This playbook sets out what we find in most agriculture and agrovet businesses before they move to a single system, what we set up, and the reports owners use once it is running.
Where the money leaks
- Inputs are issued to fields with no record of what each block cost
- Expired stock is discovered on the shelf by a customer
- Farmer accounts and credit live in exercise books
What we set up
- Crop and block costing
- Inputs, labour and machinery charged to each block and season.
- Batch and expiry
- Chemicals, feeds and veterinary products tracked by batch and expiry date.
- Farmer accounts
- Deliveries, advances and payments per farmer or out-grower.
- Agrovet counter
- Point of sale with unit conversions, from carton to single sachet.
- Harvest and grading
- Weights, grades and yields recorded at intake.
- Cold chain and stores
- Stock by store with temperature-sensitive items flagged.
How a normal day runs
- Inputs bought and received by batch
- Issued to the field or sold at the counter
- Harvest weighed and graded
- Sale invoiced and the farmer paid
Reports owners use
- Cost and yield per block
- Expiry and near-expiry stock
- Farmer balances
- Margin per product line
Modules involved
Stock, Point of Sale, Procurement, Accounting, Sales. They share one database, so every entry updates the accounts and the reports together.
Where to start
Most agriculture and agrovet businesses start with stock, point of sale, procurement, then add the rest once the first phase is stable.
Questions we are often asked
- Can we sell one item in different units?
- Yes. A product can be bought by the carton and sold by the packet or the single unit, with stock kept correct.
- Does it track expiry dates?
- Yes. Batches carry their expiry date, and near-expiry stock appears on a report before it becomes a loss.