Farm Management System in Excel: Plot-wise Expenses, Crop Sales, Profit per Acre, Cost per Quintal and Dashboard

By Ravindra Bagale · Last updated: 17 October 2026

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Download the template: farm-management-system-template.xlsx: a 8-sheet system with example data and real formulas (Read me, Setup, Expenses, Sales, Crop profit, Report, Crop card, Dashboard). Yellow cells are inputs you can type over; green cells hold formulas; blue rows are headers and totals. Replace the example data with your own and every report and the dashboard recalculate.

Made-up data: every name, amount, business and date on this page is made up for practice. Cities are used only to make the examples feel real.

1. The business story

Bagale Farm, Solapur, kharif 2026, as of 17 October 2026 (made-up data). Market charges 6% and transport ₹40 a quintal are examples; use the numbers on your own sale slips.

Net sales so far ₹3,53,254; profit ₹1,32,554, with tur still in the field.

2. Build it sheet by sheet

Step 1. Setup: plots

1. B3 as-of date, B4 season, B5 market charges (6%), B6 transport per quintal (₹40).
2. Plots in A9:E12: Plot, Crop, Area (acres), Expected yield (quintal per acre), Sowing date. Expense heads in column G.

Step 2. Expenses and Sales

1. Expenses: Date, Plot, Head, Amount with plot and head from drop-downs. C5 fills the crop =XLOOKUP(B5,Setup!$A$9:$A$12,Setup!$B$9:$B$12,"Check plot").
2. Sales: Date, Plot, Qty, Rate from each slip. F5 gross =ROUND(D5*E5,0), G5 market charges =ROUND(F5*Setup!$B$5,0), H5 transport =D5*Setup!$B$6, I5 net =F5-G5-H5.

Step 3. Crop profit

1. D5 cost =SUMIFS(Expenses!$E$5:$E$3000,Expenses!$B$5:$B$3000,A5), F5 quintals and J5 net sales with SUMIFS.
2. G5 yield per acre =F5/C5 and I5 yield vs expected =G5/H5.
3. K5 profit, L5 profit per acre =K5/C5, M5 cost per quintal =IFERROR(D5/F5,0).
4. N5: =IF(F5=0,"Not harvested",IF(K5>=0,"Profit","Loss")).

Step 4. Report and Crop card

1. Report B5 =SUMIFS(Expenses!$E$5:$E$3000,Expenses!$D$5:$D$3000,$A5,Expenses!$B$5:$B$3000,B$4). The mixed references let one formula fill the whole head × plot grid.
2. Crop card: type a plot in B4; rows 6 to 14 bring the plot's numbers with XLOOKUP. Set the print area.

Step 5. Dashboard

1. KPI cards: total cost, net sales, profit so far, profit per acre, best crop per acre and quintals sold.
2. E5 best crop =INDEX('Crop profit'!B5:B8,MATCH(MAX('Crop profit'!L5:L8),'Crop profit'!L5:L8,0)) (INDEX MATCH).
3. Charts: profit by crop and expenses by head.

3. Formulas used

Every formula above is written in the template, so you can click a cell and see it in the formula bar. All values on this page were recalculated in LibreOffice with zero errors.

4. Common mistakes

1. Comparing total profit across plots. Plots differ in size. Profit per acre is the fair comparison.
2. Using the gross sale. Market charges and transport come off before the money reaches you. Use net sales.
3. Leaving family labour out. Put a rate on your own days too, or labour cost looks lower than it is.
4. Expenses without a plot. Shared costs like a pump repair can be split by acres across plots.
5. Calling an unharvested crop a loss. Tur shows Not harvested: its costs are in, sales are still to come.

5. More real examples

Example 1: Dairy with fodder plots. Add milk income and link it with the dairy collection system.

Example 2: Orchard. Plots become blocks of trees; track yearly costs and income per tree as well as per acre.

Example 3: Polyhouse. Add a structure cost per season and yield per square metre.

Quick revision cards

Englishमराठीहिंदी

Quick revision

Each card shows formulas from this page, each with an example and its answer from the template. Scan the QR code on a card to open this lesson. All names and numbers are made up for practice.

More cards: Ravi Sir's Cards.

6. Frequently asked questions

How do I calculate profit per acre in Excel?

(Net sales − cost) ÷ acres, per plot, as in Crop profit L5.

How do I work out cost per quintal?

Total cost ÷ quintals sold, with IFERROR for a crop not yet sold.

Is farm income taxed?

Agricultural income is exempt under section 10(1) of the Income-tax Act, but it can affect the rate on other income. Ask your tax adviser.

How do I report expenses by head and plot?

SUMIFS with two conditions and mixed references, so one formula fills the grid.

How do I compare yield with my target?

Yield per acre ÷ expected yield per acre, as in Crop profit I5.

7. Quick quiz

Ten questions on this page. Sign in to save your score.