Pollination Contract Tracker: Hives Delivered, Rate, and Invoice

A pollination contract tracker records the crop, the hives you delivered, the rate, and the invoice. HiveFlow keeps that contract in the commercial house, beside the map of the colonies that went to the field.

A note in a phone camera roll is how contracts get argued in July. The grower remembers 80 hives. You dropped 72. The rate was per hive on the ground, not per hive on the handshake.

What to write down on the day of the drop

Field	Why it exists
Customer	Who pays. Name is required. Email, phone, and tax ID are optional.
Crop	Almonds, blueberries, canola, or whatever you actually set down.
Hives promised	The number in the agreement.
Hives delivered	The number that left the truck. Invoice from this number.
Rate per hive	The price you agreed.
Start and end	The window the colonies are on the crop.

You invoice only after the delivered count is saved. A contract that already has an invoice cannot be billed again.

From drop to cash

1. Create the customer if they are not already in the house.
2. Save the contract with crop, dates, counts, and rate.
3. Update the delivered count when the load is on the ground.
4. Issue the invoice from that contract.
5. When the check or transfer clears, mark the invoice received. That posts pollination income to the ledger.

An issued invoice stays in receivables. It is not income on the day you print it. Void an invoice that should not be collected. The overview on the commercial house shows open receivables and the open total next to honey still in stock.

The rest of the money book is in honey business inventory and ledger. The full scale picture, from a backyard to a crew, is in commercial beekeeping software.

The bees on the contract are still bees

Pollination does not replace inspections. The colonies you delivered still need a timeline: queen status, stores, varroa, treatments. An open treatment blocks a honey harvest until you remove it. A finished treatment blocks harvest until the clearance date. If those same hives come home and you pull honey, the withholding rule still applies.

Name the yards those hives belong to before the season, and check them onto that yard once. A varroa threshold on the yard (3% is a common starting point) tells you when a count has passed the line you accept. Export the inspection CSV if a grower or an inspector asks what you treated.

Offline logging still matters on the drop. Many contract yards have no signal. Log the visit, then sync. See offline map.

When more than one person runs the loads

The Team plan, bought in the app, replaces individual PRO and includes 25 seats. The owner invites and removes people. Field logs the work. Read only can look. Each invite uses one seat, and the person joins with their HiveFlow email. Customers stay in the commercial house. They are not team members.

The free plan covers up to 8 colonies and 8 bait boxes. A pollination circuit past that cap needs PRO.

What this tracker does not replace

It does not dispatch trucks, file a crop contract PDF, or calculate payroll tax for the crew on the load. Labor hours can be entered as a ledger expense at an hourly rate. Your accountant still files the return.

HiveTracks has sold commercial web tools in the US since 2010. If that dashboard already runs your circuit, keep it. Use HiveFlow when the contract, the hive timeline, and the payment should be the same login. Comparison context: HiveTracks alternative and best beekeeping app 2026.

Start here: HiveFlow · Google Play · App Store.

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