Farm Management System

To record something as it happens, yes, the same connection you would use for M-PESA on your phone.

In practice most people record in batches, at the end of the day or after a harvest, wherever they have signal. Nothing is lost by entering it later.

Yes. The Section profit report shows, for any period you choose, what each section sold, what it cost and what was left over, with the margin. A section is a place you grow in: a greenhouse, a nursery bed, a hydroponic bay, a field or the packing shed. A batch is one planting in one of them.

Sales are counted for the section that grew the crop, oldest harvest first, and costs for the section you chose when you recorded them. Anything not tied to a section is shown on its own line, so the figures always add up to the whole farm. So "what did that greenhouse cost and what did it return" becomes a number instead of an argument.

Yes. Customers message your farm's own WhatsApp number and tap their way through an order: what they want, where it is going, which day, and how they will pay. It goes through the same shop, prices, delivery rules and pay page as your website, and the order shows in your list as a WhatsApp order.

It is on both Core and Pro. You can also share a short link and a QR code that opens the chat with "Hi, I would like to order" already typed.

Yes, one of your own. The ordering assistant runs on a WhatsApp Business Platform account that you open with Meta, so customers see your business and not ours. Meta checks the business and the name customers see, and sets its own charges for messages, which are separate from your FMS plan.

A step-by-step guide in the app walks you through it. A number usually cannot be on the WhatsApp phone app and on the ordering assistant at once, so a separate number for the assistant is the easier choice. Your shop's WhatsApp link works before any of this is done.

No. It is a scripted assistant for placing an order, and it only offers buttons and lists. It does not answer free questions, look up or cancel an order, or use AI.

When a customer asks for a person, or the assistant cannot help, the chat is marked for you. You read every conversation on the WhatsApp chats screen, take a chat over, reply in your own words and hand it back. WhatsApp lets you write freely for 24 hours after the customer's last message, so the screen tells you when that window has closed.

Yes, on both plans. Online, a customer can get an M-PESA prompt on their phone or pay to your pay-bill, and at the POS you send the prompt yourself. Card through Stripe or Paystack, Paystack mobile money and PayPal are there too, and you choose which ones your shop offers.

The order is not marked paid until the money is confirmed. Payments you record yourself, such as cash, are not announced, because you were there. Everything else tells the people you chose.

Yes. Customers who have ordered online get a private Your week page. They can order the same again, and set up a scheduled order that repeats on a rhythm they choose and skip, pause or stop it. Each time one is due they get a reminder with the basket already made, by email or text as you have chosen, and nothing is ordered or charged until they confirm it.

That is on both plans. Repeat orders on FMS Pro are different: there you set up a weekly box or a standing delivery that raises its own orders.

Yes. Open the order and you can move it to the right delivery area, change the day, edit the items, or send one item on a different day. A delivery can also be written in on a past day.

Past records are protected. Inside the editing window you set, a change simply happens. Beyond it, a person without the right sends it to an approver, and the before and after both stay on the record. Money never moves on its own when you edit items.

Yes, from the order. Ask for payment sends the customer a link to pay what is left, by email or text, or you can copy the link or show a QR code for them to scan. The link opens without an account and lasts a week.

It is always a person pressing the button. FMS does not send payment reminders on its own, and every ask is written down with when, how and who, so you can see whether somebody has already asked.

Yes. Credit is money your farm holds for a customer and spends on their later orders. It comes from an overpayment they agree to keep, a top-up, or credit you give yourself, for example after a late delivery, and the customer sees one balance. It does not expire, and every entry is kept in a history.

A customer can use it on a pay link, at your website checkout (after a six-digit code, unless they are signed in) or in the WhatsApp chat, where they are asked first. Credit that covers an order pays it, and a smaller credit pays part with the customer paying the rest. It is on both Core and Pro.

Yes, if you switch it on. It is off until you do, it needs your own Paystack account, and you set the smallest top-up. Customers then top up from their private Your week page, their account or the checkout, and you can also record a cash or M-PESA top-up yourself. Typing credit in the WhatsApp chat shows the balance and a button to their page, and the top-up is made there, not in the chat.

It is on both plans. A top-up of KES 1,000 is KES 1,000 of credit, with nothing added on top. Holding customers' money comes with rules, so have your own adviser read the "How credit works" page FMS gives your farm before you switch it on. It is a sensible standard, not legal advice.

You choose, order by order. The difference can be refunded, or kept as credit, and only if the customer agrees. Say a customer paid KES 660 for an order that came to KES 550: you refund KES 110 or, with their agreement, keep KES 110 as credit for their next order.

FMS moves no real money, so a refund is sent by you and written down against the customer's credit. Only the customer's own money can be refunded. Credit you gave them can only be spent.

Yes. Every email and text FMS sends is written down: to whom, what it was, and whether it failed and why. Open it on the customer, on the order or on the Messages sent page.

An email is kept by its subject, never its body, and a text is kept with its words. Entries are cleared after six months, so it answers "I never got it" this season, not three years ago. It is on both plans.

Yes. Every farm gets a privacy page in its own name, written from what you have switched on, so it only talks about what you really do. It has a "delete your data" section, and customers find a link to it at the bottom of your shop and landing page.

It is a sensible standard and not legal advice, so have your own adviser read it before you rely on it. Meta asks for a privacy page address when you publish the app behind WhatsApp ordering, and this is the one to use.

No. A customer's name, phone number, email and address are never part of what FMS sends. A question like "who owes me money?" is answered with a total and how old it is, never a list of people.

It is also off until the farm's owner switches it on, and it only does anything when someone presses its button or asks it a question.

No. It drafts and it answers. A shop description or an expense is only saved when you press Save, and the question box can only look things up, never change them.

It also only shows each person what their role may see, so a cashier who asks about sales is told they may not see them.

Yes, like any AI. The figures it quotes come from your own reports and it lists what it looked at, but check anything important against the reports and read every draft before you save it.

Yes. It runs in a browser and is built to be used on a phone, which is where the POS and the harvest records actually get used.

There are staff accounts with roles, so someone can run the POS without seeing your costs or margins.

If you need more people on it, or want to build your own roles, that is what FMS Pro is for: up to 10 staff logins instead of 2.

Yes, and you should ask this of any system that becomes your records. Your harvests, stock, sales and expenses are exportable, and they are yours.

This is the question we would want answered before putting a season of work into someone else's software, so we would rather you asked it now than after.

Talk to us before you cancel and we will get your data out to you properly. We are not going to hold a season of your work hostage.

The system itself is part of the subscription, so access ends with it, but the records are yours to take.