Accounting System:
Q: Do I have to use Xero, MYOB, or QBO to use Figured?
A: Yes — Figured requires a connection to either Xero, MYOB, or QuickBooks Online (QBO) to operate. If you're not currently using one of these accounting platforms, Figured may not be the right fit at this stage.
Q: I've noticed I have a few expense accounts that seem to cover the same thing — like I've got both a Printing & Stationery account and an Office Expenses account. Do I really need both?
A: Probably not! It's really common to end up with duplicate accounts that do the same job. We'd recommend consolidating them where you can — it'll give you
cleaner mapping in Figured and much more meaningful reporting.
Planning Year v Financial Year:
Q: Our benchmarking year runs from 1 March to 28 February — should we set our planning year in Figured to match?
A: Yes — FOA recommend setting your planning year in Figured to align with the benchmarking year. If you need your planning year updated, reach out to the support team via the green chat bubble in Figured.
Q: If I run a February year-end planning year, can I still generate a financial or calendar year cash flow or P&L report for my accountant or bank?
A: Yes — regardless of your planning year, you can run a cash flow or P&L report for any date range. In the report run settings, select custom dates, set the start and end date to the last month you want on the report, then run an 11-month comparison. This will give you a full 12-month report aligned to whichever year-end your accountant or bank requires, without needing to change your planning year.
User Access:
Q: How does this work with multiple users on the one farm?
A: Each user will need their own Figured account, set up with their individual email address. The user who originally signed up will create the farm, and can then invite other users into the farm file via their email address. For step-by-step instructions, see: Inviting users to a farm.
Q: I've added a user to Figured, but the FOA report pack isn't showing for them — why?
A: This is because the new user hasn't been set up under the FOA organisation in Figured. Send us their email address and we'll get them added so they can access the report packs.
Q: I've added a user to my Figured file, but they can't see the training materials — why?
A: New users need to be manually added to the training. Reach out via the green chat bubble in Figured and the team will assign the correct learning modules to them.
Q: Where can I find the training materials?
A: Training materials can be accessed via the Collab board, where you'll find resources and guides to help you get started with Figured. Be sure to authorise your login in the link in the board before trying to access your courses.
Q: How do I contact Figured support?
A: You can reach the Figured support team anytime via the green chat bubble in the bottom left corner of your Figured screen. The team can help with technical queries, account setup, and general troubleshooting.
Multiple Enterprises:
Q: What if I have multiple enterprises — is this covered under the training and subscription?
A: Yes — multiple production enterprises are covered under the training and Farm Manager subscription.
Q: What if I have multiple accounting software files for different trading entities — can I bring these into Figured?
A: The FOA-funded package covers a basic starting setup to help you get to grips with the fundamentals and begin forecasting more frequently with Figured. We'd recommend starting with one file in the first instance, as consolidations add more complexity. If you do require consolidation of multiple entities down the track, let us know and this can be discussed/set up on request.
Other:
Q: Will Figured be linked to the FOA benchmarking format in future?
A: The goal is to make the benchmarking process easier, as much of the data will already be captured in Figured and your accounting software. In the short term, there may be some benchmarking data points that don't exist in either system (e.g. owners' wages as an expense), but we're actively looking at ways to further streamline this for FOA members so you can access more of your data in real time.
Q: What happens if I don't use my Figured file?
A: If your file is inactive, the Figured team will reach out with regular check-ins to offer support. After 6 months of inactivity, your file will be deleted. As FOA are covering your subscription, if you decide Figured isn't for you, please let us know so we can remove your file and free up the spot for another member.
Planning Grid:
Q: How do I see the forecast numbers behind my actuals?
A: Change your GDS (Global Date Selector) to 'Actuals to None'. This will remove the actuals overlay and display your underlying forecast figures.
Q: Can the names of categories be changed in Figured?
A: No — category names are preset in Figured and can't be edited. However, if there's a category you'd like to see added, let us know via the green chat bubble and we can pass that feedback on to the team.
Q: Should I enter values as positive or negative in the planning grid?
A: For income and expense accounts, Figured already knows the direction of the cash flow — income is positive and expenses are negative by default. You only need to enter a negative value on an income account if recording a refund or credit note, as this signals a reversal of the norm for that account.
Where you need to specify the direction is for below the line items such as loan drawdowns or repayments, capital purchases or sales, and drawings. The rule here is simple: money in = positive, money out = negative. For example, a loan drawdown is entered as a positive (money coming in), while a loan repayment is entered as a negative (money going out). Similarly, drawings taken are entered as a negative (money going out), while capital or money introduced is entered as a positive (money coming in).
Q: When entering values into the planning grid for forecasting, do I use amounts including or excluding GST?
A: Enter all values excluding GST. Figured automatically calculates GST on top of your entries based on the account's GST settings in your accounting software. The GST section at the bottom of the planning grid will populate automatically as you plan.
Q: Once I've saved a budget as a snapshot, can it be reinstated? If I make a mistake in my planning grid, can I get my original budget back?
A: Yes — you can reinstate a saved snapshot at any time by going to Tools > Import > Snapshot and selecting the version you want to restore. It's also worth noting that whenever you import data into the planning grid, Figured automatically saves your existing forecast as a snapshot, so you have a backup even if you didn't manually save one before making changes.
Q: Can I pick a snapshot to show as the blue line on the dashboard without creating a new annual plan?
A: Yes — the blue line on the dashboard represents your annual plan, and the black line represents your live forecast as you update through the year. You can set any saved snapshot as your annual plan.
To save and set a new snapshot as your annual plan, go to the planning grid and click 'Approve plan' (if you haven't saved one before) or 'Take snapshot'. Give it a name, tick 'Set this snapshot as annual plan', and save.
If you already have multiple snapshots saved, go to Planning > Snapshots, hover over the one you want, click the three dots (...) and select 'Set as annual plan'. Note — if the dashboard shows a straight line, it means no annual plan has been set yet.
Q: What's the difference between a snapshot and an annual plan?
A: A snapshot is a saved copy of your forecast at a specific point in time — think of it as a version you can refer back to or restore later. An annual plan is simply the snapshot you've chosen to benchmark against. It appears as the blue line on your dashboard, giving you a visual comparison between your original plan and your live forecast (the black line) as you update through the year. Any snapshot can be set as your annual plan.
Q: Can I add a new line to my budget for something that doesn't exist in Xero yet?
A: Yes, but you'll need to add the account code in your accounting software's Chart of Accounts first, then resync Figured for it to appear in your planning grid. This applies whether you're using the line for actuals or just for forecasting — the account needs to exist in your accounting software so that Figured can pull it through.
Q: Is there a way to stop manual journals from my accountant transferring through to Figured?
A: There's no blanket setting to block all manual journals, as Figured pulls data directly from your accounting software. However, there are options within each platform to prevent specific journals from affecting your reports:
In Xero, ensure the "Show journal on cash basis report" option is turned off when creating the journal — this is the default setting for most journals.
In MYOB, tick the "Year-End Adjustment" box on the journal entry. You'll also need to tick the option to remove adjusting journals in Figured when running your cash flow report.
After any changes in your accounting software, make sure to resync Figured to pull the updates through. Always check with your accountant before modifying or deleting any journals they've created.
Q: Should I enter my loan repayments as positive or negative in the planning grid?
A: Loan repayments should be entered as negative values in the planning grid, as they reduce your bank account balance. Conversely, a loan drawdown (i.e. receiving funds from a new loan or additional borrowing) should be entered as a positive value, as this represents money coming into your bank account.
Q: What happens if I change an account code or name in Xero/MYOB — does it update in Figured?
A: Yes — any changes to account codes or names in your accounting software will update in Figured once you re-sync. Go to Accounting > Sync to pull through the latest changes. It's worth noting that any forecast data already entered against that account will remain intact — only the account name or code will update.
Overdraft:
Q: Can I set up multiple overdraft facilities in Figured?
A: No — Figured currently supports one overdraft facility per farm file. If you have multiple overdraft accounts, you'll need to select the primary one to track within Figured's overdraft settings. If this is something you'd like to see supported in the future, let us know via the green chat bubble and we'll pass the feedback on to the team.
Q: How do we handle a variable interest rate on an overdraft in Figured?
A: Figured doesn't support a fully floating interest rate, but you can add step rates to reflect changes over time. Go to Tools > Overdraft Settings in the planning grid, where you can set different rates for different periods. For example, you could set 7% from June 2025, then add a new rate of 5% from October — Figured will calculate June to September at 7% and October onwards at 5%.
Q: I don't have the option to link my Xero account for automatic overdraft interest — why?
A: The interest account likely needs its account type changed to Overhead in Figured. Go to Accounting > Chart of Accounts, search for the account, tick the checkbox next to it, then click on the account to bring up the dropdown and change the Type to Overhead. Once updated, it should appear as an option in your overdraft settings.
Livestock Production:
Q: I'm trying to add my livestock sale and purchase accounts to the tracker, but they're not showing up as options. Why can't I see them?
A: The reason you can't see your sale or purchase accounts in the tracker is likely because they're set up as the wrong account type in your accounting software. For Figured to pick them up correctly, they need to be mapped as follows:
Sales accounts should be set up as Revenue
Purchase accounts should be set up as Direct Costs.
A common mistake we see is livestock purchase accounts being set up as an Expense — unfortunately Figured won't recognise them if they're categorised that way. If you jump into your accounting software and update the account types, they should appear in your tracker straight away.
Q: Can we edit or customise stock class names?
A: Currently, you cannot customise or edit the stock class names. If you have any particular stock class that you track that is not yet in Figured please let us know as we collect additional data.
Q: Should I be entering my livestock quantities in my accounting software, or can I just add them in Figured?
A: We'd strongly recommend it! Figured uses the quantities from your accounting software to auto-reconcile livestock and crop production. Entering quantities in your line items saves you hours later — when those transactions pull through to Figured, reconciliation becomes quick and seamless.
Q: What about weights? I can't add average weight info in my accounting software — do I have to update each line manually in Figured?
A: Yes, weights do need to be added directly in Figured, as this is what builds out your $/kg values. A handy tip though — pop your weight reference data into the description field in your accounting software. This will pull through to the notes in Figured, making it easy to update each line without having to go hunting for the information.
Q: Why can't I edit my livestock forecast in the planning grid?
A: Once you set up your livestock trackers in the production module, the associated accounts (e.g. livestock sales and purchases) become greyed out in the planning grid. This is intentional — your forecasting for these accounts is now managed directly within the trackers, where you can add more detail such as quantity, $/head, weights, and other key metrics rather than just a total dollar value. Figured calculates the totals and automatically flows the data through to your planning grid and cash flow. All production forecasting for both sales and purchases must be done in the trackers from this point forward.
Q: I only run a single livestock sale and purchase account in my accounting software — can I still track more detail across multiple stock classes in Figured?
A: Yes — you can map multiple stock class trackers in Figured to the same sale or purchase account in your accounting software. This means you can track detailed information across different stock classes (e.g. ewes, lambs, wethers) in Figured, while keeping your Chart of Accounts in Xero/MYOB simple. Figured will handle the breakdown at a stock class level for your production and profitability reporting.
A key tip here is to make good use of the notes/description field in your accounting software transactions, noting which stock class each sale or purchase relates to. This information will pull through to Figured, making it much easier to identify and import each transaction to the correct stock class tracker.
Q: If I start with a single stock class in Figured, can I add more detail later or does my setup need to stay the same?
A: You can absolutely add more detail over time — your setup doesn't need to stay the same. Many users start with a single stock class to get comfortable with the system, then add additional stock classes as they want more granular reporting. You can add new stock classes at any stage and begin importing transactions to them going forward.
Q: If you sell different classes of stock on the same invoice (e.g. ewes and wethers), can you split the invoice on the tracker?
A: Yes — you can split a single invoice across different stock classes within the tracker. The key is to enter the ewes and wethers as separate line items in Xero/MYOB, even if they both sit against the same sales account. For example:
Line 1: 50 Ewes @ $100 = $5,000
Line 2: 30 Wethers @ $80 = $2,400
Total Invoice: $7,400
Then in Figured, go to each stock class individually, click Import from Xero/MYOB, and select only the relevant line item from that invoice. This pulls the correct dollar amount and quantity into each stock class, keeping your tracker accurate even though it was all on one invoice.
Q: If you've entered data using Dynamic Mode, is there a way to tell on the planning grid that it will automatically update as you make changes?
A: Yes — when an account is set to Dynamic Mode, a lightning bolt icon (⚡) will appear next to the account name on the planning grid. This is your visual indicator that the account is being dynamically forecasted and will automatically update its values if changes are made to the underlying data it's linked to, such as your livestock tracker numbers or crop hectares.
Q: Can I move livestock from one tracker to another (e.g. from a breeding tracker to a trading tracker)?
A: Yes — if you have two trackers of the same stock type (e.g. two sheep trackers), you'll see Transfer In and Transfer Out options within each tracker. Use these to move stock quantities between your trackers, keeping your numbers accurate across both.
Q: Does it affect cash flow in Figured when you transfer stock with a dollar figure, even though no money is actually moving?
A: No — a stock transfer is treated as a non-cash transaction in Figured, so it won't appear in your cash flow reporting. The purpose of adding a dollar value to a transfer is purely for profitability reporting. It moves the value of the animals from one enterprise (e.g. Breeding) to another (e.g. Trading), giving you a more accurate gross margin for each enterprise by reflecting the cost of the stock transferred in.
Q: I've been recording my livestock selling expenses — like cartage and commission — in the same account as my livestock sales. Is that okay?
A: Unfortunately not — this is one that catches a lot of people out! When selling expenses are mixed into your sales account, it causes issues with the Livestock Tracker in Figured and makes reconciliation tricky. We'd recommend splitting those selling expenses out into their own expense account(s). This keeps your sales figures clean and means you'll get smooth one-click reconciliations in Figured.
Q: Does Figured integrate with any farm management software (e.g. AgriWebb)?
A: We currently have an AgriWebb integration in development. For now, we'd recommend getting started with setting up Figured and your trackers without it — once the integration is available, we can link it in later.
Crop Production:
Q: Should I use a rolling crop tracker or create a new tracker for each season?
A: The general recommendation is to start with a rolling crop tracker per crop type. A rolling tracker keeps all your data in one place, making it simpler to manage — you just update the area and inputs each season as you go. As you get more comfortable with Figured, you can move to season-on-season trackers if you want to compare gross margins for each season separately.
Q: How do I update the area in my crop tracker?
A: To update your crop area, go into the relevant crop tracker and click on the area/hectares field. You can adjust the planted area for the current season, and any Dynamic Mode entries linked to that tracker's hectares will automatically recalculate based on the updated area.
Q: When allocating grain from a harvest to "used on farm" with a dollar amount — how does that appear in the planning grid?
A: This transaction will appear in the Profit view of the Planning Grid and in your Crop Production Reports, but not in the Cash view. It impacts the profitability of the crop, as the additional yield is accounted for, but there is no cash impact as no actual cash movement has occurred. Adding the associated dollar value when recording grain used on farm helps build out your gross margin reporting for that crop.
Q: I have per hectare rates for all my key costs broken down per crop type — is there a way to input this in the planning grid?
A: Yes — you can use Dynamic Mode to enter costs as a dollar per hectare rate against your crop areas. To set this up, click on the cell of the expense account you want to enter against and select Dynamic Mode at the bottom of the Planning Grid page. From there, select your start and end dates, choose Hectares as the calculation method, and then select the specific crop tracker you want to forecast against. Enter your $/ha amount, and if you need to apply different rates across multiple crop types, select + Add another to add additional crop trackers within the same entry.
Q: Does Figured integrate with any farm management software (e.g. AgWorld)?
A: Yes — We have a live integration with AgWorld. Phase 1 imports your properties and fields from AgWorld into Figured, which is a great starting point for getting your crop areas set up. Phase 2 imports the planned tab from AgWorld (no actuals are imported). However, Phase 2 isn't always beneficial, as your accounting software may not have the same level of detail for it to be comparable — most users stop at Phase 1. If you'd like to discuss whether Phase 2 is right for your file, reach out to the Figured team first before setting it up.