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Free Milk Collection & Sales Record (Excel) — litres in, money out

Milk sold cash-in-hand is easy to lose track of, and the feed bill eats the profit quietly. This free record book keeps both: log each day's litres and sales and the income works itself out; log the feed and costs and the profit does too. It pairs with our Dairy Farm Records template for per-cow yield.

Choose free basic or KES 500 premium · opens in Excel or Google Sheets
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

  • Morning + evening litres per day, totalled
  • Milk sold, price per litre and day income worked out
  • Feed and cost log by category
  • Litres, income, cost and profit by month and for the year
  • Swahili labels alongside English; formulas locked

The tabs

  • Start Here (guide)
  • Milk Log
  • Costs
  • Monthly Summary
  • Dashboard (premium)

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

  • Dashboard: litres, income, cost and profit for the year at a glance
  • Litres-by-month trend with in-cell bars
  • Average price per litre sold, worked out for you
  • Swahili labels alongside English (Maziwa, Mauzo, Faida)

Choose Basic or Premium from the Get this template button at the top of the page — one click, pay once via M-Pesa.

On the Milk Log, enter the date, morning (AM) and evening (PM) litres, how much you sold, the price per litre and the buyer — co-op, hawker, hotel or home. The day's total litres and sale value fill in. On the Costs tab, log feed, vet, labour and transport. The Monthly Summary then rolls it all up: litres, litres sold, milk income, costs and the profit left, month by month and for the year.

Yellow cells are for typing; every total is a locked formula. Labels carry Swahili alongside English — Maziwa (milk), Mauzo (sales), Chakula (feed), Faida (profit) — so it reads at the shed. It opens in Excel, WPS or Google Sheets, so you can record each collection on your phone. The premium version adds a dashboard with the litres trend and average price per litre.

Do it online instead

Track yield per cow — Dairy Farm Records

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 serviceEmail info@leadafrik.com

Frequently asked questions

How is this different from the Dairy Farm Records template?

Dairy Farm Records tracks yield per cow — which animal earns her feed. This Milk Collection & Sales Record is about the milk and the money: total litres in, litres sold, income by buyer and the feed cost against it. Many farmers use both — this one for the sales and cash, that one for herd performance.

Is the basic version free?

Yes. The milk log, cost log and monthly summary are free to download and keep. The premium upgrade — a dashboard with the litres trend, income-vs-cost and average price per litre — is an optional KES 500.

Does it work in Google Sheets?

Yes — upload the .xlsx to Google Drive and open it with Google Sheets, or use it in Excel or WPS on a phone at the shed.

Tools & templates you may need

Dairy Farm Records (per cow) →Farm Record Book →Poultry Farm Manager →Crop & Shamba Farm Records →Agri-Loan Readiness & Farm Financial Statement →Maize Farm Budget Calculator →Tea Farm Income & Expense Tracker →Coffee Farm Record Book →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.