Finish Strong: Practical Farm Recordkeeping

By Darron Gaus and Margo Hale, NCAT Ag Specialists

For many farmers and ranchers, the year’s end doesn’t just bring winter chores—it brings paperwork. Receipts pile up on dashboards, invoices clutter inboxes, and suddenly there’s a scramble to pull everything together for taxes, lenders, and next year’s planning.

It’s easy to put off paperwork until you “have time,” but waiting too long makes the task bigger and more stressful. By putting off recordkeeping you miss opportunities for mid-year adjustments and add stress by wondering how you ended the year. Staying organized throughout the year can make the process far smoother and even turn your records into useful tools for running a more profitable, sustainable business.

Below are some practical tips for taming the year-end paperwork beast.

Make It a Habit, Not a Headache

One of the biggest favors you can do for yourself is to make recordkeeping a small, regular part of your weekly routine—just like feeding animals or checking fences.

Try setting aside a specific time each week, even just 30 minutes, to handle paperwork. During that time, you might scan receipts, log expenses, check your bank balance, or update your mileage and equipment logs. Put this appointment on your calendar or phone reminders and protect it like any other chore. Breaking the work into smaller, regular tasks keep it from becoming overwhelming later. Make sure your spouse or farm partners are on board too. Several years ago when we revamped our farm recordkeeping I made it a new rule that no receipt could go in the truck console. When receipts were brought into the house and put in a specific place I could quickly and regularly enter that information. No more plastic sacks full of waded up receipts at the end of the year!

If you share bookkeeping duties with a partner or family member, divide and conquer—one person handles income, another expenses. A few minutes of organization now can save hours (and headaches) at tax time.

Organize Receipts Before They Organize You

There’s no one “right” way to organize farm paperwork, but there is one wrong way: not having a system at all. Whether you prefer paper, digital, or a mix of both, pick a system and stick to it.

If you like paper, set up a box or accordion folder labeled by month or category—fuel, feed, repairs, seed, veterinary, and so on. Drop receipts into the correct slot as soon as you get them.

If you’re more digital, take photos of receipts immediately using your phone’s camera or an app like Microsoft Lens, CamScanner, or Adobe Scan. Save them to a clearly labeled folder in your cloud storage (e.g., Google Drive, Dropbox, or OneDrive).

A simple naming format makes retrieval easy, such as: 2025-04-FeedStore-$68.75.jpg

Keep a single “inbox” for unfiled receipts—whether that’s a small tray on your desk or a folder on your phone. Once a week, take a few minutes to move those receipts into the right place. A little regular attention can prevent a mountain of paper later.

There is no one right way to keep farm records. You just need to figure out what system works best for you and your farm, and then use it. The more diligent you are about using your recordkeeping system, the easier it becomes as you develop the habit.

Use Technology, but Keep It Simple

The best tools are the ones you’ll actually use. You don’t need a complicated accounting setup to stay organized—start small and build from there.

If you already use accounting software like QuickBooks, Wave, or FarmBooks, take advantage of their mobile features. Many allow you to photograph and categorize receipts instantly or link directly to your bank account, so transactions are imported automatically.

There are many farm recordkeeping apps and programs available. Some are just for tracking production records, while some include financial and production records. Apps aren’t magical though, you still have to regularly input your information.

For smaller operations, a spreadsheet may be all you need. Create a few simple columns—date, vendor, category, and amount—and enter expenses weekly. Pair that with digital folders for scanned receipts, and you’ve got a tidy, searchable system.

Whatever method you choose, make sure you back up your files. Cloud services are great, but keeping a second copy on an external hard drive or flash drive adds security. Technology should make recordkeeping faster, not more frustrating.

Do Mini Checkups Through the Year

A few times a year, set aside time for a quick “financial checkup.” These mini reviews don’t need to be formal—they’re simply a chance to see where things stand before year’s end.

Ask yourself:

• Are all income and expense records entered?
• Are there missing receipts to track down?
• Do the numbers make sense when compared with your bank statements?

This midyear habit helps you catch problems early—like missing invoices, duplicate entries, or expenses coded to the wrong category. It also gives you a clearer picture of your operation’s profitability while you can still make changes.

During these checkups, look beyond the numbers. Which parts of your farm or ranch seem most profitable? Which enterprises cost more than they return? I like to compare records to previous years to track progress. Are we reducing our hay purchases over time because we have improved our pasture management? Are we receiving higher prices for our products? Will we have funds to invest in needed infrastructure? These are good moments to reflect and plan, not just file and forget.

Catching Up Without Burning Out

Let’s be honest—sometimes, even with good intentions, the paperwork gets away from us. When that happens, don’t panic. You don’t have to fix everything in one weekend.

Start by sorting your receipts into broad categories or months. Focus first on the essentials: income records, bank statements, and large expenses. These are the backbone of your year-end reports. Once the big pieces are in place, work through smaller piles a little at a time. If you have a smartphone, scanning receipts in batches can go surprisingly fast.

If you’re really behind, it might be worth hiring short-term help from a local bookkeeper or a family member who’s comfortable with spreadsheets. Sometimes an extra set of hands makes a huge difference.

Most importantly, use the catch-up process as a learning opportunity. What part of your system failed? Was it too complicated, or did it depend on memory? Adjust for next year so you don’t end up in the same situation again.

Finish the Year Strong

As the new year approaches, it’s helpful to run through a quick checklist to make sure your financial picture is complete:

• All income and expense records entered
• Receipts and invoices filed or scanned
• Bank accounts reconciled
• Equipment and depreciation records updated
• Feed, seed, and supply inventories noted
• Loan, insurance, and lease documents organized

Clean books don’t just make tax filing easier—they make your business more resilient. Lenders, grant programs, and cost-share opportunities often require current records. Accurate data also helps you make better management decisions, like whether to expand, reduce, or shift production next season. Good recordkeeping helps you track your progress and manage towards your farm goals.

Think of paperwork as part of stewardship. Just as you care for soil, crops, and livestock, caring for your financial and business records strengthens your whole operation.

A Small Step Each Week Pays Off

Year-end paperwork doesn’t have to be dreaded. The key is consistency—tiny steps taken all year long. Start small: set up one folder on your desk or in your phone, scan a single receipt, or block out your first “paperwork hour” on the calendar. Once you find a rhythm that works, it becomes second nature. Good recordkeeping isn’t just about taxes—it’s about making better decisions, building resilience, and ensuring your hard work translates into long-term success.

If you’d like more tools to support that process, explore NCAT’s publication, Planning for Profit in Sustainable Farming, which includes sample worksheets and financial planning templates tailored for sustainable farms and ranches. If you are interested in learning about other farm recordkeeping resource books and programs our agriculture specialists can help you.

Take a breath, grab that stack of receipts, and get started—your future self will thank you.