Quick field snapshot

• How many acres and separate field units are in the operation you want us to review? Options: <5,000 acres, 5,000–25,000 acres, 25,000–50,000 acres, 50,000–100,000 acres, >100,000 acres
• Tell me about the crops you plan to cover this season and which fields each crop occupies
• When was the last crop insurance audit or landlord settlement that raised questions about your field records? Options: Within 3 months, 3–12 months, 1–3 years, Longer than 3 years, Never
• Which types of field records do you currently keep for spray, planting, harvest, and inputs Options: Paper logbooks, Spreadsheets, Precision monitor files (raw), Telematics provider exports, Accounting entries only, No consistent records
• How do you currently capture spray and application dates in the field Options: Manual paper entry, Crew text messages/notes, Phone app entry by operator, Export from equipment monitors, Unknown / mixed methods
• Can you provide at least one full season of historical yield files and field boundaries for a pilot, or would a lack of that data prevent proceeding? Options: Yes, ready to share, Partial set available, No, cannot provide

Where field records break down

• What single missing field record would cause the most damage in a crop insurance audit? Options: Spray/application timestamps, Operator/equipment ID on application, Mapped field boundaries by date, Yield files tied to field IDs, Input purchase allocations
• Walk me through the last time you could not verify a spray or application date, what happened and who discovered it first
• Which fields or regions in your operation consistently show the largest gaps between field activity and financial entries
• On average, how many times per year do mismatches between your bookkeeping and field records trigger landlord or insurer disputes Options: Multiple times per year, Once per year, Once every few years, Never
• If a denied claim or landlord chargeback happened tomorrow, what is the likely financial impact range for this operation Options: <$25,000, $25,000–$100,000, $100,000–$300,000, >$300,000, Unknown

How this breaks your team and cashflow

• Who on your team ends up owning record reconstruction during an audit Options: Operations director, Field manager/supervisor, Bookkeeper/accounting, IT / systems admin, Third-party consultant
• In the last incident where records were incomplete, how many days did it take your team to assemble the requested documentation Options: <3 days, 3–7 days, 1–3 weeks, >3 weeks
• What downstream processes in accounting or landlord settlement fail when field activity lacks timestamps or equipment IDs
• When you lose a settlement or face a denied claim, which cost categories hit your P&L most Options: Lost revenue from denied claim, Repayment to landlord, Higher insurance premiums, Legal and consulting fees, Internal labor to reconstruct records
• Would a measurable reduction in missing-records frequency be sufficient to speed your buying decision, and if so what target would move you Options: Yes, >90% completeness, Yes, >95% completeness, Yes, any measurable improvement, No, not sufficient

Risks you're tolerating now

• Name the top assumption you rely on about your records that an auditor would test first
• Estimate the time required to prove continuity of operations if historical yield files were missing across multiple fields Options: <1 week, 1–3 weeks, 3–8 weeks, >8 weeks
• Who would need to sign off internally before you accept changes to record-keeping that affect landlord settlements Options: Owner/CEO, Operations director, CFO/finance, Legal counsel, Landlord liaison
• If your oldest precision monitors use proprietary formats, what would prevent us from getting usable telematics from them
• Identify the single technical or access limitation that would kill your onboarding timeline before planting Options: No field boundaries available, No yield history, No equipment access/credentials, Legal/landlord blocks, Connectivity prevents data transfer

The other routes you're considering

• List the alternatives you have evaluated so far, including internal projects and incumbent platforms Options: Incumbent farm management platform, Equipment OEM apps, Internal spreadsheets/process, Third-party integrator or consultant, No alternative yet
• Under what conditions would you keep your current approach instead of switching to an external platform
• Has anyone proposed solving record and settlement gaps internally without an outside vendor, and who would lead that effort Options: Yes, operations lead, Yes, IT/engineering, Yes, finance/bookkeeper, No one has proposed internal solution
• Point to a single feature or compatibility the incumbent has today that would make you want to keep using them
• Would completing an in-house fix in under eight weeks make you pause a vendor evaluation Options: Yes, Maybe, No

Operational readiness, data, and integration constraints

• Identify who in your organization holds fleet telematics credentials and who can grant API or file access
• Describe the current state of your historical field files, including formats and how they are organized by field and date
• Choose the systems we will need to connect to during onboarding, select all that apply Options: Primary accounting system, Equipment monitor exports / precision platform, Seed and input procurement system, Insurance agent portal, Landlord/settlement portal, Other
• Are APIs or exportable files available for the systems above and who in your team owns the keys or exports Options: APIs available and owned internally, APIs available but vendor-controlled, Only manual CSV/exports available, No exports or APIs available
• Estimate the number of full time staff you can dedicate to a three month onboarding window Options: <1 FTE, 1–2 FTE, 3–5 FTE, >5 FTE
• List any regulatory, contractual, or landlord approvals that could block data sharing or deployment in key fields Options: Landlord access restrictions, Data sharing contract restrictions, Insurance agent data policies, Local regulatory permits, None
• Will you be able to supply exported files on a weekly cadence during onboarding if APIs are not available Options: Yes, committed, Yes, with additional staff time, No, not possible

Pilot success criteria and who signs

• Specify the exact report outputs or file formats your insurer or landlord require for audit or settlement Options: Audit-ready PDF report, GIS field shapefile by date, CSV reconciled inputs by field, Settlement ledger export, Other
• Assuming a pilot demonstrates 95% alignment between field activity and accounting, what concrete next step would your team commit to Options: Sign a full deployment, Extend pilot to more fields, Require additional validation, No immediate commitment
• Select up to three acceptance criteria that would mark the pilot successful Options: All spray dates verifiable, Yield reconciliation within 3%, Telematics ingestion for mixed fleet, Automated accounting reconciliation, Landlord settlement report matches template, Field crew adoption rate target
• Name the person authorized to sign off pilot acceptance and the target number of business days after go-live for that sign off
• Describe the single pilot failure that would make you stop the project immediately

Timeline, budgets, and go/no-go conditions

• Given a successful pilot, what target date do you have to begin full deployment Options: Within planting window (next 4–8 weeks), This season after harvest, Next season (12+ months), No firm date
• Enter the preliminary annual budget range allocated to solving field-record gaps and settlement issues Options: <$50,000, $50,000–$150,000, $150,000–$300,000, >$300,000, Undecided
• Point to the single go or no-go condition from your side that would stop deployment even if technical tests pass
• Tell us which finance owner needs to approve final commercial terms and when they are available for a decision
• State the primary operational constraint that would make you delay deployment by a season Options: Insufficient staff availability, Landlord approval delays, Missing historical data, Equipment integration failures, Budget timing

Immediate next steps and what we need from you

• Are you ready to provide sample field boundaries and one season of yield files for a demo within two weeks Options: Yes, we can provide, Need up to 2–4 weeks, No, cannot provide
• Provide the names and roles of two people we should include on the kickoff to remove blockers quickly
• Select the preferred week for a live platform walkthrough using your sample data Options: Within 2 weeks, 2–4 weeks, 4–8 weeks, Later this season
• Highlight one concern we could address now to make your team more comfortable sharing access

• Platform Experience — Field Mapping & Telematics Validation

• Confirm the current state and quantify the cost
• You confirm the demonstrated field mapping and telematics ingestion reproduces your operational records and eliminates the major sources of missing spray and yield data.
• Provide sample field boundary files for three representative fields and label the expected crop and ownership for each.
• You confirm the generated audit and landlord reports match the formats and data points required to avoid claim denials and speed settlements.
• Live: Field mapping using your boundary files
• Provide three representative telematics exports from your mixed-brand equipment fleet, including at least one planter/tractor, one sprayer, and one combine file.
• You agree on the remaining evidence and a proposed pilot scope and acceptance criteria for a full crop-cycle validation.
• Live: Telematics ingestion and activity reconciliation
• Provide the crop insurance and landlord report templates or the specific data fields and formatting your agent/landlord requires.
• Ingest the provided samples, run the mapping and report generation, and deliver populated audit- and settlement-ready reports before the follow-up session.
• Produce and review audit- and landlord-ready reports
• Draft a pilot scope and measurable acceptance criteria for a single-season adoption and share the draft for buyer review.
• Validate that this matches what you need

• Platform Experience — Field Mapping & Telematics Validation
• Platform Experience Deck
• Solution Brief — Platform Experience

• meeting
• slides
• document

• Migrate Field Boundaries
• Import Historical Yield Data
• Clean and Standardize Field Records
• Connect Multi‑Brand Telematics
• Legacy Equipment Data Conversion
• Configure Field Activity Logging
• Deploy Mobile Field App with Offline Sync
• Integrate Accounting and Cost Allocation
• Set Up Per‑Acre Pricing and Costing
• Generate Crop Insurance Reports
• Produce Landlord Settlement Statements
• Calibrate Yield Monitoring and Sync
• Train Staff on Platform Workflows
• Configure Agronomic Decision Support

Migrate Field Boundaries

• Which file formats will you provide for boundary import (e.g., Shapefile, GeoJSON, KML)? Options: Shapefile (.shp + .dbf + .shx), GeoJSON, KML, CSV with coordinate pairs, Other
• How many distinct field polygons need to be migrated into the platform? Options: Less than 100, 100-1,000, 1,000-5,000, More than 5,000
• Who will provide verified parcel identifiers to reconcile imported boundaries (parcel number, landlord ID, lease ID)? Options: Your farm manager, Your bookkeeper, Landlord provides, Not decided
• When you validate imported boundaries against your parcel maps, what maximum area discrepancy percentage is acceptable for the import to be signed off? Options: <=1%, <=3%, <=5%, Custom (specify)
• Specify the coordinate reference system (CRS) used in your files or how we should detect it.

Import Historical Yield Data

• Which yield export formats will you supply for migration (e.g., yield CSV from monitor, ISO-XML, per-field aggregated CSV)? Options: Yield monitor CSV, ISO-XML, Per-field aggregated CSV, Proprietary binary, Other
• How many seasons of historical yield do you want migrated into the platform? Options: None, 1 season, 2-3 seasons, 4+ seasons
• How many yield files per harvest pass should we expect on average (single pass, multiple passes, swathing passes)? Options: 1, 2-3, 4-6, More than 6
• What minimum percentage of harvested acres with yield rows must correctly match field IDs for the historical yield migration to be accepted? Options: >=90%, >=95%, >=98%, Custom (specify)
• Provide the process you use now to reconcile yield monitor timestamps to field boundaries (e.g., timezone normalization, header file mapping).

Clean and Standardize Field Records

• List the activity record types that must be standardized (for example: planting, spraying, tillage, harvest, scouting).
• Are operator names, equipment IDs, and timestamps currently captured on your activity records? Options: All records include them, Some records include them, Most records lack them, None include them
• Describe the field naming and identifier scheme to enforce (field name, farm ID, landlord ID, parcel number).
• How should overlapping or duplicate activity entries be handled during cleanup (merge, keep both with notes, or flag for manual review)? Options: Merge by priority, Keep both with notes, Flag for manual review, Other (describe)
• Who in your team will approve the canonical cleaned records before they are marked production-ready? Options: Field manager, Bookkeeper, Operations director, Not yet decided

Connect Multi‑Brand Telematics

• Identify the telemetry protocols and export mechanisms in use on your fleet (for example: ISOBUS logs, CAN exports, OEM cloud API, SD card CSV). Options: ISOBUS/UT exports, CAN log exports, OEM cloud API, SD card CSV/ZIP, RTK GPS logs, Other
• How many distinct equipment monitor brands must be supported at go-live for you to consider telematics coverage acceptable? Options: 1, 2-3, 4-6, 7 or more
• Which machines require real-time telematics vs. batch upload from SD card (for example: combines for yield, sprayers for application tracks)? Options: Real-time for combines, Real-time for sprayers, Batch upload only, Mixed (specify)
• Will you provide cloud account credentials or delegated API access for OEM endpoints, or will data be supplied via manual exports? Options: We will provide API/credentials, We will provide manual exports, Mixed (some APIs, some exports), Not decided
• Who will map equipment serial numbers to your fleet inventory and field assignments (provide responsible role or name)?

Legacy Equipment Data Conversion

• Which legacy monitor export formats exist in your fleet (for example: proprietary CSV variations, binary SD card blobs, older ISO variants)? Options: Proprietary CSV, Binary SD exports, Older ISO variants, Unknown, Other
• How many legacy machines require conversion rather than live integration? Options: None, 1-5, 6-20, 21+
• Do you have representative sample raw files from legacy machines we can use for conversion testing? Options: Multiple samples available, A few samples available, No samples available
• What is the maximum time you can allocate for reverse-engineering one legacy export format during the engagement? Options: Less than 1 week, 1-2 weeks, 2-4 weeks, More than 4 weeks
• Should converted legacy files be normalized to the platform's channel names, timestamp convention, and timezone during conversion? Options: Yes, normalize fully, Partially normalize, No, retain raw format

Configure Field Activity Logging

• Select the activity templates you want pre-configured (planting, spraying, fertilizing, harvest, scouting, irrigation). Options: Planting, Spraying, Fertilizing, Harvest, Scouting, Irrigation, Other
• How granular should each activity timestamp be captured (date only, start/end time, per-GPS track pass)? Options: Date only, Start and end time, Per-GPS track pass
• Which fields must be mandatory on every activity for audit and insurance purposes (for example: operator name, product lot number, application rate)?
• Who will be responsible for ongoing activity log quality control during the season (role or name)? Options: Field manager, Operations director, Bookkeeper, Other
• How should machine-generated activities and manual entries be reconciled when they overlap (automatically merge, keep both, flag for review)? Options: Automatically merge, Keep both with note, Flag for manual review, Other (describe)

Deploy Mobile Field App with Offline Sync

• Which mobile platforms and device types will your crews use (Android phones/tablets, iOS, rugged field terminals)? Options: Android phones/tablets, iOS devices, Rugged field terminals, Mixed
• What is the typical maximum offline window you need the app to tolerate while working in remote fields (hours, days)? Options: A few hours, Up to 1 day, Several days, More than a week
• Which data must be editable offline and sync reliably when connectivity returns (activity forms, boundary edits, photos, scouting notes)? Options: Activity forms, Boundary edits, Photos, Scouting notes, All of the above
• Do you have mobile device management (MDM) or will devices be unmanaged and individual credentials used? Options: MDM in place, No MDM, Plan to implement MDM, Not decided
• Who will distribute devices and manage user credentials for field crews? Options: IT/admin, Operations lead, Third party provider, Not decided

Integrate Accounting and Cost Allocation

• Which accounting export types are available for integration (general ledger CSV, chart of accounts, vendor invoice exports)? Options: General ledger CSV, Chart of accounts export, Vendor invoice export, Other
• How do you allocate input and operation costs across fields and landlords (per-acre split, per-application, fixed fee, custom contract)? Options: Per-acre split, Per-application, Fixed fee, Custom
• Which mapping granularity do you require for accounting (per-field, per-farm, per-landlord)? Options: Per-field, Per-farm, Per-landlord, Company-level
• Who will provide sample invoice lines and validate the account mappings during testing? Options: Your bookkeeper, External accountant, Operations lead, Not decided
• Are automated P&L and cost reports by landlord required at go-live or acceptable as a follow-on deliverable? Options: Required at go-live, Acceptable as follow-on, Not required

Set Up Per‑Acre Pricing and Costing

• Which per-acre pricing models apply on your operation (flat per-acre, tiered by acreage bands, crop-specific rates)? Options: Flat per-acre, Tiered by acreage band, Crop-specific rates, Other
• How many landlord or tenant rate agreements must be represented in the system at go-live? Options: None, 1-5, 6-20, 21+
• Which cost elements should be included in per-acre calculations (seed, fertilizer, application labor, machinery hours, chemical fees)? Options: Seed, Fertilizer, Application labor, Machinery hours, Chemical fees, Other
• Who has final approval authority for the per-acre pricing used in landlord settlements? Options: Operations director, Bookkeeper, Landlord representative, Other
• If you use tiered pricing, specify the acreage bands and associated per-acre rates or provide a sample agreement.

Generate Crop Insurance Reports

• Which document types and templates do your adjusters require for crop insurance audit packets (application logs with timestamps, yield reconciliation, product labels)? Options: Application logs with timestamps, Yield reconciliation spreadsheets, Product labels and SDS, Scouting photos, Other
• When must a crop insurance report be deliverable after a request from your adjuster during the season? Options: Within 3 days, Within 7 days, Within 14 days, Custom (specify)
• Which supporting artifacts should be attached automatically to an insurance report (calibrated yield curve, lab moisture samples, photos)? Options: Calibrated yield curve, Lab moisture samples, Scouting photos, Application product labels, All relevant artifacts
• Do you require tamper-evident audit trails or e-signatures on submitted insurance reports? Options: Yes, tamper-evident trails, Yes, e-signatures, Both, No
• Who is the authorized signer on crop insurance submissions and do they require training on the platform export process? Options: Operations director, Authorized farm owner, Bookkeeper, Other

Produce Landlord Settlement Statements

• Which settlement cadence do you operate under with landlords (per season, per application, monthly, other)? Options: Per season, Per application, Monthly, Custom (specify)
• Which lease terms affect settlements that must be modeled (per-acre rent, crop-share, input reimbursement, fixed fees)? Options: Per-acre rent, Crop-share, Input reimbursement, Fixed fees, Other
• Which tenant or landlord identifiers must appear on statements (landlord ID, parcel number, lease ID)? Options: Landlord ID, Parcel number, Lease ID, Other identifiers
• How should the platform surface discrepancies between the settlement draft and your accounting books for manual review? Options: Flag and block distribution, Auto-adjust within tolerance, Send to designated reviewer, Other (describe)
• Who will review and approve landlord statements before they are distributed to external parties? Options: Operations lead, Bookkeeper, Authorized signer, Other

Calibrate Yield Monitoring and Sync

• Provide the list of combine models and header file types you will provide for calibration runs.
• How many calibration passes per combine are available to establish yield correction curves? Options: 1, 2-3, 4 or more
• Which moisture adjustment approach do you prefer (platform correction curve, lab moisture sample offsets, manual adjustments)? Options: Platform correction curve, Lab moisture offsets, Manual adjustments, Other
• Who will coordinate physical weigh-truck or lab samples used to validate yield calibrations during testing? Options: Field manager, Third party lab, Operations director, Not decided
• How should yield calibration mismatches be handled after initial sync (apply correction curve, flag for re-calibration, or manual override)? Options: Apply correction curve, Flag for re-calibration, Allow manual override, Other

• Subscription Order Form
• Subscription Agreement
• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Data Processing Agreement (DPA)
• Data Access Authorization
• Implementation Go/No-Go Agreement
• Service Level Agreement (SLA)
• Change Order Agreement

• Go-live Health Check (weeks 1-4)
• First Measurement Review (weeks 4-10)
• Acceptance Gate Meeting (around day 90)
• Quarterly Success Review (ongoing)

• Schedule a mid-quarter checkpoint if any high-priority remediation items require progress verification before the next quarterly review.
• Restate acceptance criteria from Implementation Scope
• Produce a documented pass or fail for each numeric acceptance criterion recorded in Implementation Scope and capture the named signatory for the acceptance decision.
• Ensure the incumbent system wind-down is scheduled or confirmed, with archival steps and closure of fallback habits documented.
• If any criterion failed, agree a remediation plan with dates and final verification steps.
• Publish the acceptance decision record with pass/fail status per criterion and the signatory information.
• If applicable, deliver the agreed remediation plan with milestones and a final verification date.
• Confirm and document incumbent system decommissioning steps or read-only retention plan and archival locations for migrated data.
• Metrics review vs Implementation Scope targets
• Validate that the two core outcome metrics remain at or above Implementation Scope targets or document a remediation path for any regressions.
• Reduce the unresolved exception backlog by agreeing the top 3 remediation targets for the quarter.
• Prioritize enhancement requests and schedule small changes for the next delivery window or backlog.
• Deliver a quarterly metric pack showing trend lines for audit-report acceptance rate, settlement reconciliation accuracy, connector uptime, and exception backlog.
• Publish a prioritized list of enhancement requests with estimated effort and expected quarter for delivery.
• Re-confirm acceptance criteria and owners
• Confirm that core deployment tasks (field boundaries, historical yields, initial telematics connections) are complete or have owners and dates for completion.
• Document top 3 go-live blockers with remediation actions and target resolution dates.
• Agree the format and cadence for the first measurement data package to be delivered before the next meeting.
• Produce and circulate a go-live validation checklist showing completed items and outstanding items with target dates.
• Export initial platform usage and ingestion error logs for the period since go-live for the first measurement meeting.
• Schedule technical follow-up sessions for any unresolved telematics connector errors.
• Present outcome data package
• Establish whether percent of audit reports accepted without adjustment and landlord settlement reconciliation accuracy rate are on track to meet Implementation Scope targets, or document why not.
• Agree a prioritized list of corrective actions with completion dates that will be tracked to the acceptance gate.
• Confirm the data sources and calculations used to produce each metric so future comparisons remain consistent.
• Deliver a remediation plan that lists tasks, success criteria, and target completion dates for each gap identified.
• Publish a reconciled dataset and sample audit report demonstrating fixes applied to one affected field for verification.
• Run a connector stability test and provide a one-week uptime/error-rate summary for telematics integrations.
• Deployment and migration validation
• Operational issues and exception backlog
• Measure progress vs targets
• Present final outcome evidence
• Root-cause diagnosis for gaps
• Pass/fail per criterion and formal acceptance decision
• Enhancement and minor improvement triage
• Early adoption signals
• Agree corrective actions and timeline to acceptance gate
• Blockers and open issues triage
• Incumbent system wind-down checkpoint
• Confirm next-quarter monitoring and deliverables
• Remediation plan for any failed criteria
• Agree immediate remediation actions