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Free Crop & Shamba Farm Records Template (Excel) — Kenya

Farming without records is guessing, and guessing is expensive. This free workbook tells you which shamba actually pays: list each plot, log your inputs and your sales, and it works out the total cost, the revenue and the profit per acre for every plot — so you plant next season on evidence, not hope.

Download free — Excel (.xlsx) ↓Opens in Excel or Google Sheets · no sign-up

What's inside

  • Cost, revenue and profit per plot via SUMIFS
  • Profit per acre — compare plots fairly whatever their size
  • Plot dropdowns so costs and sales always match a shamba
  • Editable cost categories (seed, fertiliser, labour, transport…)
  • Formulas locked; only the yellow cells accept typing

The tabs

  • Start Here (guide)
  • Plots
  • Costs
  • Harvest & Sales
  • Dashboard

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

List each plot once on the Plots tab with its crop and size in acres. Log spending on the Costs tab (seed, fertiliser, chemicals, labour, transport…) and sales on the Harvest & Sales tab, picking the plot from a dropdown each time. Revenue works itself out from quantity and price.

The Dashboard totals your costs, revenue and overall profit, then breaks profit down per plot and per acre using SUMIFS — so a small high-value plot and a large break-even one are easy to tell apart. Losses show in red. Only the yellow cells accept typing; the maths is locked.

When keeping the records by hand gets tiring, Biashara Yangu can keep your farm's books automatically — record sales and costs by voice, photo or text, and your figures stay current.

Do it online instead

Keep farm books automatically with Biashara Yangu

Open the free tool →

Frequently asked questions

How is profit per acre calculated?

For each plot, cost and revenue are summed from the Costs and Harvest & Sales tabs (matched by plot name), profit is revenue minus cost, and profit per acre divides that by the plot's size. It lets you compare a small plot and a large one on equal terms.

Can I track several crops or seasons?

Yes. Add as many plots as you like — different crops, different fields — and log costs and sales throughout the season. For a new season, you can copy the file to keep last season's record intact.

Does it work in Google Sheets?

Yes — upload the .xlsx to Google Drive and open it with Google Sheets; the dropdowns and totals carry over.