Free resource

Landscaper hours-back checklist

For UK landscapers who want client follow-up, quote chasing and payment reminders to happen consistently without turning the business into an office job.

Work through the sections when reviewing your spreadsheet, inbox, accounting software and diary. The aim is to get routine admin out of your head while keeping personal judgement for clients and jobs that need it.

Past client reactivation before spring

Give previous clients a timely nudge before the spring rush, without spending evenings scrolling through old jobs.

  • List the clients you worked for last year, including the job type, last job date, postcode area and the best way to contact them.
  • Write a short message that reminds them what you worked on, says when you are taking spring bookings, and offers first refusal on a slot.
  • Send the first message in January or February, then mark any replies, no-replies and booked visits in the same client list.

Contact rules based on last job date

Use the date of the last job to decide when a client should hear from you again.

  • Group clients by likely repeat need: annual tidy-ups, planting work, lawn care, patios, fencing, drainage, design and build projects.
  • Set a simple reminder window for each group, such as 9 to 10 months after a spring garden tidy or 6 months after planting work.
  • Check the message before it sends if the last job had snagging, a complaint, or anything that needs a personal call first.

Landscaping quote follow-up

Keep project quotes moving while the client is still thinking about the work.

  • Record the date each quote was sent, the project type, quoted amount, likely start month and the next follow-up date.
  • Send a polite 24-hour check-in to confirm the quote arrived and ask whether they have any questions.
  • Follow up again after 5 and 10 days, then stop the reminders as soon as the client replies, books a visit, accepts or says no.

Project deposits and start dates

Make sure agreed jobs are properly booked in before you order materials or hold space in the diary.

  • Write down the deposit amount, due date, payment link or bank details, planned start window and any materials that depend on payment.
  • Send a reminder 3 days before the deposit is due, then another on the day if it has not arrived.
  • Once paid, send a short confirmation with the agreed start window, what happens next and anything the client needs to prepare.

Final invoices and overdue payment

Keep invoice chasing calm, consistent and separate from the next day on site.

  • Check that each final invoice includes the job address, payment terms, payment details and any agreed extras or variations.
  • Send a friendly reminder 7 days after the due date if unpaid, then another at 14 days with the invoice attached again.
  • Keep a manual review step for disputes, snagging issues or part-payments, so reminders do not make a tricky job worse.

Client list from a spreadsheet

A tidy spreadsheet is enough to start, as long as the right details are kept in one place.

  • Create one row per client with name, address, email, phone number, job type, last job date, quote status, invoice status and contact preference.
  • Add simple status options such as due to contact, contacted, replied, booked, quoted, deposit due, invoice due and do not contact.
  • Review the list once a week during busy months, so the next useful follow-up is clear before you leave site or start quoting.

Want a hand setting it up

We can wire this up around the way your jobs already run

On a free 20-minute fit call we will look at your client list, quotes, deposits, invoice chasing and diary, then tell you which of the steps above is worth automating first.

Book a free fit call