How to Use KilimoSasa

Sign up

• Tap Start Free Trial and enter your name, phone number, email and a password.
• Choose the plan that fits your farm — you can change it later.
• Every new account starts with a 14-day free trial. No payment needed to begin.

Confirm your email

• We send a confirmation link to the email you signed up with.
• Open the email and tap the link to activate your account.
• Didn't get it? Check your spam folder, or sign up again with the correct email.

Log in

• On the Login page, enter your phone number and password — you log in with your phone, not your email.
• For security, you may be asked for a one-time code (OTP) sent to your email.
• You land on your Dashboard, where you see your farm summary and smart alerts.

Add a farm

• From the sidebar, open Farms (or Fields) and tap Add Farm.
• Give the farm a name and location, then save.
• You can add more than one farm depending on your plan.

Add fields

• Open a farm and tap Add Field.
• Enter the field name, size, and environment — Open field or Greenhouse.
• Fields are where your crop cycles are planted, so add one before creating a crop cycle.

Create a crop cycle

• Open Crops in the sidebar and tap New Cycle.
• Pick the field, crop type and planting date, then save.
• Update the growth stage as the crop develops.

Log costs

• Open the crop cycle and tap Add Cost.
• Choose a cost category (seeds, fertiliser, labour, water, etc.), enter the amount and date.
• Every cost flows into the cycle’s income-vs-costs total automatically.

Record harvests

• Open the crop cycle and tap Log Harvest (a harvest pick).
• Enter the quantity, unit price and date — the total value is calculated for you.
• Record every pick so your revenue stays accurate.

View financials

• Open the crop cycle to see revenue, costs and profit at a glance.
• Use the Financials view for a full profit-and-loss breakdown.
• Export to PDF or CSV to share or keep records.

Set up

• Open Poultry and add a house (the physical unit that holds your birds).
• Inside the house, add a flock — the batch of birds with a start date and bird count.

Record day-to-day

• Log feed against the flock — enter total cost (quantity is optional).
• Record mortality whenever birds are lost.
• Record egg collection for layers.
• Add vaccinations and treatments under the flock’s health records.

Record sales

• Use Bird sales when you sell birds, and Egg sales when you sell eggs.
• Feed, vaccination and treatment costs feed into the flock’s income vs costs automatically.

Set up

• Open Dairy Cattle and add a unit (your dairy herd or shed).
• Inside the unit, add each cow with her name/tag and details.

Milk production

• Record milk per cow, or use bulk recording to log the whole unit at once.
• Daily records build the picture of which cow earns her keep.

Milk sales & health

• Record milk sales at the unit level with quantity and price.
• Under each cow, log vaccinations, treatments and deworming.
• Log breeding events to track the cow’s reproduction cycle.

Set up

• Open Pig Farming and add a unit.
• Add your sows and boars (your breeding stock) to the unit.

Farrowing & groups

• Record a farrowing when a sow gives birth, capturing the litter details.
• Wean the litter to move piglets into a herd group you can track together.
• Record group weight over time to monitor growth.

Feed, health & sales

• Log feed and health records against the unit.
• Record mortality when animals are lost.
• Sell a herd group when the pigs are ready — feed and health costs flow into income vs costs.

Set up

• Open Open Field Grazing (Ranch) and add a ranch, including its acquisition cost if relevant.
• Add herds to the ranch.
• Add pastures — the grazing areas within the ranch.

Day-to-day

• Record movements as herds move between pastures.
• Log grazing on a pasture to track where animals feed.
• Add health records and feed supplements as needed.

Costs & sales

• Add costs against the ranch for a clear income-vs-costs view.
• Record animal sales when you sell from a herd.

Set up

• Open Dairy Goats and add a unit.
• Add each doe (goat) to the unit with her details.

Milk & kidding

• Record milk production per doe (or in bulk for the unit).
• Log kidding events under the doe when she gives birth.

Health & sales

• Under each doe, log vaccinations, treatments and deworming.
• Record milk sales at the unit level.
• Feed, vaccination and treatment costs flow into income vs costs automatically.

Add employees

• Open Workers to add your employees — casual workers and monthly-salaried staff.
• Casual worker costs are charged directly to a crop cycle; monthly salaries are apportioned across cycles.

Create login accounts

• Go to Settings → Users & Access and tap Add Worker.
• Pick an existing employee from the dropdown and choose their role.
• They log in with their phone number and a password — no email needed.

Understand roles

• Owner: full access to everything, including billing and payroll.
• Manager: day-to-day farm management, but no access to payroll.
• Worker: records farm activity, with a limited view.
• Only owners can view and manage Workers (payroll) and Billing.

View your plan

• Go to Settings → Billing to see your current plan, status and usage (farms and users).
• Your dashboard shows a countdown of trial days remaining or your renewal date.

Trial status

• Every account starts on a 14-day free trial.
• When the trial ends, pay to keep full access — otherwise the account is suspended until payment.

Renew via M-Pesa

• On Settings → Billing, tap Pay with M-Pesa and confirm your phone number.
• Approve the STK Push prompt on your phone to complete payment.
• Paid manually via Paybill? Use the notify button so we can confirm it.

Mkulima Hodari AI

• Tap the Mkulima Hodari chat button inside the app to ask anything about your farm.
• It reads your farm data and answers in English or Swahili — from profitability to crop and livestock advice.

Knowledge corners

• Agronomist Corner has crop guides sourced from KALRO and trusted institutions.
• Vet Corner has animal-health guides for your livestock.
• Both are free and open — no login required.

Still stuck?

• Email us at helpdesk@kilimosasa.co.ke, or use Send us feedback in the app.