Farmers First / Back Office
The Back Office
Orders, supplier invoices, suppliers and enquiries in one place — so the paperwork stops depending on somebody remembering it.
Sign in and it’s
already sorted.
The system reads what arrives, checks it against what was ordered, and puts the handful of things that genuinely need a decision in front of you. Everything else is filed before you open it.
How it fits together
One loop, from ordering it to paying for it.
Each part feeds the next. That is the whole trick — an invoice can only check itself if something already knows what was ordered.
The ordering book
Two dropdowns,
and everything follows.
Placing an order is picking who it’s coming from and where it’s going to. Supplier, ship-to, lines, done.
That single act is what makes the rest work. It creates the purchase order and gives the invoice something to be checked against when it turns up three weeks later.
- Ship direct to a colony, a dealer, or your own yard
- Everything ordered is now expected — nothing arrives as a surprise
- One order can serve one customer or a whole route
Lines
The invoice for this order, whenever it arrives, already has something to match against.
The invoicing inbox
It keeps the invoices
and lists the rest.
Suppliers send to one address. Everything arriving is read: if it is an invoice or a statement it is captured and checked; if it is anything else it is listed for you and left alone.
Nothing is lost and nothing is hidden. What you stop doing is noticing which three of today’s emails were bills.
- Invoices and statements filed against the right supplier automatically
- Attachments kept with the record, so the paper trail is one click
- Duplicates caught on arrival, not at month end
- Anything read wrong can be corrected in seconds
Two of these want thirty seconds. The rest handled themselves.
Knowing an invoice is real
Anyone can put a supplier’s name in a From line.
The common fraud against any business paying invoices is simple: a convincing invoice from a supplier you know, with the bank details changed. It works because a sender name is trivial to fake.
Every message is checked against SPF and DKIM, and the visible sender is compared with the actual envelope sender. Mail that fails is still shown — losing a real invoice is its own kind of failure — but it is flagged, and it can never be approved automatically, however neatly the numbers line up.
A perfect match from an unverified sender is exactly what an impersonation attempt looks like.
Command centre
One screen that tells you
where the money is.
What is owed, what is coming, and what needs a decision — without opening five different things.
Wants you today
Three things. Everything else is already handled.
Enquiries
The website feeds it directly.
Every enquiry from this site — a Feed Caddy question, a USA dealer application, a feed conversation — lands in the back office the moment it is sent, tagged with what it is about.
No inbox to watch, no form notification to miss, and a record of every one with where it got to.
Straight from the website, tagged and tracked.
Being built on top of it.
Everything above is running today. These are the next ones, in the order they earn their keep.
Questions
How it works, plainly.
Where do supplier invoices go?
To a dedicated invoicing address. Everything that arrives is read: invoices and statements are captured and checked against the order they belong to, and anything that is not a bill is simply listed so nothing gets lost.
What happens when an invoice does not match?
It is flagged with the reason in plain words — $340 over the order, no purchase order found, duplicate of one already received — and it waits for a decision. Invoices that match cleanly need no attention at all.
How does it know an invoice is genuine?
Every incoming email is checked against SPF and DKIM, and the visible sender is compared with the real envelope sender. Mail that fails is still shown, but it is flagged and can never be approved automatically. A spoofed invoice with changed bank details is a common fraud, and this is the guard against it.
Do I still get my email?
Yes. Nothing is hidden or deleted. The difference is that you no longer have to notice which three of today's eighty emails were bills.
Can I fix something it read wrong?
Yes — open the invoice, correct the figure or point it at the right order, and it re-checks itself immediately.
Who can sign in?
Only accounts that have been set up. Sessions can be revoked, sign-in attempts are limited, and every approval is recorded against the person who made it.
Everything in one place.
Orders, invoices, suppliers and enquiries — one login, and one screen that tells you what actually needs you.