How to choose farm management software in England: 10 questions to ask

What should I decide before comparing farm software?

Write down the three or four jobs you most want the app or software to do this year. Common ones on farms in England are: keeping SFI proof in order, mapping fields, recording sprays and fertiliser, checking crops, sharing records with an agronomist, and moving grain. No one tool does everything well. A short list of jobs makes it much easier to compare fairly than a long list of features.

Then ask each supplier the questions below, and write down the answers. Ask to see each feature working, on a demo farm or a free trial. Don't just take a brochure's word for it.

What questions should I ask a farm software supplier?

What does SFI ask my records to show?

An app is only useful for SFI if it helps you keep what the scheme asks for. Each SFI26 action asks you to keep evidence such as "field operations at a land parcel level and associated invoices" and "photographs or other documentation" (SFI26 actions (opens in a new tab)). The scheme rules say you must keep that evidence "for at least 7 years from your SFI26 agreement's end date, or its termination date if that's earlier". You must show it if the RPA asks (section 12.4 (opens in a new tab)).

The RPA (Rural Payments Agency) checks agreements in three ways: farm visits, checks from the air and by satellite, and office checks of your proof (section 12.3 (opens in a new tab)). A good app makes it quick to find the right record for the right field when that happens. See what to expect from an RPA inspection.

Should farm software connect to my RPA land data?

It saves time if it does. But check what it really does with the data. Your digital maps in the Rural Payments service are the record that counts for SFI. The scheme rules ask you to make sure they show the right fields, areas and land cover before you apply (section 7.2 (opens in a new tab)). An app can show you a copy. But you still ask the RPA for map changes in the Rural Payments service. See land parcels and land covers explained.

Want an agent to apply for you? That's done through permissions in the Rural Payments service, not through a farm app. The agent must be registered with the RPA and given the right permission (section 7.4 (opens in a new tab)).

Who owns my farm data, and can I take it with me?

Read the supplier's terms and privacy policy. UK GDPR (the UK's data protection law) protects personal data. That means information about a person who can be identified. The ICO (the UK's data watchdog) says it does not cover information about a limited company itself. But it does apply to sole traders, partners or company directors, where the information is about them as people (ICO (opens in a new tab)). Where it applies, the right to data portability lets you get personal data you gave in a "structured, commonly used and machine readable format" (ICO (opens in a new tab)).

Whatever the law covers, ask for a full export of your farm records before you sign up. Check you can open it.

What claims should make me cautious?

• "Guaranteed SFI payment" or "inspection-proof". Only the RPA decides whether you've met your agreement.
• Exact payment figures without caveats. Rates are published. But the RPA can lower an agreement's value if land or features don't qualify.
• Reviews or customer numbers you can't check. Ask to speak to a real user.
• No clear way to export or delete your data.