Proposals with drawings that reach the client, from a domain that stays when a designer leaves.
A design-build company sends heavier email than most trades: proposals with plan drawings, renderings, contracts, change orders, HOA review packets and permit applications. Sent from a free address, big attachments are what spam filters are built to catch, and a proposal that never arrives wastes the day the designer spent on it.
Landscaping email carries the drawings, and the drawings have to arrive
Think about what leaves your office in a week. A proposal with a site plan and two renderings. A contract for signature. A change order with a sketch. A progress invoice. An architectural review packet for an HOA board. A permit application with an engineer's letter for the wall. A quote request to the stone yard and a schedule to the electrician. Most of it has attachments, many of them large, and all of it needs to land in front of the right person on the first try. Mail from a free address, or from a domain with no authentication records, gets filtered or quarantined exactly when the attachments are big.
Design staff also turn over. A designer who leaves with the client threads and every version of the drawings in a personal mailbox leaves open projects without a history. The office has to call the client and ask what was agreed, which is a bad way to start a build. Company mailboxes, a shared design inbox and an archive in the owner's hands keep the thread on the project.
Then there is time. A plant warranty claim, a settled walkway, an HOA complaint about a wall or a lighting dispute can surface years after the final invoice, and the email thread is usually the only record of what was promised. Retention and search across the company's mail, set once, mean the answer is still there.
What business email for a landscaper has to do
Delivery first, then big files, then shared inboxes, then the archive.
Send from your own domain with the authentication records in place
Mail from your domain with SPF, DKIM and DMARC published and tested, so a proposal with a plan attached is treated as mail from a verified business rather than as a suspicious attachment from a stranger.
Send drawings and renderings as links, not attachments
Large plan files and renderings shared from your own storage with a link that shows whether the client opened it. The proposal email stays small, arrives, and you know whether it was read before you follow up.
Give design, billing and the office their own shared inboxes
A design address the designer and the owner both read, a billing address for deposits and progress invoices, and an office address for permits, HOA boards and suppliers. Every message files to the project in the CRM.
Carry templates for the documents you send every week
Consult confirmation, concept ready for review, proposal sent, deposit received, build start notice, punch list complete, warranty response. Written once in your voice and filled from the project record.
Keep the archive and make it searchable
Retention across the company's mailboxes with search by client, address and project, so the question of what was agreed about the drainage line in a project from three summers ago can be answered in a minute.
Sign with what your state requires
A company signature with the license or registration number, if your state issues one, your insurance statement if you choose to include it, and the main business number rather than a personal cell.
How we set up email for a landscaping company
Hosted email that belongs to your company, billed to your card, with our access limited to a support role you can revoke.
A Google Workspace or Microsoft 365 account the company owns
Opened under your business name with your own administrator login. We hold a secondary administrator seat for support and nothing else, and you can remove it at any time.
Authentication records published and tested
The records that prove mail from the office, the designer's laptop and the CRM really comes from you, checked against the major mail providers before anyone sends a proposal.
Shared inboxes wired to the CRM
Design, billing and office addresses set up as shared mailboxes, with the CRM filing each message to the right client and project so the thread is readable from the project screen.
Migration from the free address
Old mail and contacts come across, the old address keeps forwarding for a year, and the website, Google profile, proposal templates and supplier accounts move to the new domain.
Mobile set up for the designer and the crew leads
Company mail on their phones with the shared inboxes they need, so the designer can answer an HOA board from a job site and the crew lead can see the supplier's delivery confirmation.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Business Email for landscaping, answered.
Our proposal files are enormous. How do we send them?
As links. Drawings and renderings live in your own cloud storage, the proposal email carries a link that tracks when it was opened, and the file size stops being a reason for the message to bounce or be filtered.
Gmail or Outlook?
Both are fine. Google Workspace suits a small company that lives on phones; Microsoft 365 suits one already on Outlook and Office. The account is yours either way, and we recommend based on what your designer and office already use.
What happens to the client threads when a designer leaves?
The mailbox is a company mailbox, so it is forwarded to the office and archived. Open projects keep their history, the client's next email reaches the company, and nothing leaves on a personal laptop.
Do crew leads need their own mailboxes?
Usually not. Crew leads work from the crew app and texting. One shared crews address for supplier confirmations and delivery notices covers most companies, and we add individual mailboxes only where someone handles clients by email.
Business Email for landscaping. Owned by you.
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