Record Keeping and Selling Tips for Your Hay Harvest

Whether you're baling up fields of alfalfa or managing mixed grass meadows, hay production is more than just a seasonal task—it’s a critical part of your farm operations. From growing high-quality forage to marketing those square or round bales, mastering record keeping and sales strategy can make the difference between just getting by and thriving.

Let’s dive into how you can track, store, and sell your hay crop smarter—not harder—with a bit of help from tools, tricks, and maybe even FarmRaise.

🧾 Why Record keeping is a Big Deal in Hay Production

Imagine this: it’s next spring, and you’re standing in the field scratching your head trying to remember which mower setting worked best, or how many bales you pulled off that west pasture. That’s where a reliable record keeping system becomes your best farmhand.

Keeping detailed records isn’t just for tax time (though your accountant will thank you). It helps you:

• Track inputs like seed, fertilizer, preservatives, and fuel
• Evaluate management practices and yields
• Make informed decisions for improving forage quality
• Monitor growth stage and crude protein levels
• Plan smarter for next year’s harvest

And if you're applying for funding or insurance, having accurate farm records on your hay production can speed up the process and improve outcomes. Just ask the folks at FarmRaise—they’ve built a platform to help farmers organize records and access financial resources faster.

📋 What to Track: The Essential Hay Records

Whether you're managing small farms or thousands of acres, your record keeping should include:

1. Field & Crop Information

• Type of hay (grass, alfalfa, legumes, mixed)
• Growth stage at harvest
• Field location and acreage
• Fertilizer and supplement use
• Herbicide/pesticide applications

2. Harvest Details

• Cutting dates
• Equipment used (mower, rake, baler)
• Weather conditions
• Dry matter percentage
• Baling method (square bales, round bales)

3. Yield & Quality Metrics

• Number of hay bales
• Bale weight
• Crude protein content
• RFV (Relative Feed Value)
• Moisture levels
• Test results for high-quality forage

4. Storage & Transport

• Hay storage location
• Use of tarps, sheds, or barns
• Storing hay by quality or buyer
• Transportation details and costs

5. Financial Records

• Feed costs
• Sales income and buyer info
• Equipment and fuel expenses
• Labor costs
• ROI per acre or bale

Tools like FarmRaise or a simple Excel spreadsheet can help you stay organized. Or, if you prefer a more rustic method, a waterproof field notebook will do—just don’t forget where you put it!

🚜 Tips for Growing High-Quality Hay

You can’t sell good quality hay if you don’t grow it first. Whether you're growing alfalfa, orchardgrass, or a legume mix, these tips can help ensure your forage is top-notch.

🌱 Choose the Right Crop

• Match your type of hay to your soil, climate, and market demand
• Legumes like alfalfa are high in crude protein but need careful management

🕰 Harvest at the Right Time

• Cut at early bloom or boot stage for the best dry matter and nutrient content
• Avoid rain—wet hay can lead to silage, mold, or spoilage

🔧 Use Equipment Wisely

• Set your mower to avoid scalping
• Rake just before baling to reduce leaf loss
• Choose a baler that matches your bale size and buyer preference

🧪 Test for Quality

Send samples to a lab to analyze RFV, crude protein, and moisture. Buyers love data—high-quality hay backed by numbers sells faster and for more.

🏠 Best Practices for Storing Hay

Once baled, storing hay correctly can make or break its value. Exposure to moisture or sunlight can ruin a year’s worth of work. Use these strategies to protect your forage:

• Store under cover or use tarps
• Elevate hay bales on pallets to reduce ground moisture
• Keep round bales off the field if possible; they shed water better but still degrade
• Store square bales stacked tight and covered for airflow and stability

Label your stacks by cutting date and quality so you can rotate inventory and fill buyer orders efficiently.

💰 Selling Hay Like a Pro

Now the fun part—selling hay! Whether you're marketing to ranchers, horse owners, or local feed stores, these tactics can boost your profits.

1. Know Your Market

• What kind of hay do your buyers want? (Alfalfa for horses, grass mix for cattle?)
• What format? Some prefer square bales for easier handling, others want round bales

2. Price Strategically

• Consider bale weight, quality, and demand
• Compare with local prices and adjust for your input costs
• Offer by ton or by bale, depending on what buyers expect

3. Market Effectively

• Use social media, bulletin boards, and ag platforms
• Include bale size, weight, test results, and your contact info
• Offer delivery or bulk discounts when feasible

4. Build Buyer Relationships

• Keep records of who buys what and when
• Communicate regularly—send availability updates and harvest schedules
• Quality and consistency = loyal customers

5. Document Every Sale

Use your record keeping system to track:

• Buyer name, contact info
• Type and quantity of hay bales
• Price and total amount
• Payment received
• Delivery details

This not only helps with taxes and planning—it builds your reputation as a reliable seller.

Marketing your hay isn't a one-size-fits-all game—it depends on your community, scale, and comfort level with outreach. Some farmers run self-serve farm stands where local customers can pick up square bales and drop payment in a lockbox (or even use Venmo). These honor-system stands are great for small farms with consistent, walk-up traffic and create a loyal, local customer base.

Others turn to social media, especially Facebook Marketplace and local buy/sell groups, to list their hay bales, share forage test results, and offer delivery. Posting crisp photos, including bale weight, type of hay, and storage method (like tarps or barn-kept) can help attract ranchers, horse owners, and hobby farmers alike. Whether you're selling 50 or 5,000 bales, knowing your market and how they like to buy is key to moving product efficiently and building a reputation for reliable, high-quality hay.

💻 Tools That Make It Easier

Even if you’re a pencil-and-paper kind of farmer, digital tools can save you time. Consider:

• FarmRaise for financial and record keeping tools
• Excel or Google Sheets for custom spreadsheet templates
• Mobile apps for harvest tracking and bale weight logging
• Hay moisture testers and RFV test kits for in-field data collection

Digitizing your farm operations doesn’t mean abandoning tradition—it means empowering yourself to make better decision-making choices in less time

🌾 Bringing It All Together for a Better Season

Your hay harvest is more than a to-do list. It’s an opportunity to boost your income, improve your land, and build a reputation for high-quality hay. With thoughtful recordkeeping, better management practices, and strategic selling, you can make every bale count—literally.

And when in doubt? Partner with resources like FarmRaise to streamline your systems, organize your financial records, and focus on what you do best: growing great forage and feeding your community.

Use code 8MELC9B or sign up with this link now to get started with FarmRaise!

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