Recordkeeping Samples and Templates

Included here are samples and templates from a variety of recordkeeping spreadsheets because we understand no one recordkeeping system fits everyone. There are numerous commercially available recordkeeping systems, which many farmers use with great success. Please enjoy these free resources. We encourage you to share these farmer-friendly tools widely and ask you to share other  farmer-friendly tools you think will benefit others with farm financial management. Email us at Southern SAWG. Our intention is to continue to add to this body of resources, as funding permits.


Basic Recordkeeping

The files in the “Basic” folders are just that—very basic. They allow you to store data and see at a glance how things are adding up as you go through the season.

Click each button below to download a template and sample file. Or download a zip file of all the basic recordkeeping files. 

Ag Decision Maker

The Ag Decision Maker is a record sheet for capturing Machinery Cost and a set of record sheets for capturing individual Crop Costs that were developed by Iowa State University.

Download a zip file of all the Ag Decision Maker files.


Using Excel

Most of these recordkeeping tools are Excel spreadsheets. You do not have to be an expert in Excel to use these recordkeeping tools, however, a tutorial is available here if needed: The Basics of Using Excel.

The sample records are “read-only” meaning you can study them, but you cannot enter any information to change the content. It remains your unaltered sample, even if you do accidentally try to enter data.

With the record templates, you can record your own data, using the sample record as reference. Before entering your own data, first copy the template to your computer and save the file by a name that makes it recognizable to you, such as “Farm Expenses 2018” (The Basics of Using Excel will teach you how to do this if you do not know how).

In the templates, there are certain “cells” which have a predetermined formula in them. For example, where you see “Total” you’ll notice that it has been predetermined what data will be included in the Total. As you enter data, you’ll see the Total change. You can click on that cell to see the formula – to see what data is being included in the total. The formulas are the meat of the files and are what make it simple for you to get from your data the information you need to make smart decisions. Do not worry about deleting these important formulas. We have locked the cells that contain formulas so that you cannot accidentally change them.