Choosing the Right Software for Your Farm Business

3 November 2023

Farm software can help you save time and money, and meet compliance requirements, but choosing the right software for your needs can be confusing with so many options out there. This guide helps you to choose the best software package for your business needs.

All farmers are required to keep records for their business, whether for financial purposes, animal or arable record keeping. Many of these records can still be kept on paper and will satisfy requirements for SGPRID inspections or for assurance schemes such as SQC and QMS, however there has been a shift to most of this information being available in a digital format and in the coming years it is likely that all records will need to be kept and submitted digitally. There are several software packages available that can help you keep your farm records so that you are compliant with any regulations or assurance schemes, making it easier to submit information digitally to the relevant bodies. Aside from the legal requirements, accurate record keeping can improve business efficiency. They are designed to make record keeping quick and efficient, saving you time compared with homemade spreadsheets or paper records. These software packages can also be a powerful tool to generate reports and analysis that can help make business decisions that could ultimately save you time and money.

There is not one software package that does it all (financial, livestock and arable) though some of the companies have multiple programmes to meet these needs. The following sections provide information on the main software packages available for financial, livestock and arable.

The following features were explored:

What is the cost per month? This is an important factor for many businesses, particularly if you are switching to using software for the first time from Excel or paper records. Some packages are charged per user and some have different levels so you can choose the option that is best suited to your needs and budget. Some packages charge an initial set up fee in addition to the monthly or annual charge.

Can you have multiple users? For many businesses it might be that only one user needs to access information at a time, but for others they may have multiple partners or staff that want to use it, and if you have to pay per user then this can add up. Some businesses may also use a book keeper or wish their accountant to be able to access their records remotely, so it is worth bearing in mind if there is an additional cost per login.

Is it cloud based or computer desktop based? Most of the packages are now cloud based, but one of the providers currently does not have a this option, however they do have an internet web page option which is effectively the same thing, as you can access the information on the go.

Does it have an app? Some users might want to be able to access information from their phone and an app can simplify this process rather than having to go through a browser and possibly carry out multiple authentication. Apps are also specifically designed for use on mobiles or tablets, so can be more user friendly for smaller screens rather than using a web based login page and browser.

Is there support available? When switching to a new programme it can be confusing until you get to grips with it, and even then there may be specific instances when you need advice. A telephone helpline can be a quick and easy way to get the help you need. Alternatively it can be helpful if there is a YouTube channel, online guides or demos to help you learn to use the package effectively.

Jump to Livestock Software

Jump to Arable Software

Financial Software Packages

Financial software can be used to keep basic accounting information required for completing your annual accounts. Submitting your accounts to your accountant via a software package can save both you and your accountant time. For VAT registered businesses software packages can also complete your quarterly online tax return. Aside from the basics, most will also allow you to drill down into business performance, looking in more detail at individual enterprises or expenses, and creating several useful reports to help with business decisions. There are numerous benefits to using financial software including:

Always have your records to hand via apps and cloud-based software.
Ability to create invoices on the go.
Accurately record all expenditure as it occurs.
Store invoices electronically rather than having to print them.
Save time with efficient record keeping all in one place.
Connect to your bank accounts to ensure nothing is missed.
Assign transactions to a tracking category e.g. suckler cows or winter wheat, to see how different areas in your business are performing.
Create budgets.
Run reports quickly to view performance and customise comparisons to suit.
Manage your stock and create minimum order levels.
Keep track of quantities and values across your farming enterprises.

Most of the packages available now are cloud based (or transitioning to cloud based) which means that they are automatically backed up to the web, giving you peace of mind that your records are safe from being lost, and that if there are any updates required to the software that you are using that it will be done automatically. However, there is the downside to this that if you are in an area with poorer internet connection, there may be some connectivity issues.

Table 1 lists the main financial software packages and their various features - information correct August 2023. For up to date prices, please contact the provider you are considering before making a purchase.

Table 1 - Financial software packages and their features

	Features
Name	Cost per month?	Can you have multiple users on one account?	Cloud based or desktop based?	Does it have an app?	What support is available
Xero and Figured	From £15. Standard package is £30. Figured add on is £30 for a single business and then an additional £30 for each additional farm and an additional £5 for non-production businesses	Yes; can share files with anyone who has access to the farm/ can share an editable PDF	Cloud based	Yes	FAQ section, guides, online chat, no phone number. They have a YouTube channel. Free trial available
Quickbooks	Ranging from £5 to £35 depending on chosen package. Payroll at an additional £2/month for larger packages.	Yes but only on the top 3 packages. 3rd most expensive has 3 users, 2nd most expensive has 5 and the most expensive has 25 users	Cloud based since June 2023	Yes	Online help, free 45 minute onboard session with an expert after joining and a help line for everyone except the cheapest package. They have their own YouTube channel. Free trial for one month available.
Sage Accounts	£14 - £36 depending on chosen package	Yes; you can grant access to other users.	Cloud based. Sage 50 can be used on the desktop but will depend on chosen package.	Yes	Helpline and online FAQ, online chat. They have their own YouTube channel. Free trial for one month
Farm Plan	£25	Can add users with permissions, they will not have access to critical information decided by you.	Cloud based	Integrating with Herdwatch	Helpline, email and FAQ. Demos available on their website. They have their own YouTube channel.
Key Prime accounts (Landmark)	Initial fee £1,475 then monthly fee of £42	Yes; can restrict access for certain members to certain aspects of the business	Cloud based package coming soon.	No	Helpline, email, online form and visit from business consultant to tailor package to the farm, webinars and workshops throughout the year. They have their own YouTube channel

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Livestock Software Packages

Livestock software packages can be used to keep the information required for cross compliance including births, deaths, movements and medicine records. There are numerous benefits of using livestock software packages including:

Always have your records to hand via apps and cloud-based software. This is particularly useful when you are out checking stock in the field and you need to check records for a particular animal.
Save time with efficient record keeping all in one place.
The programmes are linked with the relevant recording websites such as ScotEID and Scotmoves, making it simple to keep an accurate record for the farm business and comply with legal requirements.
They can also be used for management records such as scanning results and expected calving and lambing dates, calving/lambing records such as mother temperament or ease/difficulty in calving/lambing.
They can be used for performance recording such as daily liveweight gain and calving/lambing percentage. You can also set up management groups and easily transfer animals between groups.
Run reports quickly to view performance and customise comparisons to suit.
You can record medicine treatments and withdrawal periods which will flag up on the individual animals, making sure that you are compliant when selling animal produce.

Table 2 – Livestock software packages and their features

	Features
Name	Cost per month?	Can you have multiple users on one account?	Cloud based or desktop based?	Does it have an app?	What support is available?
Cattle manager/Herdwatch - different packages available for livestock classes with different pricing options based on stock numbers - priced monthly but all billed annually - not including VAT.	Sheep - £15-25 per month	Up to 3 users	Currently desktop based that can be backed up to the cloud. Transitioning to Herdwatch at time of writing, which will be cloud based.	Yes	Support is included. They have their own YouTube channel. 30 day free trial.
Cattle manager/ Herdwatch - Dairy	Essentials - £20-24 Complete - £29-36 Innovator - £39-49	Essentials - single user Complete - up to 3 Innovator - unlimited	Currently desktop based that can be backed up to the cloud. Transitioning to Herdwatch at time of writing, which will be cloud based.	Yes	Support is included. They have their own YouTube channel. 30 day free trial.
Cattle manager/ Herdwatch - Suckler	Essentials - £15-20 Complete - £23-30 Innovator - £31-40	Essentials - single user Complete - up to 3 Innovator - unlimited	Currently desktop based that can be backed up to the cloud. Transitioning to Herdwatch at time of writing, which will be cloud based.	Yes	Support is included. They have their own YouTube channel. 30 day free trial.
Cattle manager/ Herdwatch - Beef finishing	Essentials - £12-17 Complete - £18-25 Innovator - £24-33	Essentials - single user Complete - up to 3 Innovator - unlimited	Currently desktop based that can be backed up to the cloud. Transitioning to Herdwatch at time of writing, which will be cloud based.	Yes	Support is included. They have their own YouTube channel. 30 day free trial.
SAC livestock record program	Cattle only - £375 Flock only - £75 Sheep - £375 Cattle and flock - £450 Cattle/sheep and flock - £525 ... All + VAT - extra £100 per herd to run multiple on same program	Disc software so only one pc at a time or £30 for mobile app	Desktop based	Yes - £30	Yes, at no additional cost for year 1 then £99 annually. No YouTube channel. Free demo
Agriwebb	Basic package starts at £75 per year with price increases based on stocking numbers. Premium package starts at £150, has more management options and also increases with stocking numbers.	Unlimited users	Cloud based	Yes - app based with web browser option	Support is included. YouTube channel. 14 day free trial
Shearwell	Sheep/cattle only - £375 Flock only £75 Complete package £525 or free with stock recorder device	Disc software so only one pc at a time or £30 for mobile app	Desktop based	Yes - £30	Support included for the first year then an annual payment of £50 for flock £95 for cattle /sheep only or £115 for complete
Farm Solutions	Cattle - £295 Sheep - £145	One PC user but can have multiple users on the app	Desktop based	App based - free	Full support - £125 annually ... "gold computer service" - £60. Video guides included as part of the software. There is a detailed tutorial on using the app. One year free trial
Flockwatch	Basic package available at no cost. Complete plan based on flock size from £14.92 per month billed annually. Introductory offer first 6 months for £79.	Essentials - singer user Complete - up to 3 Innovator - unlimited	Cloud based	App based - free	Welcome call and ongoing support available. YouTube channel. 30 day free trial.
Farm Matters	£225 pa + VAT - includes all services.	Multiple devices on basic package	Desktop based	Web and android app available	Support is included. YouTube channel. 30 day free trial.

Arable Software Packages

Unlike financial and livestock record keeping, there are fewer legal obligations when it comes to keeping arable records, except for farmers within NVZ areas, who are required to keep records of nitrogen applications. However, it is sensible to keep a record of spray applications and all fertiliser applications. When combined with financial information and soil testing, this can be a useful tool for planning future application rates.

There are numerous benefits of using arable software packages including:

Always have your records to hand via apps and cloud-based software. This is particularly useful when you are out in the field and might want to check spraying or fertiliser application dates.
Save time with efficient record keeping. Minimise paperwork by logging operations such as spraying and fertiliser “live” on an app as they are carried out, rather than writing out or typing up records later back in the office. Where there are multiple tractor drivers this also helps keep track of what work has been done.
Stay compliant with NVZ regulations.
Carry out nutrient planning and crop protection planning.
Carry out enterprise costings to allow you to keep an up to date record of financials.
Run reports quickly to view performance and customise comparisons to suit.
All agronomists will now provide spray recommendations using an arable software package. It is possible to carry out spray operations without the need for paperwork, and in a way that the agronomist gets up to date information about when spraying was carried out and under what conditions. This can save time for everyone and minimise mistakes.
It can also be a way for the agronomist to keep track of what chemicals are in stock in the chemical store, so can save money too.

Table 3 – arable software packages and their features

	Features
Name	Cost per month	Can you have multiple users on one account?	Cloud based or desktop based?	Does it have an app?	What support is available?
Geofolia (Landmark)	For 150ha farm: initial cost of £1150, then monthly cost of £32.91	Yes	You can purchase the software outright or monthly rental for PC, server or web hosted	Yes	Helpline, email, online form and visit from business consultant to tailor package to your farm. Webinars and workshops throughout the year. They have a YouTube channel.
Greenlight grower (Muddy Boots)	Standard £265/year for one user for up to 500ha. Pro £410/year for one user up to 1,000ha. Enterprise £555/year for one user up to 2,500ha.	Yes - £95 per extra user.	Cloud based	Yes, but only available for Apple products at the moment	Callback service. They have their own YouTube channel. 30 day free trial.
Farmwise	From £29	Yes	Cloud based	No	Helpline and email. No Youtube.
Gatekeeper (from Farmwise)	£323/year, up to 249ha	Yes	Cloud or desktop based	No	Phone, email, FAQ and online chat. They have their own YouTube channel and online demo.
Farm Matters	£225/year (includes their livestock subscription too, so good for mixed farms)	Yes	Cloud based	Yes. Crop side of the software is only on the app.	Phone line, email, FAS, YouTube and 30 days free trial.