How to Choose a Landscape Business Management Software 

What does it take to run a landscaping business smoothly? 

Well, for starters, you need that entrepreneurial temperament. Second, you’ll want to assemble a resourceful team that gets things done. Third, you need the right assortment of tools to help you run the business. 

Of course, we’re oversimplifying here. But you get the gist. 

For now, let’s talk about business management tools. Specifically, we’re going to focus on landscape business management software.  

The right software can do wonders for your landscaping business. It can solve administrative issues, boost work efficiency, increase productivity, and more. 

However, there are so many landscaping software products out there. How do you choose the right one? 

You’re in luck. 

This article is all about finding the best landscape business management software. We’ll discuss how to choose the ideal solution with these questions and strategies in mind: 

• Why do you need landscape business management software? Will software solve the challenges in managing your business?  
• How to research landscape software options 
• Must-have features in landscaping software 
• Why customization and scalability matter in business management software 
• The importance of user-friendly software design 
• Quick tips for choosing the right software for your business 

Let’s get started. 

Understanding Your Landscaping Business Needs 

What can landscape business management software do for you? 

Well, that depends on what you need it for. 

Landscaping software is a multi-functional solution. It keeps track of your finances, crew, equipment, schedules, jobs, and everything else related to running a landscaping business. At the end of the day, the software empowers you to streamline landscaping operations. That, in turn, drives productivity, profitability, and growth. 

Running a landscaping business is not easy. There are lots of moving parts and countless variables to consider. Working with a software solution helps you overcome landscaper pain points, such as the following: 

Crew Management Headaches 

We mentioned earlier that a good crew is essential to the smooth running of a landscaping business. However, having the dream team is not enough. You have to organize the workforce to get the most out of their talents and abilities. 

Crew management involves six main things: 

• Assigning roles depending on skill level and availability 
• Instilling accountability at the individual level 
• Deciding when and where to dispatch crew members 
• Ensuring each job site has enough workers 
• Calculating labor compensation 
• Managing absenteeism, time off, and overtime 

Crew management is a breeze when you only have a handful of workers. But as the team grows, things start to get complicated. It becomes harder to keep track of everyone’s whereabouts. 

Without a good handle on the crew, productivity plummets. 

Erratic Cash Flow 

Do you ever feel you have no control over your company’s cash flow? That’s a dangerous feeling. Every entrepreneur should be on top of their finances. 

It’s normal for cash flow to swing one way or the other. The problem starts when cash flow leans too heavily on the negative side. If you can’t help spending more than you earn, you risk losing the business altogether. 

Cash flow is that sensitive. Up to 82% of small businesses fail due to cash flow problems. In essence, when you lack control of cash flow, you can lack control of your business. 

What can landscapers do to control cash flow? 

Firstly, understand that cash flow may not entirely be in your hands. Factors like job volume, the weather, and supply availability can affect landscaping revenue. 

Still, here’s what you can do to maintain healthy cash flow: 

• Track and minimize expenses. 
• orecast revenue based on your earning potential. 
• Keep a stash of emergency funds. 
• Bill clients promptly to avoid delayed payments. 
• Optimize service pricing to maximize profitability. 
• Get your cost estimates and job quotes right. 

Clashing Job Schedules 

The more landscaping jobs you have, the better. Right? However, an influx of jobs comes with its own challenges, the chief one being scheduling. 

Spring and summer are the busiest seasons for landscapers. Everyone wants their lawns, compounds, and backyards tended to within that narrow window of time. And that creates a scheduling problem for landscapers. 

During peak seasons, you might find yourself stretched too thin. And your crew and equipment can only handle so many jobs at a time. If you’re not careful, job schedules will clash, and you’ll start missing deadlines. That’s bad for your reputation. 

Inefficient Use of Landscaping Tools and Machinery 

Landscaping tools and equipment are valuable company assets. But those power tools, lawnmowers, and land-moving machines are not cheap. So, there might not be enough of them to go around. 

However, you can compensate for scarcity with efficiency. Dispatch tools and equipment to make the most of what you have. For instance, have each asset available at a work site only when needed. 

Poor Communication 

It can be difficult to keep in touch with workers when they are out in the field. Poor communication can lead to all sorts of issues, including quality problems, confusion, and delays. 

Poor communication also impedes collaboration. Without proper communication, it’s nearly impossible for teams to work together. There should also be flawless coordination between workers, suppliers, and customers. 

Disconnect with Landscaping Customers 

In the home services industry, the customer always comes first. But it’s common for landscapers to get disconnected from their customers. It becomes harder to win new customers and keep existing customers happy. 

This happens when your brand or services don’t resonate with customers. Perhaps you’re targeting the wrong audience or relaying the wrong message. Or maybe competitors are undercutting your business. 

Too Much to Do, Not Enough Time 

We’ve all been there—tasks are piling up, but there’s not enough time to do them. 

As an entrepreneur, feeling overwhelmed can distract you from the main mission. You want to grow the business, generate more income, expand, employ more landscapers, and so on. But you can’t do all that when bogged down by mundane paperwork, tedious errands, and supervision work. 

Can a software application really help you solve these issues? 

The answer is yes! 

Landscape business management software has features that address each of these pain points. (Keep reading; we’ll get to said features in a moment.) 

Making the Switch to Landscape Business Management Software 

Implementing business management software is a big decision. This is because it changes the way you handle various business processes. Plus, getting the wrong software could make things even harder for your landscaping business. 

With that in mind, here are seven key factors you must consider when deciding to go digital: 

• The purpose of the software 
• The vendor’s credibility 
• The software’s functional features and usability 
• The software’s learning curve 
• The size and type of business the software supports 
• The cost of acquiring, implementing, and running the software 
• The software’s compatibility with your existing management systems 

Researching Landscape Business Management Software Options 

Landscape management software comes in all shapes and sizes. The options vary widely in terms of features, functions, design, look, and feel. 

While most solutions may feature more or less the same functions, it’s the packaging of these functions that sets them apart. Here’s an overview of the different types of software packages available in the market. 

Cloud-Based Software 

Cloud-based products are delivered via the Software as a Service (SaaS) model. You don’t own the software; it’s not even installed on your computer. Instead, the software is hosted online, and you pay a monthly, quarterly, or yearly subscription fee to use it.  

SaaS is arguably the most popular way to deliver digital functions. It’s convenient, cost-effective, and readily accessible. 

On-Prem Software 

This is a type of software that you install on your computer or server. It runs on a local machine. So, all the data, runtimes, and interfaces reside in-house.  

The only downside to on-prem software is that it requires a powerful computer to run. Also, it’s highly localized. 

Mobile Apps 

Mobile apps run on smartphones and tablets. They are extremely convenient for use on the go. Most of these are cloud-based apps accessible only via the internet. 

Standalone Desktop Apps 

Standalone desktop applications are quickly going out of fashion. Offline software that only works on desktop computers is seen by many as inconvenient. It might be useful, though, in some businesses or work scenarios. 

Custom-Made Software 

Custom software is designed and built specifically for your business. You pay a software developer to create a unique solution just for you.  

Unless it’s absolutely necessary, there’s no need to custom-build a landscape business management software. For one, it’s pretty expensive, although you get to own the final product. And besides, off-the-shelf solutions will work just as well, if not better. 

Research Tips 

There are so many options when it comes to landscape business management software. Where do you even start choosing a solution for your business? 

• Shop around. A simple Google search for “landscape business management software” will show you hundreds of options. Continue your search on social media and YouTube. The idea is to create a list of what appear to be the most popular solutions. Then, work down the list, researching each option at a time. 
• Ask for recommendations. Ask other contractors or landscapers what software they use. Better yet, ask industry experts to recommend the ideal software for your landscaping business. Recommendations are great, but take every suggestion with a grain of salt. Conduct your own research on the recommended vendors or products. 
• Read online software reviews. Online reviews are similar to peer recommendations. Check out review sites such as SoftwareReviews, G2, PCMag, and Capterra. There, you’ll find detailed descriptions, comparisons, and user reviews for hundreds of different software products. 
• Try out different products. Some vendors let you try their software before purchasing it. This could be through a live demo or a limited trial period. Sample different products to see which solution best meets your landscaping needs. 

Key Features to Look for in Landscape Business Management Software 

Landscaping software comes with lots of bells and whistles. And the more feature-rich a software application, the better—right? 

Well, not exactly. 

Not all businesses need the same set of features. And there’s really no point in paying for a sophisticated software solution only to use a few of its features. 

Choose a software tool with features relevant to your landscaping business. To help you out, here is a list of nine must-have features in landscape business management software. 

Project Management Tools 

A project management system organizes and tracks landscaping projects from start to finish. It also gives you real-time visibility and control over all ongoing projects. 

Landscaping projects have many moving parts. So, project management software must be multi-faceted and versatile. In a nutshell, a landscaping project management system takes care of: 

• Organizing work orders 
• Scheduling jobs and tasks on a work calendar 
• Allocating resources to the various jobs 
• Tracking job progress 
• Reporting on performance after each completed landscaping job 

Job Costing and Estimating Features 

Quoting landscaping jobs can be tricky. And no two jobs are ever exactly the same. So, you can’t have a strict service price list. 

Landscaping software helps you with pricing. The system calculates an accurate quotation based on all the price factors (costs, profit margin, risks, etc.). This ensures you never lose money on a job or overcharge clients. 

Billing, Payment, and Invoicing Functionality 

Landscape management software automatically calculates, generates, and sends customer invoices. The software even follows up on unpaid invoices. It sends email reminders or notifications urging customers to pay. 

When it comes to payments, the system has you covered too. Most applications have a dedicated customer portal. Customers can log in and make payments using a selection of options. The payment system is often a secure third-party service, such as PaySimple or Stripe, integrated into the software. 

Accounting and Financial Management Systems 

Landscaping business software simplifies financial management. 

First, it takes care of bookkeeping. Inbuilt accounting tools organize expenses and revenue into a digital ledger. That ledger then calculates profits and losses. 

Also, the software analyzes financial data and presents it as insightful charts or graphs. This allows you to monitor your financial performance and identify areas needing improvement. 

Field Service Management Tools 

Field service management software helps you manage all the resources that go into landscaping operations. These are your tools, equipment, vehicles, supplies, and crew. Naturally, field service management features include: 

• Inventory management 
• Dispatch and routing systems 
• Crew management 
• Geolocation systems 
• Field scheduling 
• Job/task board 

Live Communications Platform 

Landscape business management software provides different ways for teams to communicate. These could include a virtual workplace dashboard, live chat, or softphones.  

Enhanced communication boosts teamwork, collaboration, and productivity. 

Customer Relationship Management (CRM) Software 

A CRM system helps you connect with, monitor, and study your customers. It uses customer data to improve your understanding of customer needs and preferences. You can then use those insights to cultivate lasting and fruitful customer relationships. 

For instance, CRM insights can improve your marketing efforts and service delivery. In so doing, your landscaping brand becomes more relevant to its target market. 

Mobile App Integration 

Mobile integration is a valuable feature in landscape business management software. With a mobile app, crews and other stakeholders can stay connected even when on the go or in the field. A mobile app enables real-time updates and communications. 

Plus, using a smartphone at a work site is so much more convenient than, say, a laptop. 

Reporting 

Landscaping software collects vast amounts of information. Everything from work and crew to financial data goes through the system. The software uses that information to generate all sorts of insightful reports showing: 

• Job flow 
• Crew performance 
• Work efficiency 
• Cash flow performance and projections 
• Profitability 
• Marketing efficiency 
• Reputation ratings 

Customization and Scalability 

Besides features, another critical consideration when choosing business software is flexibility. Ask yourself these questions: 

1. Can the software be customized to meet my company’s needs? 
2. Will the software scale with the business as it grows? 
3. Is the software compatible with my existing digital infrastructure? 

Keep in mind that the software should adapt to your business, not the other way around. 

Why Customization Matters 

Every landscaping business is unique, so your digital requirements are also exceptional. Software developers know this, which is why they try to make their products as inclusive as possible. 

An off-the-shelf landscape business management is essentially a catch-all solution. The design aims to capture at least most landscaper’s needs. While developers do an excellent job of this, they should leave some room for customization. 

A flexible software tool allows the user to change various configurations. These may include functionality, performance, user interface, and security settings. Customization makes the solution more practical and relevant to your landscaping business. 

Why Scalability Matters 

Get a software solution that’s able to grow with your business. You don’t want to get new software every time your clientele, workforce, or service area grows past a certain point. 

Most vendors offer tiered packages. Each package is designed to fit a company of a particular size. As your business grows, you simply upgrade to a more accommodating subscription tier. 

The beauty of scaling this way is that you don’t lose any data. Plus, since it’s the same software, you don’t need to retrain users either. 

Why Compatibility Matters 

You may have other landscaping digital solutions. For example, you might be running a standalone field service software, virtual collaboration platform, or accounting solution. Implementing landscape management software may not necessarily mean discarding all other systems. 

Go for software that integrates with the existing hardware and software infrastructure. That way, it will be easier and cheaper to assimilate the new software into your workflows. 

User-Friendly Interface and Training 

One last thing to consider is the software’s look and feel. Well, not particularly the aesthetics, but the user interface’s (UI) ease of use. 

An intuitive, user-friendly design makes for seamless adoption. You won’t waste time or resources training workers to use the software. Also, simplicity minimizes the likelihood of human error. 

Software usability extends to the supported hardware as well. User-friendly software will run smoothly on everyday devices such as laptops, tablets, and smartphones. Such inter-compatibility makes the software versatile, portable, and accessible. 

The vendor can also make the software harder or easier to use. Check whether they provide software documentation, training materials, and helpdesk support. Without these, how will you learn to use and troubleshoot the software?