farmcfo.com.au · 0412 759 847Farm CFO retainer
The retainer needs a one-off set-up, then a short monthly routine. Monthly items are due by the 10th so the numbers are ready for the call.
How to send them
- Send documents for every entity: each company, trust or partnership, and each owner or guarantor.
- Three years means the last three finalised financial years.
- A shared Google Drive or OneDrive folder works best. For Xero or MYOB, add Nick as an adviser user rather than exporting reports.
- Black out tax file numbers. Farm CFO doesn't need them.
- Missing something? Send what you have and note the gap. It won't hold the work up.
Set-up
| Done | Document | Where to find it |
|---|---|---|
| Xero or MYOB adviser access, with bank feeds connected for every business account | You or your bookkeeper | |
| Financial statements for the last three financial years for every entity | Your accountant | |
| Facility letters for every loan and overdraft, with covenants and review dates | Your bank | |
| Latest statements for every loan, overdraft and equipment finance contract | Your lenders | |
| Your current budget, if you have one | You or your accountant | |
| Contacts for your accountant, bookkeeper, bank manager and stock agent, and permission to speak with them | You | |
| Leases, agistment agreements and insurance schedule | Your files |
Every month, by the 10th
| Done | Document | Where to find it |
|---|---|---|
| Bank feeds reconciled and supplier bills entered to the end of the month | You or your bookkeeper | |
| Stock numbers by class at month end, with sales, purchases, births and deaths | Your herd and flock records | |
| Feed and fodder on hand | Your feed records | |
| Big spending coming up, and any letters or calls from the bank | You |
Once a year
| Done | Document | Where to find it |
|---|---|---|
| Finalised financial statements and tax returns as soon as the accountant signs them off | Your accountant | |
| Livestock reconciliation at 30 June | Your herd and flock records |
Extra records for livestock
Add these for each livestock enterprise you run. Skip the groups that don't apply.
All livestock
| Done | Document | Where to find it |
|---|---|---|
| Property Identification Code (PIC) for each property, registered in the right name | Your state's PIC authority, such as Local Land Services in NSW | |
| Livestock reconciliation for the financial year: numbers by class at 1 July and 30 June, purchases, sales, births, deaths and stock killed for rations | Your herd and flock records or your accountant | |
| Agistment received or paid, with head, dates and rates | Agistment agreements and invoices |
Pigs
| Done | Document | Where to find it |
|---|---|---|
| Herd performance reports: sow numbers, pigs weaned per sow per year, growth rate, feed conversion and mortality | Your herd recording software | |
| Feed records: diets, tonnes used, grain and meal prices | Your feed mill, nutritionist or supplier invoices | |
| Processor or buyer contracts, price schedules and kill sheets | Your processor | |
| APIQ certification status and PigPass records | APIQ and the PigPass database |
Cattle
| Done | Document | Where to find it |
|---|---|---|
| Joining, pregnancy testing, calving and weaning numbers | Your herd records | |
| Sale and purchase dockets with weights and c/kg | Agent account sales, kill sheets, feedlot statements | |
| LPA accreditation status and NLIS account details | myMLA and the NLIS database |
Sheep
| Done | Document | Where to find it |
|---|---|---|
| Joining, scanning, lamb marking and weaning numbers | Your flock records | |
| Wool clip records: bales, micron, yield and price | Your wool broker's sale summaries | |
| Lamb and sheep sale dockets with weights and c/kg | Agent account sales and kill sheets | |
| Shearing and crutching costs | Contractor invoices | |
| LPA accreditation status and NLIS account details | myMLA and the NLIS database |
Checked 26 October 2026. Based on what Farm CFO needs for the work and what the Regional Investment Corporation and most lenders commonly ask for. Your lender's own letter is the final word on what it needs. Farm CFO is a business name of Levelhead Capital Pty Ltd (ABN 15 703 134 918). farmcfo.com.au · 0412 759 847
Ready to start?
Send what you have and we'll confirm the fee in writing before any work starts.