Collect what you need to price the site

Ask for the address, scope, useful photos, measurements and access restrictions that apply to the job. Compare the answers with your own quote checklist so the customer receives a specific question rather than a second full questionnaire.

A photo can show a garden bed but cannot reliably supply a missing measurement. When the area or access remains unclear, ask the customer or arrange a site visit before committing to a price.

Turn an agreed maintenance plan into clear instructions

For recurring care, gather the approved services, site address, frequency, start and end dates, billing terms and agreed exceptions. The crew should be able to tell what happens on each visit and who handles a change.

A draft schedule helps you inspect the plan before entering it into your own process. It does not create visits or invoices by itself; any new cost or change to the agreement needs your decision.

Connect the truck, the visit and the materials used

Before departure, compare the job's list with the tools, materials and protective equipment the crew says are ready. A missing critical item remains an open preparation issue until a person resolves it.

After the visit, use the crew's recorded work, permitted photos and material quantities to prepare a customer report or billing note. Keep an unknown quantity or price visible so it can be checked before you change an invoice.

Work you can get help with

Illustrative scenario using sample information.

Complete the site details before a quote

Compare the customer's request and the recorded photo views, dimensions and access details with your quote checklist.

What you provide
Site address, requested scope, existing intake notes or photo captions, dimensions or approximate area, access details and the quote checklist.
The useful result
A quote pack showing received details and the specific missing information.
When the task is complete
The intake is ready for pricing when the required details are supplied or the owner obtains them through an inspection.
What still needs checking
Do not infer measurements from a photo; the owner sets the price after reviewing the site information.

Prepare recurring maintenance instructions

Organise the agreed work and visit frequency into a plan for the owner to check before setting it up through the business's usual process.

What you provide
Approved agreement, site address, tasks, frequency, start and end, billing terms and agreed exceptions.
The useful result
A proposed visit plan and billing notes with missing terms flagged.
When the task is complete
The setup is complete when the owner confirms the agreement and enters the approved schedule and billing terms into the chosen process.
What still needs checking
The owner approves changes to cost, timing or scope; the draft does not schedule visits or issue invoices.

Prepare a report after the visit

Turn the crew's record into a concise account of completed work, a permitted photo list and any obstacle that needs attention.

What you provide
Job reference, agreed tasks, crew notes, time if tracked, photos with permission and recorded exceptions.
The useful result
A draft visit report and a separate list of unresolved items.
When the task is complete
The owner checks the visit, completes any required follow-up and gives the approved report to the customer.
What still needs checking
An unconfirmed task or photo without permission stays out of the approved customer report.

Organise materials used on a job

Group the crew's material entries by job and compare them with the agreed pricing rules before preparing a billing note.

What you provide
Job, material name or code, quantity and unit, staff member, date and approved price where known.
The useful result
A material-use summary with missing units, quantities or prices marked.
When the task is complete
The owner confirms the job, quantity, unit and agreed price, then decides whether the amount belongs on the invoice.
What still needs checking
An unagreed charge needs the owner's approval before the invoice is changed.

Check the crew's equipment before departure

Compare the job's approved packing list with the crew's recorded tools, supplies and protective equipment.

What you provide
Job type, approved equipment and material list, required protective gear, the crew's recorded present or missing status for each item and the person preparing the load.
The useful result
A readiness list showing present items and anything still missing.
When the task is complete
The responsible person confirms that all critical items are present. Any critical shortage stays open until it is corrected.
What still needs checking
A missing critical item or absent approved list prevents a readiness confirmation; purchasing needs a person's decision.

Questions you may have

Can it measure the garden from a photo?

Use a measurement supplied by the customer or taken on site. The assistant can identify that a measurement is missing and prepare the question.

Can I describe a weekly and a seasonal task in the same plan?

Yes. Supply the approved frequency and terms for each task so the draft makes the differences clear. You check the plan before scheduling it.

What if the crew used more material than planned?

Record the actual quantity and unit, then compare it with the agreed scope. Decide with the customer how to handle an additional charge before changing the invoice.

Will the demo contain our landscaping jobs?

The demo uses sample company data. Ask about access and the specific workflow before planning to use your own site records.

Sources and further reading

Related reading

Explore the sample company in the demo. Access may need to be arranged.

Explore the demo