The Expenses feature in Tend allows you to input expenses for your farm which can be allocated to specific crops or locations. Tend also automatically creates labor costs for completed tasks based on labor time and labor rates for assigned team members. As you log expenses throughout the season Tend gives you the ability to report on how much you’ve spent for each crop, location, or input category. Note that expenses for crops are stored at the crop level rather than by each variety or planting.
Creating an Expense
To create an expense, navigate to the Expenses feature on the left hand side of Tend and click on the blue ”Add Expense” button at the top of the screen.
This opens the expense details screen where you can enter details such as:
- Category (Fertilizers & Amendments, Irrigation, or add a new category)
- Location (select one or more fields or beds)
- Input (Compost, Drip Tape, etc.)
You can also attach files such as receipts, invoices, etc. by dragging and dropping a file onto the expense window or by clicking in the “Drop Files to Upload” box at the bottom of the screen to browse for the file. This feature allows you to keep detailed records for organic certification inspections.
Once you’ve entered all of the details for the expense, click the Create button at the bottom of the screen to save.
Expenses divided between multiple crops
When more than one crop is selected, Tend will automatically divide the total cost equally between the selected crops. You can change this by manually entering in values for each selected crop.
Expenses generated by tasks
When labor time is entered for a task and the task is marked complete, Tend will automatically generate a labor cost by multiplying the labor time by the labor rate for the assigned team members (see article on setting labor rates). For example, if a task takes 2 hours to complete and is assigned to 1 team member with a labor rate of $15/hour, the completed task will generate a labor cost of $30. If the task is assigned to more than one crop, Tend will automatically divide the expense between the crops based on the planting amount for each planting.
In the example below, a task is assigned to Beets (100 bed feet) and Kale (500 bed feet). The task took 2 hours to complete and was assigned to 1 team member with a labor rate of $15/hour. The Labor cost of $30 is divided between Beets and Kale based on the bed feet for each crop ($5 and $25)
Editing and Deleting Expenses
- Edit: To update information for an expense click on the expense from the list to open the details screen, enter the updated information and click the X in the top right hand corner of the window or click outside of the window to close and save changes.
- Delete: Click on the expense from the list to open the details screen, and click the “...” button in the upper right corner of the window and select Delete. You’ll be asked to confirm before you delete the expense.
Filtering Expenses, Total Expenses
To help you narrow in on specific expenses you can filter by:
- Date: you can select between either a year or a custom range of months
- Fields & Orchards
The “Total Expenses” figure shown in the top right corner is the sum of all expenses displayed in the list.