- Fields
- Livestock
- Machines
- Inventory
Tips#
- Record expenses immediately after purchase to avoid missing entries
- Take photos of receipts and attach them using Documents
- Select the correct expense type for accurate cost analysis per activity
- Select the tractor/implement used to build machine usage history
- Link inventory items to automatically update stock levels
Best Practices#
- Keep all receipts and attach them digitally
- Record labor costs including casual workers
- Track both cash and credit purchases
- Use consistent expense types for better reporting
- Review expense summaries regularly to identify cost-saving opportunities
Reports#
View, download, and analyze your expense data with built-in reports. Reports can be exported as PDF or CSV.
Accessing Reports#
| Level | Navigation | Data Shown |
|---|---|---|
| Module Level | Crops → [Specific Crop] → Expenses → Report | Expenses for that specific crop only |
| Global Level | Home → Expenses → Report | All expenses across the farm |
| Global Level | Home → Reports → Farm Expense Report | All expenses across the farm |
Season-Specific Reports (Crops)#
For crops, you can view and download expense reports for a specific season:
- Method 1: Crops → [Specific Crop] → Select Season → Report
- Method 2: Crops → [Specific Crop] → Select Season → Expenses → Report
The selected season filters all data shown, so the report will only include expenses from that season.
Report Features#
- View - See expense summaries and breakdowns on screen
- Download PDF - Get a formatted report for printing or sharing
- Download CSV - Export raw data for spreadsheet analysis
- Season-specific - Filter by season to compare costs across crop cycles
Tip: Use season-specific reports to compare expenses across different growing periods and identify cost-saving opportunities.
Frequently Asked Questions#
Why do I see different expense types in different modules?
Expense types are customized for each module to match common activities. Crop expenses focus on cultivation activities (sowing, weeding, harvesting), while livestock expenses focus on animal care (feed, health, milking).
Can I link machines to crop expenses?
Yes, when recording a crop expense like Tilling or Spraying, you can select which tractor or implement was used. This builds a usage history for each machine.
How do I track input costs like seeds and fertilizers?
When recording a crop expense, you can select items from your Inventory. This links the expense to the inventory item and automatically updates stock levels.
What's the difference between Farm expenses and Field expenses?
Farm expenses are for the entire property (salaries, general maintenance). Field expenses are for specific fields (boundary repairs, land preparation for that field).