Electronic field records
Keep a history of agricultural operations linked to each field and crop. Check the work completed during a season.
PESTICIDE RECORDS • FIELD RECORDS • FARMPORTAL
Digital pesticide application records: Poland 2027
FarmPortal is an intuitive spraying record system for farms of every size. Integration with the Polish Ministry of Agriculture and Rural Development’s plant protection product database (MRiRW) enables automatic filtering of products by crop, checking pre-harvest intervals and authorisation numbers. FarmPortal users record an average of 800 plant protection treatments per week in the mobile and web application. Discover why they choose FarmPortal and prepare for the regulations taking effect in Poland from 2027.
The basic version of FarmPortal is free. Selected additional modules are paid.
- Records linked to fields and crops
- Plant protection product database
- Sprayer integration
- Variable-rate spraying maps
Digital application records in FarmPortal
Plant protection product database
Select products from the database when recording an application. Always check authorised uses against the current label and the official Polish ministry register.
Field maps and ARiMR imports
Add fields using ARiMR and Geoportal data or supported spatial files. Connect applications to crop location and area.
Spraying and field work history
Record completed operations and refer to crop history in later seasons. Link plant protection information to other agricultural tasks.
Plant protection costs
Analyse products, doses and application costs. Use the records to understand the cost of growing a particular crop.
Mobile and web application
Use FarmPortal around the farm, on your computer and on your phone. Field and application records are part of one system.
Electronic pesticide records: what changes in Poland in 2027?
Recording pesticide use is not a new obligation. Farmers have long kept application records in notebooks, spreadsheets or farm management systems.
Commission Implementing Regulation (EU) 2023/564 specifies the information and electronic format used for these records. It aims to standardise documentation and enable automated processing.
Poland has deferred the mandatory electronic format for uses before 1 January 2027. This is a Polish implementation arrangement, not a single start date for every EU country.
There is no requirement to use one exclusive state application. Farmers may choose software that meets the applicable requirements.
Well-maintained digital records help with inspections, plant protection cost analysis, field history and planning future operations.
What information must pesticide application records contain?
The required information depends on the type of use. For typical field applications, record the following details, subject to the conditions set out in the legislation.
| Information | What should you record? |
|---|---|
| Type of use | The relevant category of plant protection product use. |
| Plant protection product | Full product name and authorisation number. |
| Timing | Application date and, where required, starting time. |
| Dose | Amount applied with the appropriate unit, such as l/ha or kg/ha. |
| Location | Identification of the treated area in accordance with the legislation. |
| Area | Number of hectares treated. |
| Crop | Crop name and corresponding EPPO code, where applicable. |
| Growth stage | BBCH growth stage where required for the particular use. |
| Integrated pest management — Poland | How integrated pest management principles were followed, particularly the reason for treatment. |
For applications in enclosed spaces and for seed treatment, the rules also specify different ways of expressing the dose, facility and treatment size. The Annex to Regulation (EU) 2023/564 sets out the detailed requirements.
In Poland, records must also explain how integrated pest management principles were followed, particularly the reason for treatment (Article 35(3) of the Polish Plant Protection Products Act). Operator, machinery and cost information supports farm management; distinguish it from the mandatory information under these rules.
Regulation (EU) 2023/564 — text and AnnexHow to keep digital pesticide records in FarmPortal
Start by adding your farm and fields. Then record completed applications against the relevant crop.
Create a FarmPortal account
Create a free account and start setting up your farm.
Add fields and crops
Import fields from ARiMR, use Geoportal or add them manually. Enter the crops you grow.
Choose a field and record an application
Link the completed operation to the appropriate field or crop.
Enter the application details
Record the date, product, dose, area and other available parameters. Check that your records contain the information required by current legislation.
Use history and reports
Browse application history, analyse costs and prepare summaries in the formats provided by the application.
Why keep digital spraying records?
Pesticide application records can do more than support administrative obligations. When connected to fields, crops and inputs, they also help you manage your farm.
Less duplication
Field, crop and product information stays in one system, reducing the need to maintain several separate records.
Every field has a history
Find the products and operations recorded in a particular season more easily.
Preparing for an inspection
Organised documentation helps reconstruct application history and prepare summaries. You still need to check that your records meet legal requirements.
Production cost analysis
Compare applications, inputs and crop areas to analyse plant protection expenditure.
Better work organisation
Farmers, agronomists and the people responsible for documentation can refer to a shared history of operations.
Who are FarmPortal digital application records for?
Farmers
Keep field application records and a history of plant protection products used on your farm.
Orchard and plantation growers
Organise plant protection information for plantations, orchards and individual blocks.
Agronomists and advisers
Use application history and information about fields, crops and products.
Large farms and agricultural businesses
Connect application records with the management of multiple fields, machinery and production costs.
Frequently asked questions about electronic pesticide records
In Poland, the required electronic format applies to pesticide uses from 1 January 2027. The legal basis is Regulation (EU) 2023/564, amendment 2025/2203 and Article 78a of the Polish Plant Protection Products Act. This does not mean that all EU countries have deferred their requirements to the same date.
Professional users of plant protection products must keep records, including farmers, orchard growers and others applying products in their professional work. Detailed requirements depend on the type of use.
Yes. FarmPortal records agricultural operations, including plant protection applications, in connection with fields and crops. It also provides a plant protection product database and work history. Confirm the data fields required for 2027 and available export formats for the application version you use.
FarmPortal offers a free basic version for farm management. Selected specialist modules and integrations are paid. Check the current FarmPortal offering for the functions included at no charge.
Yes. Poland has retained the existing documentation arrangements for 2026. The required electronic format applies to uses from 2027.
Yes. Record the application without undue delay; the initial record may be on paper. In Poland, records of applications in 2027–2029 must be transferred to the required electronic format by 31 January of the following year under Article 78a of the Plant Protection Products Act. The general EU rule of 30 days has national derogations and is not an unconditional deadline for every record.
Using Excel alone does not determine whether a record complies. What matters is complete information, a suitable structure and machine readability. Farm management software can additionally connect records to fields and crops.
Not every PDF meets the machine-readable format requirements. A PDF can be useful as a report for viewing or printing, but it should not automatically be treated as the required electronic data format.
For typical field uses, record the type of use, product name and authorisation number, date, dose, location, area and crop. Starting time, EPPO codes and BBCH growth stages are required where applicable. The Annex to Regulation (EU) 2023/564 provides the details. In Poland, also record how integrated pest management principles were followed, particularly the reason for treatment.
The rules provide for EPPO codes to identify crops or land uses and the BBCH scale to identify plant growth stages where applicable. Do not assume that BBCH information is required in the same way for every type of application.
No. The rules do not require exclusive use of a single state application. Farmers can use other software if it meets the applicable record-keeping requirements.
Yes. FarmPortal is available in a web browser and as a mobile application for Android and iOS. You can access field, crop and application information while working on your farm.
Yes. Record-keeping obligations also apply to professional users growing fruit, vegetables and plantation crops. The way the location and application are described should reflect the type of use.
Professional users must retain plant protection product use records for at least three years under Regulation (EC) No 1107/2009. Additional requirements may apply to particular activities.
Create a FarmPortal account, add your farm and fields, select a crop and record completed applications. Linking records to fields lets you analyse work history and the plant protection products used.
Legal basis and information sources
This guide draws on EU legislation and communications from Polish institutions responsible for agriculture and plant protection.
- Regulation (EU) 2023/564 — consolidated version
- Amending Regulation (EU) 2025/2203
- Polish Ministry of Agriculture — deferral announcement
- Plant Protection Inspectorate in Bydgoszcz — application records
- Official Polish plant protection product register
- Polish Act of 21 November 2025 — deferral and data transfer deadlines
- Polish Plant Protection Products Act — Articles 35 and 78a, consolidated text 2026
- Regulation (EC) No 1107/2009 — Article 67, record retention
FarmPortal is a commercial application. This page provides information and is not an official interpretation of the law.
Further reading to help you get started
Start keeping digital application records in FarmPortal
Organise spraying history, fields and crops in one system. FarmPortal helps you maintain farm documentation, record completed operations and analyse production costs.
