A landscaping CRM that follows a project from the first sketch to the last mulch visit.
A patio is a small construction project with a long sales cycle in front of it and years of maintenance behind it. Field software built for same-day service calls has no place for a revision round, a change order, a pallet deposit or a skid steer booked on two sites. We build the CRM around the way a design-build project really moves.
A landscaping project has money and decisions at a dozen points a service ticket never sees
Generic field software assumes a job is a visit: dispatch, do the work, invoice, done. A landscaping project is a chain. The consult produces measurements and photos. The concept produces a drawing and a conversation. The proposal carries options the client can add or drop, then goes through a revision or two. Signing triggers a deposit, and the deposit triggers a place on the crew calendar, often months out. Permits and HOA packets have their own clocks. The build runs in phases with progress payments, the client adds a fire pit halfway through, and the final payment waits on a walk-through. Forcing that into a ticket means the real project lives in a spreadsheet and a group text.
The build itself is logistics. Excavation, base, compaction, pavers or block, plantings, lighting and sometimes irrigation have to happen in order, with the right machine on site, materials delivered the day before, a dumpster for spoils and an electrician scheduled for the lighting. Rain pushes everything a day, and that one day collides with the next project's start. A dispatch board that shows jobs as blocks of time cannot show that the excavator is promised to two sites on Tuesday or that the pallets for Thursday have not been ordered.
And when the crew leaves, the property does not. The finished patio needs joint sand in a year, the plantings carry a warranty, and the beds need mulch every spring. We build the CRM so the project record becomes the maintenance record without anyone retyping an address, with the people involved (client, designer, crew lead, subcontractor, supplier) attached to the project and visible to everyone who needs them.
What a landscaping CRM has to track
When the software does not hold these, they end up in someone's head, a truck cab or a spreadsheet.
A pipeline with design stages, named your way
Consult booked, site measured, concept in progress, proposal sent, revisions, signed, deposit paid, permit or HOA pending, scheduled, in build, punch list, complete. The value of work sits at every stage, and the backlog shows in crew weeks so you know when to stop selling spring.
Site visit notes that travel with the project
Gate width, driveway slope, where the material pile can sit, distance from the drop to the work area, utilities located, soil observations, drainage, measurements and photos. The estimator prices from them and the crew lead builds from them, so the narrow gate that doubles the spreading time is never a surprise on build day.
Takeoffs that turn into supplier orders
Cubic yards of base, bedding sand and mulch, tons of stone, square feet of pavers with a waste factor, linear feet of edging, plants by container size, all calculated from the proposal and sent as an order with a delivery date tied to the start date. Pallet deposits and returns are tracked against the project.
Proposals with options, signatures and a deposit
A base scope plus the seat wall, the lighting package and the fire pit as line items the client ticks before signing on a phone. Signing collects the deposit, within whatever limit your state sets on down payments for home improvement work, and schedules the project. Progress invoices go out as phases close.
Change orders signed before the work happens
The extra load of topsoil, the step added to the walkway, the upgrade from the standard paver: written, priced and approved on the client's phone before the crew does it. The total rolls into the final invoice and the margin report, and the conversation that started it is logged on the project.
A calendar of crews, machines and subs
Which crew, which excavator and plate compactor, which electrician and which delivery are committed to which site each day. A rain day moves the whole chain, and a conflict on a machine shows up when you drag the project, not when the crew arrives to find it elsewhere.
How we build a landscaping CRM
We built our first CRM for our own companies, and we shape each one to the trade. For a landscaper it looks like this.
Your stages, your phases, your names
The pipeline and the build phases come from a working session with you and your designer, not from a template with a landscaping label on it. Reports count projects and dollars by your stage names.
A crew app that works in the hole
The day's site, the drawing, the site notes, the material list, a photo checklist (base compaction before bedding, the wall footing before backfill) and time per phase, on a phone that may have no signal at the back of a lot. It syncs when it finds one.
Job costing by project and by phase
Hours and materials recorded against the estimate line by line, so you can see that the planting phase came in on budget and the excavation did not, and the next proposal for a similar lot is priced from what really happened.
Warranty and the maintenance handoff
Plant warranty terms and install dates, workmanship terms and the paver manufacturer's paperwork stored on the project. At completion, one click offers the client a care plan: recurring mulch, pruning and cleanup visits billed from the same record.
Owner reporting without a spreadsheet
Proposal win rate by project type and by designer, average days from consult to signature, backlog in weeks, margin by project type and by crew, change order totals, and which lead sources produced signed projects rather than consults.
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
Custom CRM for landscaping, answered.
Is a custom CRM better than Jobber or a landscape-specific platform?
Those products serve many landscapers well, and some of the landscape-specific ones estimate and job-cost thoroughly. A custom build fits one company: your stages, your proposal options, your supplier, your crew calendar, your reports, running in your own accounts with no per-seat fee. We compare the leading products on this site so you can weigh both paths.
Can it run installs and maintenance in one system?
Yes. Install projects and recurring maintenance visits share the same client and property records, so a completed patio becomes a mulch-and-pruning account without re-entry, and the owner sees both kinds of revenue on one screen.
Does it do the drawings?
No. Design happens in your drawing software. The CRM stores each version of the plan and the renderings on the project, records which version the client signed, and attaches the takeoff to it, so the drawing and the numbers never drift apart.
How does it handle deposits and progress payments?
The proposal requires a deposit to schedule, phases trigger progress invoices, and the final invoice follows the walk-through, all paid by card or bank transfer from a link. Several states cap the down payment a home improvement contractor may collect, so we configure the deposit rules for your state. General information, not legal advice.
Can my crews use it without the office?
That is the point of the crew app. A crew lead sees only their projects, logs time and photos, checks off the phase list and flags a problem, and the office sees all of it as it happens.
Custom CRM for landscaping. Owned by you.
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