Landscaping software for Australian landscapers and garden maintenance

Two businesses on one ute

Most landscaping businesses run two kinds of work that behave very differently. Landscape construction means paving, retaining walls, turf, garden beds, irrigation and lighting. Those are quoted jobs worth thousands, with deposits, materials orders and weeks of planning. Maintenance means mowing, hedging, weeding, mulching and green waste removal, in small regular visits that pay the bills between projects.

Karya Falak keeps both on one Jobs board, so a maintenance client who asks for a new deck quote doesn’t become a separate record in a separate system. Columns are yours to name. A maintenance-heavy business might add a "Regular clients" column next to New enquiry, Quoted and Booked.

Quoting landscape construction by the measure

Landscaping quotes are built from quantities. Set up your price book with the units you actually quote in: turf per square metre, soil and mulch per cubic metre, sleepers and edging per linear metre, a labour rate per day, machine hire per half day. Each item carries your cost and margin, and kits bundle the common ones. A "turf, prepared and laid" kit can cover removal, soil, turf and labour per square metre. If you buy materials and add a markup, the quote works out the price from your cost.

Send the quote as a link with a cover photo of a past job or a sketch of the design. Garden lighting, an irrigation upgrade or a larger paved area can be optional extras the customer ticks. They sign on their phone and, once set up, can pay a deposit on the spot. When they come back with "can we use sandstone instead?", they ask for the change on the quote page and you send a revision rather than rewriting the quote.

Retaining walls and structures may need engineering or council approval above certain heights, and the rules differ between councils. Check yours before you quote, and note any approval in the quote terms. For a starting layout, see the landscaper quote template.

Mowing rounds and maintenance visits

A maintenance client is a repeating visit. Book it once and set it to repeat weekly, fortnightly, every four weeks or monthly on the day the customer prefers. Karya Falak makes the visits 12 weeks ahead, so the Calendar shows each crew’s full round. Growth slows in winter, so you can change the series from that visit onwards without rebooking every client.

Rain days are a fact of the job. Drag a visit to another day on the Calendar and it moves. Karya Falak warns you if the new day clashes with another booking, someone’s leave or a public holiday in your state. Each crew sees only its own visits in the Field app, with the gate code and a note about the dog before they open the side gate.

• Invoice each visit as it’s done, or send a regular client one monthly invoice for all their visits.
• Save a client’s card on your own Stripe account and turn on auto-pay for their repeating visit, so each visit’s invoice is charged when it’s issued.
• Give each client a client hub link, with no password, where they see upcoming visits and invoices and can ask for extra work.

Is that maintenance contract worth it?

Maintenance prices often stay put for years while fuel, tip fees and wages go up. Job costing answers the question with numbers. Set each person’s hourly cost, record expenses such as green waste tip fees or a trailer of mulch with a photo of the receipt, and see the profit per repeating visit, not just per job. Billable expenses, like the tip fee on a one-off clean-up, can be added to the invoice in one step.

The profitability report exports to CSV, so you can sort clients by margin before you send out next year’s prices. Time on site comes from the Field app’s arrived and left taps, so it isn’t a guess written up at the end of the week.

One-off garden tidies and online booking

Not every enquiry needs a quote. A pre-sale garden tidy or a gutter and hedge clean can be booked directly. Put a booking page on your website or print its QR code on the ute and on letterbox flyers. It only offers times that are truly free, and only to the postcodes or suburbs you choose, so you don’t get bookings two council areas away. Use request mode if you want to look at the property first, or instant mode once the job is standard.

On site, and the paperwork after

Before and after photos are the best sales tool a landscaper has. The Field app takes them on the job, keeps working with no signal at the back of a big block, and gets the customer’s signature to sign off a finished project. A site safety check is one of the starter job forms, and you can make your own, such as a pre-start for machinery days.

Invoices follow ATO tax invoice rules and sync to Xero or QuickBooks. The invoice from an accepted quote takes off the deposit already paid. See GST for tradies if you are close to the registration threshold.