How To Keep An Organized Landscaping Business Schedule (2023)


Landscaping Business How To Keep An Organized Landscaping Business Schedule

Video Course

How to keep a meticulously organized landscaping schedule. How to be so punctual that you double your income and blow away all the other landscaping companies.

How I went from a broke minded employee with zero money to invest to starting my own landscaping company.

My last year as a landscape foreman I was stuck in a dead end job, made $24,000 and barely had enough to make the bills let alone pay off debt and student loans.

Coming home to eviction and shut off notices and fighting with my wife over money problems.
I remember being out to eat at a restaurant with her and some friends one evening and I was in so much financial anxiety over the bills that I excused myself into the restaurant bathroom and had an emotional breakdown.


My friend Dave taught me some valuable small business tips that changed my life forever and in only 6 weeks I was making enough money following his advice doing side jobs that I replaced my income and ditched my grass cutting job.

My first year in business I doubled my income,
2nd year doubled it again, 3rd year even more than that.

Finally, I'm humbly here to teach you the methods I learned
to end the suffering and start your own dang landscaping company.

The Landscaping Employee Trap

Whether you dream of starting your own lawn care, snow removal or landscaping business. It's all a lot easier than you think.

You don't need $20,000, a big bank loan or 5 start credit.
All you need is a will to win.

With a basic understanding of even shrub trimming, tree service, horticulture, garden maintenance, arboriculture, flowers, botany, gardening or any of the above combined with a will to succeed it's all very possible.

The Landscaping Employee Trap

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It's Keith calvess with the landscaping employee trap on ask you a question, are you frustrated with trying to figure out how to schedule your business, how to schedule all these meetings and jobs with all these clients? Are you writing it down on pieces of paper and then losing it, and then flipping around going crazy and your truck trying to find it if you're anything like I was because that's, how I was it can be absolutely frustrating.

And if your business is starting to grow and you're, not organized you're gonna fail quickly and I want to teach you my system of how to be so meticulously organized that you know where you're going to be down to the minute next month on a Thursday at 3:20 p.m.

that you're going to be so punctual that you're gonna knock your clients socks off and blow them away get tons of referrals and just really explode your business.

So this is what I call real time philosophy, I'm going to teach you how and I'm going to teach you why it's so important you're going to need two things.

You need your your iPhone.

I know, you got one or you got an Android, if you got an old flip phone, you're, not going to be able even be competitive.

And you need pair.

Bluetooth I got the Bluetooth HBS, 750s, I got these things from eBay for 50 bucks.

And all my buddies doing business is having to.

And they swear by them.

These things are going to double your income and I'll tell you why because now you're hands-free, and you can run everything right off the phone.

So in a minute I'm going to flip the phone around I'm going to show you exactly how to do this, but first I'm going to run you through it right here live.

So you can see how to do it.

So when the customer calls you pick it up bluetooth so in so Landscaping can I help you hold the phone in your hand in front of you and then you're going to be taking down all their information and typing as they're talking real time and building a whole rolodex of information of all your clients, then you're going to save it open up the calendar and book them for a meeting right on the spot sync to the cloud backed up on Google Calendar.

Let me flip the phone around and show you how this is going to change everything for you and really take away the frustration it's totally easy.

Once you get it, and you can be like, oh, my god you're going to be the most organized person that you know.

Okay, here goes.


Here we are phone rings.

I got an Android.

If you've got an iPhone modify that to make that work for you.

And the customer calls, you gotta have a bluetooth for this pick up the phone.


This is one.

So landscaping can I help you instantly X out of that call menu back go to your contact list and click Add.

Now they start talking say, hi someone.

So landscaping can I help you they say, yeah, my name is Sol.

Intellibid, right? Bad I need some landscaping blah, blah, whatever they say, you say, great.

And they say what you say what was your name again? Oh, my name is Jan.

And your last name was Jan Smith.

Okay, type that in in real time while you're on the phone with them and start taking down their information.

Okay, what's your project.

What do you need done? What can we do for you? How can I take care of you today? You know, the rap.

So they say they start talking and telling you what they need done.

Let them go through the whole spiel asking any questions.

You need to ask them.

And then you say when they're done talking, you say, okay, awesome now, what's, the best phone number to get to what is the best phone number to reach you at now they're gonna they think you have caller ID.

Oh, the one I called you on you say, okay.

So an area code here is five eight, six.

So five, eight, six and they'll chime, right in one two, three, four, five, six, seven as they're saying, their information, you go.

One, two, three, four, five, six, you say under your breath, as though they think you're writing it down.

So they know because if you just pause they're gonna be like, are you still there? So you take in all their information, sometimes I actually asked them for their email address on the phone if I could kind of calibrate to that customer and chance it, but sometimes it's kind of unprofessional.

But when I am on the job site with them and I do build an establish rapport with them.

I I do ask them for their email address and you're really going to need that in the future.

When you get the email marketing having a huge email list is huge.

So make sure you get their email address so I'm still on the phone with them in real time.

On my bluetooth, my phone out in my hand, I do this crazy crap.

When I'm driving man, but okay, address.

Okay, now we do have navigation, but what is your address? So we can come out and give you an estimate.

Oh, it's.

One, two, three, four or five, Lake sure Lane.

So when they're saying it, you go, one, two, three, four, five lake shore, lane under your breath, it's, an old telecommunications, um trick that when you speak it under your breath while you're on the phone, they do hear that they think you're, writing it down and let's say, it's in Walker, whatever that means Walker, Lake, Michigan, you get the zip code.


So now you got all their information right there, locked and loaded click Save, you say, awesome, let me pull out our schedule, go back to home screen schedule calendar and take a look at what dates are most convenient for us to come by and give you an estimate.

Okay, great.

If you go back to June here, you see we're just swamped out, very organized, I know, it's AG exactly going on to the minute.

And all these things are filled to the brim with twenty different things.

I know what I'm doing down to the minute constantly? Okay now, moving into July let's, just say, okay, great, I, Friday and Saturday morning are you an early bird? Or do you prefer evenings Oh mornings best for me? If today is Thursday say, okay, I've tomorrow morning, Friday at 9 a.m., 9 a.m.


How does that work for you Jan? Oh, that's.

Great press + go and add her in the schedule, real time right on the spot quote, Jan, Smith, okay, 9:00 a.m., locked and loaded, boom, you can go fill out other stuff.

Right there when you get on the off, the phone, save boom, it's in your schedule, quote, Jan, Smith, 9:00 a.m.

Now whenever I go there and I book that job say, if I go there, the Friday the 18th and I booked it for the next day.

The 19th right? There I, pull out my phone in front of the customer and I don't just pull out.

My phone started doing this in front of the customer I.

Let them know, I said, I, keep everything.

My whole business I run off my phone.

So I'm pulling out my schedule right now to put you on the schedule, because if you pull out your phone in front of the customer, and you start doing a skip they're gonna think you're all the Sun like your nutcase or you're, a DD.

And you started texting in front of them so communicate.

Let them know, okay.

Well, I keep all my calendar scheduling on my phone.

Let me put you in the schedule right now, I'm, pencil, you in so Jan, Smith project right in front of the customer.

If it's 500 bucks I, put that total right in there and any other notes when I get back in my truck, 9:00, a.m., save boom, locked and loaded.

If you've got multiple stuff at noon 3, 4 5, 6, 7, I'm so habitually into doing this that I got stuff in here that has nothing to do with business all everything you could possibly schedule, I mean, I live and breathe, buy this thing.

And this really frees up a lot of emotional energy for you because you're gonna be able to sleep at night like I would get to do tomorrow.

I can remember this screw all that this is what smartphone software is for is to be able to allow you to compete at the highest level.

So yeah, and if you try to buy a planner and all that stuff and write it all down I, don't know, if you want to be in 1980 go for it, but I mean, Google everything syncs up to the cloud.

This is the way to go so that's, the way you do it all right got to do this thing.

Try it out you're gonna love it I can't think of anything else better that would work than that and it's gonna be frustrating in the beginning.

When I first started doing, it I can only get down half the customers information I kept having an ask them to repeat it and I would get frustrated, but as you learn how to do anything like and learn how to fricking well, turn out a computer, whatever it might be as soon as you learn how to do that.

And you assimilate in your brain, it becomes like second nature like playing a piano with both hands or something and boom, you do it so fast that you're just taking down all the information now I have a Rolodex to my phone I'm over 1,700 people, stacked with emails and everything.

And the entire campaign for the marketing is run off the phone too, because of that rolodex that I've created that really takes down all the customers information it's all it's like a habit that makes you successful.

So check it out and I'm going to put out more how-to videos, specifically nuts and bolts of what to do no more of, you know, all the philosophy stuff, that's great.

But these videos are going to show you exactly what you do to get it off the ground and to make it work.

Keep Kalfas with the landscaping employee trap.

Go get it done.

It is I've got to do this thing.

Try it out you're gonna love it I can't think of anything else better that would work than that and it's going to be frustrating in the beginning.

When I first started doing, it I can only get down half the customers information I kept having an ask them to repeat it and I would get frustrated, but as you learn how to do anything like I, don't know, learn how to fricking I don't turn on a computer, whatever it might be as soon as you learn how to do that.

And you assimilate in your brain, it becomes like second nature like playing the piano with both hands or something in boom, you do it so fast that you're just taking on all the information now I have a Rolodex to my phone I'm over 1,700 people, stacked with emails and everything.

And the entire campaign for the marketing is run off the phone too, because of that rolodex that I've created that really takes down all the customers information it's all it's like a habit that makes you successful.

So check it out and I'm going to put out more how-to videos, specifically nuts and bolts of what to do no more of, you know, all the philosophy stuff, that's great.

But these videos are going to show you exactly what to do to get it off the ground and to make it work, keep Kalfas.

The landscaping employee trap.

Go get it done.


How can I make my landscaping business grow? ›

8 can't-miss strategies for growing a landscaping business
  1. Prioritize client retention.
  2. Place a high focus on employee retention and job satisfaction.
  3. Deliver exceptional customer experiences.
  4. Use budget-friendly marketing strategies.
  5. Diversify your services.
  6. Expand your landscape service area.
  7. Develop off-season services.
Nov 21, 2022

How do I manage my small landscaping business? ›

Start with these tips for running a successful landscaping business.
  1. Write your business plan. Fail to plan and you plan to fail. ...
  2. Manage your bottom line. ...
  3. Make marketing work. ...
  4. Cultivate referrals. ...
  5. Build a solid team. ...
  6. Invest in good tools. ...
  7. Don't ignore safety rules. ...
  8. Don't forget to increase your prices.
May 6, 2020

What is the best business structure for landscaping? ›

Limited Liability Company or LLC

The most common type of business entity. An LLC is fast, simple and inexpensive to setup and maintain. It protects your personal finances and assets and is a great way to start your landscaping business.

How do I get more landscaping clients? ›

How to get landscaping customers now
  1. Create and distribute landscaping flyers. ...
  2. Network with other home professionals. ...
  3. Send direct mail. ...
  4. Buy print ads. ...
  5. Order lawn signs. ...
  6. Start a referral program. ...
  7. Turn your trucks into moving advertisements. ...
  8. Create a website.
Sep 18, 2021

What is the most profitable part of landscaping? ›

“The general rule of thumb with this strategy is to strive to break even on maintenance and then make the most profit from enhancements, irrigation, and lawn care. Traditionally, mowing and mulching are the two least profitable landscaping services—and at the bottom line may actually be unprofitable.”

How do you design a simple landscape plan step by step? ›

The five steps of the design process include: 1) conducting a site inventory and analysis, 2) determining your needs, 3) creating functional diagrams, 4) developing conceptual design plans, and 5) drawing a final design plan.

What should the profit margin be on a landscaping business? ›

Successful lawn care and landscaping can have operating profit margins between 15% to 45%. Your operating profit margin tells you how much money you take home after deducting your operating costs—labor, material, equipment, and overhead costs.

What is a good mission statement for a landscaping business? ›

Our highly trained craftsmen will ensure that the landscape we create will provide exceptional beauty and value for years to come. We serve our clients with honesty, integrity, and hard work. We take great pride in our work because working with the landscape is a career and a passion for each of us.

How do you categorize landscaping expenses? ›

What expense category does landscaping come under?
  1. Building Maintenance. If the landscaping is being undertaken as part of wider building maintenance, then it is likely that it would come under this category. ...
  2. Environmental. Another possible category for landscaping expenses is environmental. ...
  3. Marketing. ...
  4. Other.

How do I start a landscaping side hustle? ›

  1. Step 1: Gain experience and build a portfolio. ...
  2. Step 2: Choose a landscaping business name. ...
  3. Step 3: List the landscaping services you want to offer. ...
  4. Step 4: Buy or rent the landscaping equipment you need. ...
  5. Step 5: Choose your landscaping rates. ...
  6. Step 6: Brand your landscaping business. ...
  7. Step 7: Register your landscaping business.
Apr 21, 2021

What are the cons of landscaping business? ›

Landscaping is a labor-intensive business. As you grow, you'll have to employ more workers which means more training costs. You may also have to face high turnover rates since work is seasonal. That said, make sure your workers are valued and well compensated.

What is the target market for landscaping? ›

Greens is targeting middle-aged homemakers as they are more likely to rely on a lawn service. Younger homemakers are more likely to do their lawn themselves. Greens will also be targeting homes that do not have teenage children, as the youngsters are likely to help out with the lawn.

What is the best structure for my business? ›

If you want sole or primary control of the business and its activities, a sole proprietorship or an LLC might be the best choice. You can negotiate such control in a partnership agreement as well. A corporation is constructed to have a board of directors that makes the major decisions that guide the company.

What is a sole proprietorship vs LLC? ›

An LLC exists separately from its owners—known as members. However, members are not personally responsible for business debts and liabilities. Instead, the LLC is responsible. A sole proprietorship is an unincorporated business owned and run by one person.

What is the fastest growing profession in the landscaping industry today? ›

The fastest-growing profession in the landscape industry today is the management of landscape after its installation is complete. Depending on the simplicity or complexity of a landscape design, the maintenance will be easy or difficult.

What is the expected growth in the demand for landscaping services? ›

Report Overview. The global landscaping services market size was valued at USD 296.09 billion in 2022 and is expected to expand at a compound annual growth rate (CAGR) of 6.4% from 2023 to 2030.

What state pays landscapers the most? ›


Where do landscape designers make the most money? ›

California – Considering the state's already high median household income, California tops the list where architects can make the most money. In this state, the average salary of a landscape architect is over $89,570.

What are the 7 principles of landscape design? ›

The principles of landscape design include the elements of unity, scale, balance, simplicity, variety, emphasis, and sequence as they apply to line, form, texture, and color. These elements are interconnected.

What are the 7 steps to landscape design? ›

  1. Step 1: Plan a Landscape Project. Like any home project, planning is one of the most important aspects of re-landscaping your yard. ...
  2. Step 2: Remove the Lawn. ...
  3. Step 3: Install Hardscape. ...
  4. Step 4: Build a Healthy Soil. ...
  5. Step 5: Install an Irrigation System. ...
  6. Step 6: Purchase & Install Plants. ...
  7. Step 7: Water Efficiently.

What are the 4 principles of landscape design? ›

The principles are the fundamental concepts of composition—proportion, order, repetition, and unity—that serve as guidelines to arrange or organize the features to create an aesthetically pleasing or beautiful landscape.

How much should you invest in landscaping? ›

The amount of money you should invest in landscaping to increase your home's value depends on a number of different factors. As a general guideline, you should expect to spend anywhere between 5% – 20% of your home's value.

Is landscaping a good ROI? ›

Landscape improvements are an ROI win-win: generally cheaper than architectural upgrades, but still capable of meaningful boosts to home value. Of course it swings both ways—while some improvements produce great ROI, others don't, and some can even diminish your home's appeal to prospective buyers.

What are good profit margins for a small business? ›

But in general, a healthy profit margin for a small business tends to range anywhere between 7% to 10%. Keep in mind, though, that certain businesses may see lower margins, such as retail or food-related companies. That's because they tend to have higher overhead costs.

What 3 things should a good mission statement have? ›

A mission statement is a short summary of your company's purpose. A mission statement provides perfect clarity behind the “what,” the “who,” and the “why,” of your company. The best mission statements are guidelines by which a company operates. Everything you do as a company should work toward your mission statement.

What are three examples of a mission statements? ›

Example Mission Statements for For-Profit Companies
  • Tesla: “Tesla's mission is to accelerate the world's transition to renewable energy.”
  • Starbucks“To inspire and nurture the human spirit- one person, one cup, and one neighborhood at a time.”
May 3, 2023

What is an example of a strong mission statement? ›

Example mission statement: We empower individuals to save money while saving the planet by intersecting creative, sustainable packaging with wearable technology that educates, inspires, and drives Earth-friendly action. Example vision statement: To change the way we think about saving the planet.

Can you write off landscaping on your taxes? ›

Tools like shovels, tree trimmers, and more used for landscaping and lawn care can be deducted. Large machinery like lawn mowers can be written off from your taxes. You can deduct lawn treatments and sprays like weed killer. Each year you can deduct the depreciation on equipment like your cameras and lenses.

Do you expense or capitalize landscaping? ›

Timing is also essential; landscaping costs should be capitalized during the construction or renovation of a property, but if incurred after the property is placed in service, they should be expensed. Finally, capitalizing landscaping costs may have tax implications and affect your financial statements.

What are variable costs for landscaping business? ›

Variable costs are any costs incurred from designing, building and delivering to customers, materials, and labor. How well these are managed can determine gross margin or profit contribution. Estimate a job, then track the materials and labor used.

How to make $1,000 a month side hustle? ›

Here's How To Make an Extra $1,000 a Month
  1. Start Freelance Writing. ...
  2. Begin Blogging. ...
  3. Practice Graphic Design. ...
  4. Assist with Bookkeeping. ...
  5. Become a Virtual Assistant. ...
  6. Sell Something on Etsy. ...
  7. Manage Social Media Accounts. ...
  8. Complete Online Surveys.
Apr 18, 2023

How much should a side hustle pay? ›

It's possible to bring in hundreds of dollars a month through a side gig: The average person with a side hustle makes $810 a month from that extra work, according to Bankrate. Another 14 percent of people receive either between $51 and $100 a month. Only 15 percent of side hustlers make more than $1,000 a month.

How much should my side hustle make? ›

The average monthly income of a side hustle is $483. 1 in 5 Americans report making over $15,000 a year from their side hustles. Side hustlers said they would need to make an average of $4,500 a month to consider leaving their full-time job.

What are 3 negative effects of landscape? ›

Landscaping has both negative and positive impacts on the environment. The negative impacts include deforestation, pollution (air, water, and land), as well as the modification of the ecosystem.

What are common landscaping problems? ›

Sloping terrain, narrow lots, limited space and poor drainage are just a few of the landscape challenges that can have an impact on the design, layout and plant selections for your yard. Your goals for your landscape can also bring up design issues that require creative solutions.

Why does landscaping cost so much? ›

Labor and materials add up. Depending on your tastes and your property size, landscaping can be a huge financial investment. Since most projects are time consuming and require imported products, you're not only paying for your finished vision but also for shipping costs and hourly contractor fees.

What are the 3 common target markets? ›

The three most common types of target marketing fall into demographic, geographic, or psychographic categories.

What are the 5 most common target markets? ›

The common types of target markets are – geographic segmentation (location-based), demographic segmentation (population-based), psychographic segmentation (lifestyle and socio-economic-based), and behavioral segmentation.

What are the 4 areas of target market? ›

Demographic, psychographic, geographic, and behavioral are the four pillars of market segmentation, but consider using these four extra types to enhance your marketing efforts.

What is the easiest business structure to start? ›

A sole proprietorship is easy to form and gives you complete control of your business. You're automatically considered to be a sole proprietorship if you do business activities but don't register as any other kind of business. Sole proprietorships do not produce a separate business entity.

What business structure for beginners? ›

Sole proprietorships are the easiest businesses to form, and they give the owner complete control of the company. Any organization is automatically considered a sole proprietorship if the owner doesn't register as otherwise. This is typically the most cost efficient when starting out.

What is the most successful organizational structure? ›

The project-based structure features the best of both the traditional line and functional organizational structures: it's simple, with the first tiers answering only to a direct supervisor. The final tier is the team responsible for completing whatever project is set before them.

Is it smarter to have a LLC or sole proprietorship? ›

An LLC has distinct advantages in the areas of legal protection and liability. While there are filing fees for setting up an LLC, that cost can be well worth it when compared to the thousands of dollars you could be liable for as a sole proprietor. On the other hand, it costs no money to start a sole proprietorship.

Is it better tax wise to be sole proprietor or LLC? ›

Which pays less taxes, sole proprietorship or LLC? With both an LLC and a sole proprietorship, the profit of the business passes through to the owner's personal tax return. But LLCs have more flexibility in how they are taxed, which may result in tax savings.

Do sole proprietors need an EIN? ›

Does a small company that operates as a sole proprietorship need an employer identification number (EIN)? A sole proprietor without employees and who doesn't file any excise or pension plan tax returns doesn't need an EIN (but can get one).

How can I increase my lawn care business revenue? ›

7 Ways to Increase Revenue for Your Landscaping Business
  1. Diversify Your Client Base. ...
  2. Offer Curbing as an Add-on Service. ...
  3. Offer Landscaping Seminars. ...
  4. Focus on Client Retention. ...
  5. Expand Your Service Area. ...
  6. Develop Off-Season Services. ...
  7. Bundle Services.
Dec 1, 2019

How profitable can landscaping be? ›

The typical net profit margin in lawn care and landscaping ranges from 5% to 20% per job. The more expenses you have, the less profit you come back with in the end. So it's essential to know your costs, how much they are per job, and what's factoring into your bottom net profit line.

How profitable is a small landscaping business? ›

What is the average profit margin of a landscaping business? Lawncare Millionaire reports that the average net profit margin of a landscaping business is between 5% and 20%.

How do I stand out as a lawn care business? ›

It's not hard to stand out among lawn care competitors when you follow these five simple tips:
  1. Go Online. Stand out from the competition by offering something unique. ...
  2. Elect Leaders. If you have multiple crews mowing lawns, then elect a crew leader for each. ...
  3. Buy Quality. ...
  4. Know the Business. ...
  5. Say Thank You.

What is the average profit margin for a lawn care business? ›

Successful lawn care and landscaping can have operating profit margins between 15% to 45%. Your operating profit margin tells you how much money you take home after deducting your operating costs—labor, material, equipment, and overhead costs.

How to make money with a landscape business? ›

How to Make Your Landscaping Company More Profitable
  1. 1) Know Your Costs. ...
  2. 2) Perform Post-Job Analysis. ...
  3. 3) Schedule More Jobs Per Day. ...
  4. 4) Minimize Drive Time. ...
  5. 5) Don't Let Inventory Sit Too Long. ...
  6. 6) Don't Take Previous Clients for Granted. ...
  7. 7) Upsell Existing Clients.

What is the gross margin for a landscape business? ›

15% can be enough profit for an early-stage landscaping business to grow. → 45% is typical for growing landscaping companies advancing to the next stage of their business goals.

Is spending money on landscaping worth it? ›

It will help you to quote a better price when selling because of the outdoor area. You would also be attracting buyers easily as they would want a home with extra features. So, if you want a value-increasing addition for your property, an outdoor living and landscape is your best option.

Do you need a license to mow lawns in California? ›

Gardeners who routinely maintain yards (mowing, weeding, shrub trimming) generally are not required to hold a state license unless they install construction-related extras or perform repairs that exceed the $500 limit.

What is the highest demand for landscaping? ›

Landscaping projects with the highest expected demand

In the United States in 2018, the installation and maintenance of native plants were the landscaping projects with the highest consumer demand, with more than 80% of landscape architects polled.

What is the biggest landscaping company? ›

In 2021, the landscaping services company who reported the highest revenue was BrightView, generating approximately 2.5 billion U.S. dollars in revenue. TruGreen were the next-best ranking firm, with 1.5 billion U.S. dollars generated in revenue during that year.

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