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Custom CRM development
Pipelines, contacts and follow-ups modeled on how you sell. No per-seat fees, no features you will never use.
Learn moreA CRM for landscaping businesses, from first call to final walkthrough.
Seasonal rushes, site visits, design revisions and maintenance contracts don't fit neatly into generic software. We replace the patchwork with one system built around how your team actually works.
What we build for landscape design
One system, shaped to your work.
- Estimate and design-approval workflow
- Crew and route scheduling
- Recurring maintenance contracts and billing
- Client portal with plans and photos
- Seasonal reactivation campaigns
Every build starts with a custom CRM designed around your workflow, connected to the tools you already use through API and software integrations.
The result
Our clients save an average of $5,000 a month in software costs and lost time.
Start with an audit
In 30 minutes we map your tools and manual steps, and show you what a custom system would replace.
The real cost
Where landscaping businesses lose the season.
Spring hits, the phone rings off the hook, and every gap in your process shows up at once. By fall, you can see what it cost you.
The spring rush buries leads
Everyone wants a patio, a planting plan or a cleanup at the same time. Calls pile up while your crews are out, and callbacks fall behind. The homeowner who waited too long hires whoever answered. In a seasonal business, a lead you miss in spring can't be made up in July.
Design revisions go in circles
Site visit, concept, revision, another revision, then a question about plant substitutions. When designs and approvals bounce around in email and texts, nobody's sure which version was approved. Crews install the wrong layout, or the job waits on a decision nobody knew was pending. Rework on an install eats the margin on the whole job.
Maintenance routes live on a whiteboard
Weekly mowing, seasonal cleanups, irrigation checks and fertilizer rounds. When routes are built on a whiteboard or in someone's head, rain days throw everything off and new accounts get squeezed in wherever. Drive time adds up, and a missed visit costs you a contract. And the crew lead is the only one who knows the gate codes.
Billing recurring work is a chore
Maintenance contracts, one-off add-ons and design-build projects all bill differently. Someone in the office reconciles visits against contracts each month by hand. Missed add-ons don't get billed, and clients get invoices that don't match what they expected. Clients who get confusing invoices start shopping around before renewal time.
How it works
Landscape business software built for design, build and maintain.
Here's how each part of a custom CRM for landscaping businesses works day to day, across design-build projects and maintenance routes.
Lead capture that keeps up in spring
Calls, web forms and referrals land in one pipeline, sorted by type: design-build, maintenance or a one-time cleanup. Each lead gets a quick reply and a link to book a site visit. Your sales lead sees who's waiting, who's been visited and who needs a proposal, even during the busiest weeks. You can also see which lead sources bring in design-build work and which bring in mowing.
Custom CRM developmentEstimates and design approvals
Site visit notes, photos and measurements go straight into the client record. Proposals and design plans are shared through the client portal, where clients comment, request revisions and approve. Each version is saved, so the crew always installs the approved plan, and change requests go through a clear step. Plant substitutions are sent to the client for a quick approval in the same place.
Client portals & internal toolsCrew and route scheduling
Maintenance accounts are grouped into routes by area and visit frequency. Design-build jobs are scheduled around crew availability and material delivery. When weather pushes a day, the schedule shifts and affected clients get a notice. Crew leads see their route, notes and gate codes on their phones. Routes can be rebalanced as new accounts come on, so crews spend less time driving across town.
Workflow automationRecurring maintenance contracts and billing
Each maintenance contract defines its services, visit frequency and billing terms. Completed visits and approved add-ons feed straight into invoicing, synced with your accounting software. Renewal reminders go out ahead of the new season, so contracts roll over without a scramble. Add-ons like mulch, extra cleanups or irrigation repairs get logged in the field so they actually get billed. You can see contract revenue across the season at a glance.
API & software integration servicesSeasonal reactivation campaigns
Past design clients get a check-in about lighting, plantings or an outdoor kitchen. Maintenance clients get a spring cleanup or aeration offer before the rush. Former customers who lapsed hear from you at the right time of year. You approve the messages, and the system handles the timing and the list. Results show up in the CRM, so you know which campaigns brought work back.
Workflow automationIn practice
One client, from first call to a standing contract.
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A homeowner wants a new backyard
A call comes in about a patio and planting beds. The lead is logged as design-build, the homeowner gets a text with a link to book a site visit, and your designer sees the request with photos the client sent.
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The design gets approved
After the site visit, the designer shares a concept in the client portal. The client asks for one revision, then approves. The approved version and the estimate are locked to the job so the crew installs the right plan.
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The install wraps up
The crew finishes, uploads photos and marks the job complete. The final invoice goes out, the client pays online, and the system offers a maintenance contract to keep the new plantings healthy. The client gets a care guide for the new plantings.
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They become a route client
The client signs up for maintenance. They're added to the right route, visits are billed automatically, and next spring they get a reminder about cleanup and an offer to add lighting. Their full history, from design to every visit, stays in one record.
What goes away
Off the whiteboard, into one system.
Landscaping businesses often run a field service app, a separate design and proposal process, a route whiteboard, an email marketing tool and spreadsheets for maintenance contracts. A custom landscaping CRM brings leads, design approvals, routes, recurring billing and seasonal campaigns into one place shaped to your mix of work. Your accounting software stays where it is, connected so invoices sync.
- Field service and scheduling app
- Route whiteboard
- Maintenance contract spreadsheet
- Proposal and design emails
- Email marketing tool
- QuickBooks (connected, not replaced)
Questions
Questions about a CRM for landscaping businesses.
We do design-build and maintenance. Can one system handle both?
Yes, and that's a common reason landscapers go custom. Design-build projects need proposals, approvals and project scheduling. Maintenance needs routes, recurring visits and contract billing. Many off-the-shelf tools handle one well and force the other. We build both workflows into one system, with clients flowing from one to the other.
Can crews use it on their phones in the field?
Yes. Crew leads get a simple phone view of their route or job: addresses, notes, gate codes, photos and a way to mark visits done and add notes. If a screen is hard to use with gloves on or in bright sun, we change it.
What happens with rain days and reschedules?
The schedule adjusts. You can push a day's route, and the system shifts visits, updates crew schedules and notifies affected clients. You decide the rules, like whether a missed visit is rescheduled or credited, and the system follows them. Crew leads see the updated route on their phones right away.
What does custom landscaping software cost?
It depends on scope: design-build, maintenance or both, how many crews, and which tools we connect. The free audit gives you a ballpark. We look at what you're paying for today and where time is going, and show you what a custom system would replace.
Can it handle snow removal or other winter work?
If you run winter services, we can build them in: separate routes, per-event or seasonal billing, and client notices when crews are dispatched. The same goes for irrigation blowouts, holiday lighting or any other seasonal service you offer. The system follows your year, not a template built for a different business.
How we build it
The pieces behind the system.
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Client portals & internal tools
Give customers one place to see projects, approve quotes, pay invoices and upload files.
Learn more
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Workflow automation
Kill the copy-paste. Intake, scheduling, invoicing and reminders run themselves between every tool you keep.
Learn moreCustom CRMs for other industries
Free software audit
Find your $5k.
Walk us through your tools and workflows. We will show you where the money and hours are leaking, and what a custom system would replace.