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Free Coffee Farm Record Book (Excel, KES) — cherry, sales and profit

Coffee pays once the cooperative processes and sells, long after the work is done, so a grower needs a record that survives the wait. This free book keeps it: log your cherry harvest, your sales, your inputs and your picking labour, and it works out the profit for the season.

Download — Excel (.xlsx) ↓Opens in Excel or Google Sheets · no sign-up
Prefer Google Sheets? You don't need Microsoft Excel →
  1. Download the file above.
  2. Open Google Drive, then New → File upload and choose the file.
  3. Right-click it in Drive → Open with → Google Sheets. It becomes a fully editable Google Sheet — every formula and tab intact — and works on your phone too.

The .xlsx format opens free in Google Sheets, LibreOffice, or Excel for the web — no paid software required.

What's inside

  • Cherry harvest logged by date and kilos
  • Cooperative or factory sales and payments, in KES
  • Input costs: fertiliser, chemicals, mulch
  • Picking and maintenance labour records
  • Season profit, worked out for you
  • Works in Excel or Google Sheets

The tabs

  • Start Here (guide)
  • Harvest
  • Sales
  • Costs
  • Labour
  • Profit Analysis

Yellow cells only. You type in the yellow cells; the rest are locked formulas. Gridlines are off and it prints clean on A4.

Basic vs Premium

The free version does the job. The premium does more of it.

The free basic workbook above is a complete, formula-driven template you can use forever. The premium upgrade adds the extras that turn record-keeping into a management tool.

Basic — Free

  • The core sheets and formulas, in KES
  • Works in Excel or Google Sheets, on your phone
  • Yours to keep, no sign-up

Premium — KES 500

  • Cost per kilo of cherry and a clean profit analysis
  • A season dashboard of harvest, sales and costs, drawn as bars
  • A printable season summary (A4)
  • Swahili labels alongside English (Mavuno, Mauzo, Faida)
Get Premium — KES 500 · Excel (.xlsx) ↓Pay once via M-Pesa (Kenya) · yours to keep · opens in Excel or Google Sheets

On the Harvest tab, log each pick with the date and the kilos of cherry. On Sales, record the kilos delivered and what the factory or cooperative pays. On Costs, capture fertiliser, chemicals and mulch, and on Labour the picking and upkeep that dominate a coffee year.

The Profit Analysis nets sales against costs for the whole season, so you finally see whether the crop paid. Yellow cells are your only inputs. The premium version adds your cost per kilo of cherry and a printable season summary you can keep or show a lender. Opens in Excel or Google Sheets.

Do it online instead

Keep the farm's books automatically with Biashara Yangu

Open the free tool →

Custom work

Need a template made just for you?

Can't find the exact workbook, or want one branded and built around how your business actually runs? We build custom Excel & Google Sheets — bespoke financial models, dashboards, sector trackers, data clean-up and automation. Need it in English or Kiswahili, or another language? Just ask. Tell us what you need and we'll quote.

Request a custom template or Excel service →Email info@leadafrik.com

Frequently asked questions

Is the basic version free?

Yes. The basic coffee record book is free to download and keep. The premium upgrade, with cost per kilo and a printable season summary, is an optional KES 500.

It measures cherry, not clean coffee. Is that right?

Yes. A grower is paid on cherry delivered to the cooperative, so the book records cherry kilos and the payments against them. A note in the guide explains the cherry-to-clean ratio for reference.

Does it work for a cooperative payment that comes months later?

Yes. Log the sale when the payment is confirmed. Because every entry is dated, the season total is correct whenever the money arrives.

Tools & templates you may need

Tea Farm Income & Expense Tracker →Farm Workers Payroll →Farm Record Book (KES) →Poultry Farm Manager →Dairy Farm Records →Crop & Shamba Farm Records →Agri-Loan Readiness & Farm Financial Statement →Maize Farm Budget Calculator →Farm Loan & SACCO Repayment Tracker →Farm Inventory Manager →All templates →

Available in English, with Kiswahili labels in the premium version. Need it in another language, or a custom build? Email info@leadafrik.com.