From Receipts in the Tractor Cab to Reports at Your Fingertips: FarmRaise Tracks in Action

Mat S. is a dedicated fifth-generation grower running a small-scale, diversified farming operation in upstate New York. Like many small farmers and beginning farmers, Mat splits his time between the field and the bookkeeping ledger. Last year, harvest season brought more than baskets brimful of produce—it brought the usual paperwork scramble that drains both time and profitability.

Juggling pesticide purchases, equipment repairs, fuel expenses, and crop sales meant receipts crammed into the tractor cab until, at season’s end, tax prep and record keeping became a headache for his farm finances. Enter FarmRaise Tracks, a user‑friendly, mobile-first farm management tool designed for real people like Mat.

Capture Receipts—Literally Anywhere

Imagine pulling off the field at sunset, your hands still coated in soil, needing to log a bag of pesticide or a new tire. In the tractor cab, Mat snaps a photo of the receipt using the Tracks mobile app. Instantly, the receipt is encrypted, tagged, and stored—even without wi‑fi or cellular reception—because Tracks works offline.

This “snap and categorize” workflow keeps transactions current and accurate, eliminating the time-sucking chore of digging through shoeboxes months later. As Mat puts it: “Now I log all of my transactions before I even leave the parking lot, and all from my phone!”

Tag, Track, and Organize

Mat takes advantage of Tracks’ intuitive tagging system. Each expense, whether seed, pesticide, fertilizer, or equipment fuel, is tagged to a Schedule F category. That means: seeds go in “seed/feed,” equipment repairs into “repairs and maintenance” and fuel into “vehicle expenses.”

By doing this regularly during harvest, Mat keeps tabs on his farm income vs expenses in real-time. He sees spending spikes as they happen—not three months later when it’s too late. And with notifications and alerts, he's no longer caught off guard by an unplanned expense brewing trouble in his farm business.

Mileage Tracking On the Fly

Between fields, farm supply runs, and meetings with the local FSA or USDA offices, Mat racks up farm miles. Instead of manual logs, he uses the Tracks app to record mileage, which is tied directly to vehicle expense tracking under Schedule F.

This boosts accuracy and brings added tax savings. For a small business like his, every deduction counts.

Managing Inventory—Not Just Cash

Tracks isn’t just for cashflow. Mat uses the inventory module to manage harvested crops (produce) and supplies like bags, seed stock, and spare parts. With real-time inventory tracking, he knows precisely what’s available, what’s selling, and what’s running low.

Syncing for Tax Time and Accounting

Mat links his bank account directly in Tracks. The app pulls in deposits and withdrawals, reconciling receipts, invoices, and inventory effortlessly. He then exports everything to QuickBooks (or even Excel) or generates a near-complete Schedule F for his certified public accountant—Tracks covers all categories except depreciation and Section 179 inputs, and Mat’s accountant fills in those final pieces.

This integration between real-time capture, bank sync, and export functionality saves Mat hours weekly—and gave him confidence going into tax time. Tracks even helps him spot deductions he might otherwise miss, such as farm loan interest, vehicle expenses, and agrochemical or fertilizer costs.

Data-Driven Decision-Making

Tracks empowers Mat to make informed decisions. With metrics like expense categories and inventory levels at his fingertips, he can pivot on-the-fly.

• Cost control: After seeing a trend in impulse purchases, Mat curbed equipment and supply buying.
• Crop planning: Inventory records help forecast peak produce demand.
• Seasonal budgeting: Customizable templates in Tracks allow Mat to plan harvest costs vs anticipated revenue and evaluate profitability mid-season.

These insights feed into his planning for next year and secure grant applications with USDA, FSA, and other government agencies.

Integrated with USDA/FSA Tools

Though Tracks doesn’t file USDA grants directly, it digitizes the record keeping—tagged receipts, mileage logs, farm assets, liabilities, and inventory—all essential for credible applications.

FarmRaise’s broader funding ecosystem alerts Mat to new cost-share and conservation programs from the U.S. Department of Agriculture. The documentation he collects in Tracks—such as pesticide receipts and fuel logs—supports eligibility and fast application.

Real Results: How Mat Benefited

Mat’s qualitative assessment of using Tracks extends beyond convenience:

1. Time savings: He reclaimed hours each week by logging expenses on the go instead of post-harvest.
2. Better farm income visibility: Real‑time snapshots versus piecemeal spreadsheets.
3. Reduced tax stress: Schedule F prep has never been easier.
4. Financial decision-making: He made mid-season budget adjustments based on real cost data.
5. Government program readiness: Well-organized documentation positioned him to maximize grant eligibility.

Track’s bank-level encryption ensures data security—even when working offline in remote fields.

From First-Time Farmer to Seasoned Grower

For Mat, whether you’re a first time operator or a seasoned farmer, Tracks is a game-changer. It bridges the gap between endless fieldwork and smart farm accounting:

• Beginning farmers like Mat’s peers gain confidence managing farm finances with comfort and speed.
• Ranchers and more diversified farms can also track livestock inventory and feed costs.
• Small to mid-size operations save money and stay compliant with IRS, USDA, and FSA standards.

Tracks gives small operations a truly streamlined financial DNA.

Grow Smarter, Not Harder

If your harvest season ends with a pile of receipts and a sense of dread around finances, FarmRaise Tracks is the antidote. From snap receipt capturing in the tractor cab to real-time reports at your fingertips, Tracks gives you the tools to:

BenefitDescriptionReal-time trackingMonitor expenses, income, and inventory instantlyOffline functionalityLog transactions in the field—even without signalSchedule F readyTag to IRS categories, export CSV or QuickBooks filesMobile invoicingProfessional billing from anywhereTax preparationGenerate income statements, balance sheets, and Schedule F dataInventory & asset managementTrack crops, supplies, equipment, and livestockFinancial insightsData-driven decisions and grant readinessGovernment compatibilityorganized documentation for USDA/FSA programs

Try Tracks Today

FarmRaise offers a free 7-day trial of Tracks. See first-hand how Mat and thousands of other small farmers, ranchers, and growers are taking control of their farm business, simplifying farm accounting, boosting profitability, and improving decision-making. Visit FarmRaise to sign up and start transforming your harvest from receipts in the cab to clear financial reports in seconds.

FarmRaise Tracks turned Mat’s farm chaos into clarity. Maybe it’s time to see what it can do for yours.

Ready to get started? Sign up for FarmRaise today and start building a better future for your farm. Use code IT3H12B at checkout for 20% off or use this link to checkout now.