Farmer – YOKIT

Yokit Farmer System Overview

The Yokit Farmer system comprises the following core modules: Dashboard, Business Settings, Team Jobs, Team Management, Worklog, Holidays, Payroll, Clients, Invoicing, and Reports.

1. Dashboard

Provides a comprehensive overview of key operational metrics, including:

Pending Worklogs count
Holiday Request count
Overdue Invoices count
Outstanding Worklogs
Diesel Usage
Total Working Hours
Primary Machinery Operating Hours
Secondary Machinery Area Covered (Hectares)

Quick Access Shortcuts:

Enterprise Details
Team Members
Clients
Holiday Requests
Worklog Entries
Invoicing
Payroll Creation

Additional Functionality:

Update the current diesel cost (per litre) for accurate fuel expense tracking.

2. Your Business

2.1 Crops / Livestock

Add, edit, and remove crops and livestock entries.
Mark items as “Popular” to prioritize them in listings.

2.2 Machinery

Manage Primary and Secondary Machinery records.
Add individual machines with aliases familiar to your team.
Accurate machine records allow for precise tracking of work, usage, and costs.

2.3 Job Types

Add, edit, remove, and manage job types.
Set “Popular” job types for quick reference.
Define default contracting rates to automate invoice generation.

2.4 Farm Units

Create and manage multiple farm units based on location.
Assign fields, yards, or other areas to each unit and specify the crops grown.
Allocate areas for each crop to ensure detailed cost and performance reporting.

2.5 Enterprise Details

Complete enterprise profile setup following account creation.
Manage subscription plans.
Configure integrations with accounting software, including Xero, QuickBooks, and Sage.

2.6 Push Notifications

View a log of all push notifications sent by the system.
Set up automatic reminders for unsubmitted worklogs.
Use the “Add Push Notification” feature to send custom messages to individual team members.

2.7 Managers

Create and manage manager user accounts.
Assign granular access permissions, enabling controlled access to specific system areas.

3. Team Jobs

Create tasks using team jobs function, allocate team members and equipment to each task. Team members will access this task in their mobile app and, as they update, you can see a live status of the task.

Job Management: You can list, create, and edit both own farm jobs and client-related jobs, ensuring all operational activities are accurately tracked and managed.

4. Team Members

The Team Members section allows you to manage all employees and contractors who contribute to your farming operations.
Team members can log in via the Yokit mobile app to submit worklogs, complete assigned tasks, and request holidays.
Your subscription plan is determined by the total number of team members, including your own user account.
Team Management: You can list, add, and edit team member profiles as needed to keep your workforce information up to date.
If you integrate with Xero or Sage, you can synchronize employee information from third party system into the Yokit platform.

5. Teams

You can list/create/edit your team information.
Allocate team members to a team under a specific manager. The manager will then be able to review this team’s worklogs/approve holidays.

6. Worklogs

This page shows worklogs for work done and overtime logs for recorded overtime (to be used for Payroll). CSV: download a spreadsheet of the selected worklogs. Adjust the date rates to focus the worklogs screen on a specific period. Use ‘processed’ as you see fit – some users have used to indicate a secondary check has taken place for the worklog. You are able to filter on processed worklogs by choosing ‘Show processed:’. If you want to bulk update the status of worklogs, please use ‘Change status on selected worklogs’.
You can use ‘Submit Worklog’ to submit your worklog.

7. Team Holidays

You can retrieve the holiday requests and approve or reject them.
Team members can request holidays through using their mobile app.

8. Payroll

You can create payroll entries, retrieve payroll records, and view them either individually or by group.

If not using Xero/Quickbooks/QB integrations, select the date range for the payroll record to be created – this will bring in all timesheets for this period. If you are using our accounting software integration, it will determine the correct payroll periods based on how the accounting software is setup – aligning with the payroll frequency and regular day. Select the overtime logs which you want to use for the payroll record, which will be sent automatically to your payroll team or accounting system as appropriate.

9. Self Billing

Generate invoices on behalf of team members who are contractors. Their hours automatically taken from submitted worklogs.

10. Clients

Use this to create profiles for your customers to whom you provide agri-contracting services.

On this page you can view your client list and create/edit information.

11. Invocing

Create invoices for agri-contractor work carried out for a client based on work data in submitted and approved team member worklogs

12. Reports

The Reports page provides detailed insights across various operational metrics to support informed decision-making.

Worklog & Overtime Reports: Track total work hours and overtime by team member, primary and secondary machinery, fields, crops, and job types.
Fuel Usage Reports: Monitor fuel consumption across primary and secondary machinery, fields, crops, job types, and individual team members.
Area Performance Reports: Analyze performance by area based on primary and secondary machinery usage, team member contribution, and client-related activities.
Fuel Efficiency Reports: Evaluate fuel performance (litres per hectare) segmented by primary and secondary machinery, fields, crops, job types, and team members.