Invoicing Software for Landscaping Businesses

The Bureau of Labor Statistics (US) says: "Grounds maintenance workers install and maintain landscapes, prune trees or shrubs, and do other tasks to ensure that vegetation is attractive, orderly, and safe." On timing, it says: "Some work is seasonal, available mainly in the spring, summer, and fall." It also says: "States may require licensing for workers who apply pesticides and fertilizers."

So a landscaper's invoices cover different kinds of work: maintenance billed on a schedule, one-off visits such as a cleanup, and installs quoted ahead and paid in stages. The sections below show how each one fits in Billed.

Billed's invoice software page says: "For clients you bill on a schedule, set up a recurring profile once." It goes on: "Choose the billing frequency (daily, weekly, monthly or yearly) and how many invoices to send, or keep sending until you stop." and "Billed creates the invoices automatically and either sends them or saves them as drafts for you to check."

For a mowing season, set the number of invoices to the number of visits you've agreed on with the client, so the invoices stop when the season ends. Work outside the agreement, such as a fall cleanup, goes on its own invoice.

Billed's mobile app page says: "Quote a client on the spot". Billed's estimating page says: "Enhance your estimates with attachments and customize units and quantities for each product." Billed's help article on estimates says: "You can make an estimate and then send it to your client. Your client can approve it to proceed further."

When the client approves, Billed's invoice software page describes how you "convert an approved estimate into an invoice". Billed's help article on converting estimates says: "You can add and edit any information here."

Billed's invoice software page says you can "save the products and services you sell so you can pull them into an invoice instead of retyping them." Save mulch, stone, plants and each kind of labor as separate items, so a client sees what each part of the job costs.

For crews, Billed's time tracking page says: "Invite teammates, accountants and contractors to your Billed account and grant them permissions, so the whole team tracks its time in one place." It also says: "Billed works in a web browser, so you and your team can log time from a phone, a tablet or a computer."

Billed's help article on payment schedules says: "A payment schedule lets you add a payment plan to the invoices." The help article on scheduled payments says: "You can let your clients pay the amount in installments through this option." Steps listed in Billed's payment schedules article include: "Choose a suitable option among percentage or flat amount." and "Fill out the payment amount and due date of each payment."

The payments have to add up to the invoice. Billed's help center says "the sum of all installments should be equal to the total balance of the invoice."

These are sample figures, before any tax. A landscaper quotes a paver patio: materials 4,200.00, labor 3,600.00 and equipment rental 450.00, for 8,250.00 in all. The client approves the estimate.

The landscaper converts the estimate into an invoice and adds a payment schedule with three payments: 30% due before work starts, 2,475.00; 40% due when the base is laid, 3,300.00; and 30% due on completion, 2,475.00. The three payments add up to the 8,250.00 total. The client pays the first payment by card from the invoice and the other two by check, which the landscaper records as offline payments.

Billed's mobile app page says: "Build a professional invoice from your phone the moment a job wraps." It also says: "Add line items, your logo, and tax, then send by email or share a link before you leave the site."

Billed's invoice software page says: "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card." and "Connect PayPal to add a PayPal option as well." For checks and cash: "When a client pays by check or cash, record it as an offline payment so all your income is in one place." For unpaid invoices, the same page says: "Invoice reports show which invoices are paid, partially paid or past due, and you can see who owes you money and send them a payment reminder." and "Payment reminders can be customized."

This page doesn't cover pesticide or contractor licensing, which taxes apply to your services and materials, or the terms of your contracts, such as when a snow removal visit is triggered. Ask your licensing authority, lawyer or accountant about those.