Replacing paper records with an app improves operating efficiency

“Running our business using paper records completed by machine operators every fortnight, then delivered to us or our book-keeper, and then organised and entered into a paper diary before the jobs could be invoiced through our computer accounts system wasted time and risked bills being sent out late or missed altogether,” explained Ag-drive founder Will Dunn.

Will is the son of a North Yorkshire-based agricultural contractor. After studying agriculture at Newcastle University, he worked and travelled extensively before joining the family business, BHE Agricultural Contractors Ltd. “We had millions of pounds worth of professional tackle in the yard; yet still relied on records kept on scraps of paper to bill customers for its use,” he explained. “Our Ag-drive app was the solution. We launched it in June 2021, and now there are more than 1,000 active users in the UK and overseas.”

Fully compatible

The app is compatible with Apple and Android smartphones and tablets, and desktops. Data is stored in the ‘cloud’, so even if smartphones are lost or damaged, the data remains secure. Any number of users within subscribed businesses can log in and contribute to the record keeping, and Will said that the system is an ideal task management and recording option for farms as well as contracting businesses. “Even if machinery within mixed brand fleets can’t share the data; Ag-drive will – everyone has a smartphone,” he stressed.

Invoice immediately

The owner or manager can prepare and send tasks to each operator, with the option to include additional information such as which tractor and implement to use, and precise field locations. Alternatively, the operator can record each task himself – including the equipment used, the time and date, and the location. Additional general information can be attached for future reference.

Ag-drive creates digital time sheets for each operator, ensuring that starting, finishing and break times are accurately recorded. “It’s so flexible that we even have electricians using it to keep track  of their jobs and billing,” added Will. “Because work locations are recorded by the smartphone’s GPS tracking function, tasks can be monitored in real time, or locations can be checked afterwards.”

Jobs recorded as complete can  be immediately invoiced without waiting for operators to return time sheets to the yard.”

Saves time and costs

Ag-drive integrates with popular cloud-based accounts software including Xero, Sage and QuickBooks, so that sending an invoice just requires two clicks of a button. Jobs can be billed as soon as they are complete, and the reduced administration saves time and  costs for all contracting operations and can significantly improve the company’s cashflow.

An additional feature is that  when invoices are sent, pdf job records can be automatically attached containing field maps and additional task details – providing full traceability between the contractor and farmer.

Added safety

Ag-drive can also contribute to safer operation, as relevant health and safety checklists can be added for each task, vehicle or implement. Options include a requirement for operators to confirm that items on the list have been noted and checked before task recording begins.

Cost-effective option

Ag-drive is available on a monthly subscription. For the first or admin account user, the cost is £10 per month, and the cost per additional user is £5 per month. “The cost is right for an agricultural contracting business,” continued Will. “It’s easily affordable, and the additional user subscriptions can be activated and deactivated as required – making it ideal for seasonal workers. Just one job invoiced which might otherwise be missed will easily pay the app subscription for the year.”

Cornwall-based contractor AJ Heywood & Sons recently subscribed to Ag-drive and is already seeing benefits from the move towards a paperless system. Operations manager Pete Garrard is pictured (right) with operator Matt Jones on the left.

Satisfied user

Cornwall-based contractor, AJ Heywood & Sons recently subscribed to Ag-drive, and quickly appreciated the system’s benefits. The company’s wide range of services includes arable and grassland field work from drilling to harvesting. Up to 25 staff are employed.

“Paper time sheets were a  pain,” explained operations manager Pete Garrad. “We looked for an app to replace paper records, but nothing was suitable. We also approached several people to create one especially, but no-one offered a solution.

“Then someone suggested Ag-drive and I talked to Will. His system seemed to offer what was needed so we trialled it, and it proved extremely successful. It’s flexible, easy to use, and it ticks all the right boxes, so we subscribed. Will is very open to suggestions and feedback, and I think the app’s success is due to his industry experience. Whenever we suggest anything, he acts on it or is already working on it.”

Paperless system

“Ultimately, the digital solution will help our business as bills can be sent out in a timelier manner,” he stressed. “Previously our accounts department sorted piles of time sheets then input the information on our system manually before bills could be sent. Now Ag-drive ‘talks’ directly to our accounts package, QuickBooks, so invoicing is almost completely automatic. We welcome the move  to a paperless system.”

Added value

The ability to add PDF job records to invoices automatically will be seen as an advantage by customers, commented Pete. “We use nutrient analysis on our forage harvesters and when spreading liquid manure. Automatically linking the yield  and application data to the field record and invoice will add value  to our service.”

Benefits outweigh costs

The Ag-drive pricing is reasonable, Pete confirmed. “It saves time spent by operators completing paper forms, and our accounts department no longer has to sort through piles of paperwork to create bills. It improves our efficiency, makes the job easier and saves time, and direct billing through our established cloud-based accounts system will improve our cash-flow.

“It’s also very versatile. We have a contract groundworks division and run a fleet of diggers and lorries. That team also uses Ag-drive to record time as well as the use of equipment and materials on each job. We wouldn’t want to be without it now.”