Cash Management


2 min read

Why you need a cashbook Easy cashbook benefits Initial setup Choosing cashbook software

A cash management system, or cashbook, is vital for monitoring all payments and receipts, keeping track of compliance requirements, and managing day-to-day finances effectively. With a cashbook, you can easily handle invoices, bills, and tax returns, as well as forecast future cash flow. Benefits include clarifying your financial position, comparing expenses to earnings, and making informed decisions. Proper initial setup and consistent coding are essential for accurate tracking and budget forecasting. Choose from various accounting software options, consulting your Chartered Accountant or farm management consultant to find the best fit for your needs.

A cash management, or cashbook system, is a record of all payments and receipts by cheque, credit card, Eftpos, cash or direct credit and keeps track of your compliance requirements.

A cash management system shows all income and sales, purchases and expenses relating to your business. These are entered and coded in a cashbook programme by you, or your Chartered Accountant.

Why you need a cashbook system

A cashbook or cash management system allows you to efficiently manage your farm's day-to-day finances.

Here, you manage invoices and bills, keep track of your compliance requirements and prepare for tax returns, as well as forecast cashflow going forward into the next business year.

Easy cashbook management system benefits

  • Clarify your financial position - you’ll be able to monitor, understand and communicate your cash position
  • Show you how much you are spending relative to how much your farm is earning
  • Allow you to compare your actual financial results to your budgets and enable you to benchmark - you can use the information as a basis for new budgets
  • Help you identify your working capital (overdraft) needs
  • Provide you confidence and inform your decision making
  • Help you meet record keeping requirements
  • Allow you to respond more quickly to a change in your financial position

Initial setup

Initial setup can take a while, but it's worth it, and it is important to get your setup right from the beginning. Make sure you fully understand how the coding will work and make sure it is consistent with the coding system used by your Chartered Accountant – accuracy in this area from the start will make tracking your spending and forecasting your budgets a lot easier.

Setup may require the help of your Chartered Accountant or other professionals depending upon the accounting software you choose.

Choosing cashbook software

Many people keep their cashbook electronically using an excel spreadsheet. However, there are a wide variety of accounting software programmes available.

The summary table below is designed to help with decisions on software options. You can click through to the providers in the table for more information.

We can't recommend a particular programme, so it is important you talk to your Chartered Accountant, rural banker, or farm management consultant to help you make the right choice to suit your needs. Ensure the system you choose will be compatible with your Chartered Accountant's.

Name, link and summary Cost excl. GST/yr* Cloud / sharing capability Features and notes



Online accounting software that automates everyday tasks

$330 - $900 Cloud-based, can give staff access
  • Invoicing
  • Paying bills
  • GST tax returns
  • Budgets and forecasting
  • Reporting
  • Automated transactions
  • Real-time
  • App or PC



Online accounting software for small businesses

$300 - $1200 Cloud-based
  • Pay staff
  • Invoicing
  • Tax and GST
  • Reports & budgets
  • Track jobs
  • Bills and expenses
  • Inventory
  • Cashflow management
  • Automated transactions
  • Real-time
  • App or PC



Production planning and farm budgeting tools integrated with online accounting software Xero

$84 - $660 Cloud-based
  • Budgeting & Forecasting
  • Production tracking
  • Auto updates and feeds
  • Automated transactions
  • Real-time
  • PC only

DairyNZ budget templates

Budgeting tools

Annual and Monthly cashflow budget templates downloadable in Excel

Free No, save files to own computer
  • Budgeting and forecasting
  • Sensitivity analysis table
  • Variance reporting
  • Graphs for expense categories
  • closing monthly bank balance
  • Manual data entry
  • Manual updating
  • PC only

Farm Focus


Easy to use, time-saving financial management software. Be in control of your cash position and planning for the future to make informed decisions. Designed for New Zealand farmers

$200 - $790 Cloud-based and share data access with all your team
  • Scenario planning
  • Monitoring livestock
  • Budgets and forecasting
  • Forecasting dairy revenue
  • Tax invoices
  • Bank feeds
  • Auto updates
  • Internal feedback for new features
  • Reporting
  • GST
  • Invoicing
  • Cashflow
  • Easy payments flow
  • Invoice attachments
  • Payment bills
  • Automated transactions
  • Integration with bank feeds, invoice scanner, FarmSource, Farmlands, Paysauce, Crystal Payroll and others
  • Real-time
  • PC only



Automates and simplifies accounting by eliminating manual data entry and the collection of receipts and bank statements

* See below Shares financial information with your accountant
  • Links accounts with RP
  • Budgets and forecasting
  • BankLink coding report
  • BankLink books
  • Automated transactions
  • Real-time
  • PC only

* Prices tend to vary with add ons and extras, and may also be included as part of a package with your accountant.

Last updated: Sep 2023

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