Number 1 – Xero

Most farm businesses now juggle a growing stack of programs and apps—cloud storage, cashbooks, livestock systems, agronomy platforms, grain marketing tools… the list goes on. And with every subscription comes the question: Are we getting value out of this, getting what we pay for, or even using this properly, or missing out on features that could make life easier?

This will be the first in a series of Landline articles on tips we have seen in use on some of the more widely used Apps and subscriptions – and if you have tips you think we should share, please let us know via email to lisa@planfarm.com.au

Xero is a great example. Even longtime users are often surprised by what the platform can do once you scratch beneath the surface. Here are some of the most valuable features farmers I work with have recently uncovered—simple tweaks that can genuinely save time, reduce double-handling, and give you cleaner information to run your farm.

Customised Dashboard

Your Xero landing page doesn’t have to look the way it did the day you set it up. You can tailor it to show what matters most in your farm business:

• Total invoices waiting to be paid
• Bank balances
• Key accounts like R&M, GST or Drawings
• Charts for cash flow or spending
• Reordered bank accounts for easier viewing

You can even personalise your profile with your farm logo instead of the default image. It’s a small touch, but it makes the file feel like your business, not a generic template.

LogIn Parties

Xero lets multiple users log in at the same time—no waiting for your turn. You can sit online with your bookkeeper or accountant and walk through questions together. Or two family members can work simultaneously: one entering cashbook entries while the other sends invoices. In busy seasons, this alone can be a game-changer.

Attachments and eFiles

There are several ways to attach documents straight into Xero, but the standout is your unique Xero email-in address. Forward invoices or receipts directly from your inbox, and Xero will read the document, pick up key fields like GST, supplier, amounts and due dates, and draft the transaction for you.

You can also use HubDoc, the Files inbox, or XeroMe—handy options if different people in the business collect paperwork.

XeroMe to track invoices

We use this in Planfarm – When any team member buys anything, they scan the invoice on their phone through Xero me, and this will read the details, including amounts, names, etc., then create the transaction in Xero, and, subject to how you set it up, can record the code, etc. – no more lost invoices!

Live, Connected BAS Lodgements

If you enable connections with the ATO, your BAS can be lodged directly from Xero. You enter your fuel tax credit litres, Xero calculates and prepares the statement, and you submit with a click. It automatically generates receipts or payment details too. No more hopping between myGov, RAM and ATO portals. It’s quick, accurate and tidy. Just check with your accountant first!

Create and Send Invoices in the App

The mobile app is vastly more useful than it used to be. You can now generate and send invoices straight from the paddock, truck or ute—ideal for contract work, hay sales, agistment or anything you bill on the go. Or create a draft and tidy it up later when you’re back in the office.

Tracking Codes

Tracking lets you break up your data however you want:

• R&M across machinery or vehicle groups
• Expenses by farm or enterprise
• Non-farm income categories

Set it up once and allocate transactions as you go. When you need reports later—bank meeting, accountant appointment, insurance claim—they’re already sorted.

Invoice Templates

If you send similar invoices each season or year, you can build templates so you don’t have to key in the same details every time. Simple, repeatable, mistakeproof.

Auto-Send Statements

Chasing money is no one’s favourite job, but Xero can take some of the workload off. Set your customer statements to auto-send after a certain number of overdue days. It reduces your follow-up list and keeps cash flowing without the awkward phone calls.

Add Notes and Start the Conversation

When you’re coding transactions and hit something you want to query with your bookkeeper or accountant, just leave a note directly on the transaction. They can respond inside Xero, too-no more email chains, screenshots or missed calls.

Use Inventory to Track Diesel and More

While many farmers don’t use inventory, it can be extremely handy. Set up diesel as an inventory item and record litres as they’re purchased or transferred. When it’s time to calculate fuel tax credits, the data is already organised. You can also track chemicals or other on-hand items in the same way.

If you’d like to dig deeper into any of these features—or want help streamlining your Xero setup—reach out anytime. Making better use of the tools you already pay for is one of the quickest wins in any farm business.