Learn how lawn care and landscaping companies can capture leads, send proposals, schedule crews, manage recurring work, invoice customers, and request reviews with DunaHub.

CRM for Lawn Care and Landscaping Companies: Manage Leads, Estimates, Crews, and Recurring Jobs With DunaHub

Running a lawn care or landscaping company requires much more than completing outdoor work.

The business also needs to manage:

new estimate requests;
customer addresses;
property photos;
site visits;
measurements;
proposals;
materials;
crews;
service dates;
recurring maintenance;
invoices;
customer follow-up;
Google reviews.

When this information is spread across text messages, spreadsheets, paper calendars, email threads, and personal phones, leads are easily forgotten and crews arrive without the full job scope.

One homeowner sends photos of an overgrown yard. Another asks for weekly mowing. A property manager requests a commercial walkthrough. A landscaping proposal is delivered, but nobody follows up. Meanwhile, the crew receives only an address and a short text message with no clear description of the approved work.

DunaHub helps lawn care and landscaping companies connect the customer journey in one workflow:

New lead → Qualification → Site visit → Proposal → Approval → Scheduled job → Service completed → Invoice → Review → Future maintenance

The platform combines a visual CRM pipeline, customer communication, public forms, proposals, job scheduling, invoicing, customer portals, automated follow-up, and Google review requests.

Why do lawn care and landscaping companies need a CRM?

Landscaping businesses serve several types of customers, including:

homeowners;
property managers;
homeowners associations;
apartment communities;
retail properties;
offices;
restaurants;
hotels;
builders;
commercial facilities.

The services may also vary significantly:

lawn mowing;
edging;
trimming;
seasonal cleanup;
leaf removal;
shrub pruning;
garden maintenance;
mulching;
planting;
sod installation;
landscape renovation;
landscape design;
irrigation-related visits;
recurring commercial maintenance.

Each request may require different information, materials, timelines, and team members.

A CRM pipeline for service businesses helps answer questions such as:

Who requested an estimate today?
Which leads still need a response?
Who needs to send the property address?
Which customers are waiting for a site visit?
Which proposals have been sent?
Which estimates need follow-up?
Who approved the work?
Which projects need to be scheduled?
Which crew is responsible?
Which customers receive recurring service?
Which completed jobs still need an invoice?
Who should receive a review request?

Without one system, the owner may need to search through several conversations or ask employees individually.

What is the difference between a lead, proposal, and job?

Each item represents a different part of the customer journey.

Lead

A lead is a person or company that has requested information but has not yet confirmed the work.

The lead record may include:

customer name;
phone number;
email;
service address;
requested service;
lead source;
notes;
current pipeline stage.

Proposal

The proposal explains the commercial scope.

It may include:

services;
descriptions;
quantities;
prices;
terms;
exclusions;
customer approval.

Job

A job represents work that has been scheduled or assigned.

It may include:

customer;
property address;
date;
time;
service type;
value;
assigned technician or crew member;
operational notes;
current status.

The connected workflow is:

CRM lead → Proposal → Customer approval → Scheduled job

This prevents employees from entering the same customer and service information repeatedly in different systems.

How should a landscaping sales pipeline be organized?

The pipeline should match the way the company actually sells.

A useful starting structure is:

New Lead;
Contacted;
Property Details Needed;
Site Visit Scheduled;
Proposal in Progress;
Proposal Sent;
Follow-Up;
Approved;
Project Scheduled;
Lost.

New Lead

The customer has just contacted the company through:

phone;
text;
website form;
webchat;
email;
Google;
referral;
social media;
advertising.

Contacted

The team has sent the first response and begun qualifying the request.

Property Details Needed

The company still needs information such as:

service address;
photographs;
approximate property size;
requested work;
desired frequency;
target completion date.

Site Visit Scheduled

An employee needs to inspect the property before preparing the estimate.

Proposal in Progress

The site information has been collected and the team is preparing the scope and pricing.

Proposal Sent

The customer has received the estimate.

Follow-Up

The proposal remains open and needs another contact.

Approved

The customer has agreed to move forward.

Project Scheduled

The date, time, and responsible employee have been assigned.

Lost

The customer declined, hired another company, postponed the project, or was outside the service area.

The DunaHub visual pipeline allows the company to rename, reorder, and recolor stages to match its own process.

How should a lawn care maintenance pipeline be organized?

Recurring lawn care often has a shorter sales process.

A practical pipeline may include:

New Inquiry;
Property Information Needed;
Quote Sent;
Follow-Up;
Approved;
First Service Scheduled;
Active Maintenance Customer;
Paused or Cancelled;
Lost.

This structure separates new sales opportunities from customers already receiving regular service.

It also helps the team distinguish between:

a homeowner considering service;
a customer waiting for the first visit;
an active maintenance account;
a customer who temporarily paused;
a cancelled account.

What information should be collected from a landscaping lead?

The first conversation should collect enough information to determine the next step.

Useful details include:

customer name;
phone number;
email;
property address;
city or ZIP code;
residential or commercial property;
requested service;
approximate area;
photos;
preferred timeline;
desired maintenance frequency;
access limitations;
whether a site visit is required;
how the customer found the company.

A simple first response could say:

Thank you for contacting us. Please send the property address, a short description of the work you need, and a few photos of the area.

Avoid turning the first message into a long questionnaire.

Start with the information needed to determine:

whether the property is inside the service area;
whether the company provides the requested service;
whether remote estimating is possible;
whether a site visit is necessary.

How should property photos be used?

Photos can help the company understand:

approximate size;
current condition;
vegetation density;
access;
cleanup requirements;
possible material needs;
obstacles.

Ask customers to provide:

a wide view of the property;
close photos of problem areas;
access points;
multiple angles;
areas that should be included or excluded.

Do not prepare a complex landscaping estimate from one unclear close-up photo.

Some projects still require:

measurements;
soil evaluation;
drainage review;
slope inspection;
access assessment;
material calculations;
an in-person walkthrough.

Photos may remain in the customer conversation or another approved file-storage process. The main scope and decisions should be summarized in the lead record and proposal.

How can website forms capture landscaping leads?

DunaHub Public Forms can be embedded on a website or shared through a direct link.

A lawn care form may request:

name;
phone;
email;
service address;
property type;
requested service;
maintenance frequency;
message.

A landscaping-project form may also ask for:

approximate project area;
target completion date;
type of project;
whether the customer wants a site visit;
general budget range, when appropriate.

When the visitor submits the form, a lead enters the CRM pipeline.

This removes the need to copy information manually from an email notification into a spreadsheet.

How does the DunaHub website help landscapers?

The DunaHub Auto Website can display:

company name;
logo;
contact information;
service descriptions;
Google rating and reviews;
lead form;
booking link;
WhatsApp button, when configured.

A lawn care or landscaping business can list services such as:

lawn mowing;
garden maintenance;
shrub trimming;
spring and fall cleanup;
mulching;
planting;
sod installation;
residential landscaping;
commercial landscape maintenance.

Avoid vague descriptions such as:

We provide quality landscaping solutions.

Use specific language:

We provide residential and commercial lawn care, seasonal cleanup, shrub trimming, mulching, and landscape maintenance throughout the Tampa area.

Visitors should understand:

what the company does;
where it works;
how to request an estimate;
what happens next.

How can the Unified Inbox improve customer communication?

Landscaping customers may contact the company through:

SMS;
email;
WhatsApp;
website chat;
phone calls.

The DunaHub Unified Inbox helps supported conversations stay connected to the same customer record.

This can prevent situations where:

two employees send different answers;
no one assumes responsibility;
customers must repeat information;
project decisions remain on a personal phone;
the owner forwards messages manually between employees.

Before responding, the employee should review the previous conversation and confirm:

what the customer requested;
which information has already been provided;
whether a proposal exists;
what the next action should be.

What message templates can landscaping businesses use?

Initial response

Hi {{lead.name}}, thank you for contacting us. Please send the property address, the service you need, and a few photos of the area.

Site-visit scheduling

We can schedule a property visit to review the project and prepare a detailed proposal. These are our next available times: [options].

Proposal delivery

Hi {{lead.name}}, your landscaping proposal is ready. You can review the services, pricing, and terms here: [link].

Proposal follow-up

Hi {{lead.name}}, were you able to review the proposal? We can answer questions about the scope, materials, pricing, or scheduling.

Job confirmation

Your landscaping service is scheduled for {{date}} at {{time}}. Please let us know if there are any access updates before the appointment.

Maintenance reactivation

Hi {{lead.name}}, it has been a while since the last property service. Would you like us to review availability for the next maintenance visit?

Review request

Thank you for choosing our landscaping team. We would appreciate your honest feedback about the service: [review link]

Templates should improve consistency without making every conversation sound identical.

When is a site visit necessary?

A site visit may be required when pricing depends on:

exact area;
slope;
soil condition;
drainage;
irrigation;
vegetation density;
material access;
debris removal;
equipment access;
project complexity.

During the visit, record objective information such as:

included areas;
measurements;
current condition;
access instructions;
customer priorities;
known limitations;
requested timeline;
required materials;
next step.

After the walkthrough, move the lead to Proposal in Progress.

Do not leave the opportunity in a generic stage with no clear action.

How should landscaping proposals be structured?

DunaHub Visual Proposals allow contractors to organize services, quantities, descriptions, and pricing.

Instead of sending:

Complete landscaping project — $8,000

break the project into understandable line items.

Item	Description
Site preparation	Cleanup, grading, and preparation of approved areas
Sod installation	Material and installation for the listed square footage
Garden beds	Preparation and finishing of designated beds
Planting	Plants and quantities described in the proposal
Mulch or stone	Material and installation for approved areas
Final cleanup	Removal of service-related debris

The proposal can also explain:

materials included;
materials excluded;
customer responsibilities;
water-access requirements;
estimated schedule;
weather limitations;
proposal expiration;
payment terms;
maintenance recommendations.

Clear scope reduces disagreements after the project begins.

DunaHub proposals currently support text and line items. Photos and document attachments should use the company’s approved supplemental process.

How do approved proposals become jobs?

After the customer approves, the proposal can be converted into a DunaHub Job.

The job can contain:

customer;
property address;
date;
time;
service type;
job value;
assigned technician;
operational notes;
current status.

Example:

Customer: Greenview Property Management Service: Shrub pruning, bed cleanup, and mulch installation Address: 1250 Lake Avenue Date: July 9 Time: 8:00 AM Assigned to: Carlos Notes: Enter through the rear service gate. Remove all generated debris.

This gives the field team more useful information than a message saying:

Greenview, Thursday at 8.

The approved scope should remain available to the people responsible for completing the work.

How should crews be assigned?

Each job can be assigned to a specific user.

The company may distribute jobs according to:

service area;
employee specialty;
equipment requirements;
project size;
availability;
previous customer relationship.

For a larger project, the assigned person may represent the crew leader responsible for coordinating the rest of the team.

The company should establish internal rules for:

who creates the job;
who assigns the work;
who updates status;
who approves scope changes;
who confirms completion;
who creates the invoice.

DunaHub works in a responsive mobile browser, allowing authorized users to review jobs and update statuses from a phone.

It should not be presented as GPS tracking, fleet monitoring, or advanced route-optimization software.

Which job statuses are available?

The documented job workflow includes:

Scheduled;
On the way;
In progress;
Completed;
Cancelled.

Scheduled

The service has a confirmed date and responsible employee.

On the way

The technician or crew is traveling to the property.

Changing the status can send an automatic SMS using one credit.

In progress

The team has started the work.

Completed

The job has been finished.

This status can also begin the automated Google review process when enabled.

Cancelled

The scheduled service will not proceed.

Consistent status updates allow the office to understand what is happening without calling every crew.

How does the “On my way” SMS help?

A landscaping customer may need to:

unlock a gate;
move a vehicle;
secure pets;
inform the property manager;
provide water access;
open a storage area;
meet the crew.

When the job moves to On the way, DunaHub can notify the customer.

A simple message could say:

Our landscaping team is on the way to the service address.

Do not promise an exact arrival time unless the company can reliably meet it.

Weather, traffic, and earlier jobs may affect the schedule.

How should recurring lawn care be managed?

Recurring services may include:

weekly mowing;
biweekly mowing;
monthly garden maintenance;
seasonal cleanup;
recurring commercial property care;
HOA maintenance;
scheduled pruning.

DunaHub can keep the following connected to the customer:

property address;
previous proposals;
job history;
invoices;
communication;
service frequency;
operational notes.

The company can create and schedule the required jobs according to its service calendar.

Do not promise advanced automatic recurrence unless the workflow has been configured and tested. Larger route-based operations may need a complementary tool for recurring route generation and optimization.

A pipeline stage such as Active Maintenance Customer can separate recurring accounts from new sales opportunities.

How can follow-up increase proposal approval?

Landscaping proposals are not always approved immediately.

Customers may need to:

compare contractors;
discuss the project with a spouse;
request HOA approval;
adjust their budget;
decide which options to include;
coordinate with another project.

Without follow-up, a valuable proposal can remain forgotten.

DunaHub Stage Automations can trigger messages when a lead enters a selected stage.

Example:

Stage: Proposal Sent Delay: Three days

Hi {{lead.name}}, were you able to review the landscaping proposal? We can answer questions about the services, materials, pricing, or schedule.

Starter supports basic stage automation. Pro supports multi-step drip sequences.

When the customer approves, declines, or requests a later contact, move the lead to the appropriate stage so the previous sequence stops.

How should weather-related changes be handled?

Outdoor work can be affected by:

rain;
storms;
high winds;
saturated soil;
extreme heat;
unsafe conditions;
blocked access.

Create a consistent rescheduling process:

Identify affected jobs;
Notify the customer;
Suggest a new date;
Update the calendar;
Confirm employee availability;
Record the change.

A message could say:

Due to the current weather conditions, we need to reschedule tomorrow’s service. Our next available date is [date]. Please let us know if that works for you.

Do not cancel without giving the customer a clear next step.

How should invoices be sent?

After the work is completed, the company can create a DunaHub Invoice.

An invoice can contain:

customer;
invoice number;
service line items;
quantities;
prices;
total;
payment status.

A practical billing process is:

Crew completes the job;
Responsible employee updates the status;
Office verifies the final scope;
Invoice is created;
Customer receives the link;
Payment status is tracked.

The invoice should match the approved work.

When the customer requests additional work, the company should document the scope and price change before billing whenever possible.

Eligible U.S. Pro organizations can connect Stripe for card and ACH payments. DunaHub’s platform fee and Stripe processing fees apply.

DunaHub invoices do not replace accounting, tax, payroll, or regulatory requirements.

How can the Customer Portal help commercial accounts?

The DunaHub Customer Portal provides a private link where customers can view supported records such as:

proposals;
invoices;
payments;
service history.

This can be useful for:

property managers;
homeowners associations;
commercial customers;
recurring maintenance accounts;
customers with several proposals or invoices.

The customer does not need to install an application or create a traditional account.

Treat the portal link as private and send it only to authorized contacts.

How can landscapers collect more Google reviews?

Landscaping and lawn care are highly visual services.

Customers can often see a clear difference immediately after the work.

The DunaHub Google Review Engine can send a review request 30 minutes after a job is marked Completed.

Depending on the available contact information and connected channels, the request may be sent by:

WhatsApp;
email;
SMS.

WhatsApp and email requests are unlimited. SMS uses one credit.

A review message could say:

Hi {{lead.name}}, thank you for choosing our landscaping team. We would appreciate your honest feedback about the service: [review link]

The company should:

use the correct Google review URL;
request honest feedback;
ask customers consistently;
avoid incentives;
avoid fake reviews;
avoid review gating;
respond professionally.

DunaHub also generates a review page and QR code that can be placed on:

invoices;
vehicles;
business cards;
yard signs;
printed materials.

How should before-and-after photos be used?

Landscaping work creates strong visual marketing material.

Before-and-after photos may support:

the company website;
Google Business Profile;
Instagram;
Facebook;
proposals;
advertising;
portfolio pages.

Before publishing:

obtain permission when appropriate;
avoid showing people without consent;
remove visible house numbers when necessary;
hide vehicle license plates;
avoid exposing access information;
confirm that the images accurately represent the completed work.

DunaHub organizes the customer and commercial history. The business may use a separate approved process for storing and managing project photos.

How can the Growth Package generate landscaping leads?

Companies that want more estimate requests can consider the DunaHub Growth Package.

The service can combine:

managed Google Ads;
managed Facebook Ads;
a landing page or website;
CRM configuration;
campaign optimization;
performance reporting;
growth support.

Leads generated through the campaign can enter the pipeline directly.

The connected workflow becomes:

Ad → Landing page → Lead → Site visit → Proposal → Scheduled project

Before increasing advertising, the company should be prepared to:

respond quickly;
qualify service areas;
schedule site visits;
prepare proposals;
follow up;
complete the work;
track results.

Advertising does not repair a disorganized sales process. It increases the number of opportunities entering that process.

Example: residential lawn care customer

A homeowner finds the company through Google.

The homeowner opens the website;
Completes the service form;
A lead enters the pipeline;
The office requests the address and property details;
A quote is prepared;
The customer approves;
The proposal becomes a job;
An employee is assigned;
The customer receives the On my way text;
The service is completed;
An invoice is sent;
A review request follows.

The full history remains connected to one customer record.

Example: landscape renovation project

A homeowner wants to redesign part of the yard.

The lead enters the pipeline;
A site visit is scheduled;
The area is measured and evaluated;
A proposal is prepared with separate line items;
The customer requests a revision;
The updated proposal is approved;
The project is converted into scheduled work;
The crew receives the approved scope;
The work is completed;
Billing follows the approved terms;
A review request is sent.

Example: commercial maintenance account

A property manager requests monthly landscaping service.

The inquiry enters the commercial pipeline;
The property is qualified;
A walkthrough is scheduled;
The proposal defines areas, frequency, and responsibilities;
The customer approves;
Maintenance jobs are organized;
Employees update each visit;
Invoices remain connected to the account;
The customer reviews records through the portal;
Renewal is tracked in the CRM.

Example: proposal without a response

A homeowner receives a proposal but does not answer.

The lead remains in Proposal Sent;
A follow-up is sent after three days;
The customer says HOA approval is pending;
The employee records the update;
A future follow-up date is defined;
The customer later approves;
The proposal becomes a scheduled job.

Without the CRM, the opportunity might remain forgotten inside a text-message thread.

How should DunaHub be configured for a landscaping company?

1. Add the company information

Include:

company name;
phone;
email;
address;
logo;
brand colors;
service areas.

2. Add the services

Examples include:

lawn mowing;
trimming;
garden maintenance;
seasonal cleanup;
sod installation;
mulching;
landscape consultation;
commercial maintenance.

3. Customize the pipeline

Begin with a simple process and add stages only when needed.

4. Connect communication channels

Configure the channels the company actually monitors.

5. Create the lead form

Request the address, service type, and basic project information.

6. Prepare proposal line items

Create consistent descriptions for frequently sold services.

7. Invite the team

Use individual accounts rather than shared logins.

8. Define job responsibilities

Document who creates, assigns, updates, and completes jobs.

9. Configure Google Reviews

Add the correct review link and test the workflow.

10. Test the complete process

Simulate:

new lead;
qualification;
proposal;
approval;
job;
completion;
invoice;
review request.

How much does DunaHub cost?

DunaHub Plans and Pricing use flat-rate company pricing.

Plan	Monthly price	Best fit
Free	$0	Owner-operators starting to organize leads and jobs
Starter	$9.90	Small teams needing unlimited daily operations
Pro	$49	Growing companies needing unlimited users and advanced automation

Free

The Free plan currently includes:

up to 50 total leads;
3 users;
10 jobs per month;
10 proposals per month without e-signature;
10 invoices per month;
10 online bookings per month;
10 active portal customers;
1 public form;
visual pipeline;
auto-generated website;
Google Review Engine.

Starter

Starter includes:

unlimited leads;
unlimited jobs;
unlimited proposals;
unlimited invoices;
unlimited bookings;
unlimited portal customers;
up to 5 users;
5 public forms;
proposal e-signatures;
email integration;
basic stage automations.

Pro

Pro includes:

unlimited users;
unlimited forms;
multi-step drip automations;
Stripe Connect for eligible U.S. organizations;
the unlimited operational features available in Starter.

The company is not charged another subscription fee for each employee within the plan’s user limit.

What does DunaHub not replace?

DunaHub should not be presented as a replacement for:

landscape design software;
CAD or 3D modeling;
agronomic calculations;
advanced irrigation design;
detailed material inventory;
payroll;
GPS fleet tracking;
automatic route optimization;
equipment-maintenance systems;
complex construction project management;
tax accounting;
permit-management systems.

It can work alongside specialized software by organizing leads, customer communication, proposals, service appointments, invoices, and follow-up.

Common mistakes landscaping companies should avoid

Quoting without enough property information

Request photos, measurements, or a site visit.

Sending vague proposals

Explain the included areas, services, materials, and exclusions.

Forgetting proposal follow-up

Every open estimate needs a next action.

Scheduling without the complete address

Confirm the property, access instructions, and contact person.

Sending crews without the approved scope

The job record should clearly explain what was sold.

Promising dates without considering weather

Outdoor work requires scheduling flexibility.

Failing to update job status

The office needs visibility into field operations.

Mixing recurring customers with new leads

Use clear stages or filters.

Failing to document scope changes

Additional work may affect the schedule and price.

Delaying invoicing

Create the invoice promptly or according to the contract.

Forgetting review requests

Make feedback collection part of the completion process.

Keeping customer details on personal phones

Preserve the business relationship in a shared company system.

Landscaping CRM implementation checklist

Summary: how does DunaHub help landscaping and lawn care companies?

DunaHub connects sales, customer communication, and field-service operations.

Landscaping companies can use the platform to:

capture leads;
organize estimate requests;
collect property information;
schedule site visits;
send professional proposals;
automate follow-up;
convert approvals into jobs;
assign field employees;
track job status;
notify customers when the crew is on the way;
create invoices;
organize recurring maintenance;
request Google reviews;
publish a business website;
manage advertising leads.

The complete workflow can be:

Customer requests an estimate → Team collects information → Site visit occurs → Proposal is sent → Customer approves → Work is scheduled → Crew completes the job → Invoice is sent → Review is requested

Instead of managing each stage through a different spreadsheet, phone, and calendar, the business maintains one connected history for each customer.

Frequently Asked Questions

Is DunaHub suitable for landscaping companies?

Yes. It can organize leads, site visits, proposals, crews, jobs, invoices, reviews, and recurring maintenance customers.

Is DunaHub suitable for lawn care businesses?

Yes. Lawn care companies can manage estimate requests, recurring customers, scheduled jobs, invoices, and customer follow-up.

Can I customize the sales pipeline?

Yes. Pipeline stages can be renamed, reordered, and recolored.

Can website requests enter the CRM automatically?

Yes. Public forms and the auto-generated website can create leads directly in the pipeline.

Can I connect customer messages?

Yes. Supported channels can be managed through the Unified Inbox.

Can I schedule site visits?

Yes. A site visit can be created as a job with a date, time, address, and responsible employee.

Can I send landscaping proposals?

Yes. Proposals can include services, descriptions, quantities, prices, and terms.

Can customers approve proposals online?

Starter and Pro include lightweight electronic approval and signature.

Can an approved proposal become a job?

Yes. This avoids entering the same information again.

Can jobs be assigned to employees?

Yes. Each job can be assigned to a user responsible for the work.

Does DunaHub include an On my way message?

Yes. Changing a job to On the way can send an SMS using one credit.

Can recurring lawn care be organized?

Yes. Customer history and future jobs can be managed in DunaHub. Advanced automatic route generation may require another tool.

Does DunaHub include GPS tracking?

No. It should not be presented as a GPS fleet-tracking or advanced route-optimization platform.

Can I create invoices?

Yes. Invoices remain connected to the customer, but they do not replace accounting or tax systems.

Can DunaHub request Google reviews?

Yes. When enabled, the Review Engine sends a request 30 minutes after job completion.

Is a website included?

Yes. The auto-generated website is available across DunaHub plans.

Does DunaHub offer managed advertising?

The Growth Package combines managed advertising, a landing page or website, CRM configuration, and reporting as an additional service.

Is there a free plan?

Yes. Free includes up to 50 leads, three users, and ten jobs per month.

Does DunaHub charge per employee?

No. Pricing is flat per company within the user allowance of the selected plan.

Organize every landscaping project from estimate to maintenance

Your company should not have to manage customers, proposals, property addresses, crews, and invoices through separate spreadsheets and message threads.

Create your free DunaHub account, customize your landscaping pipeline, and manage every opportunity from the first estimate request to the completed job.