SK 
EN for landscaping and grounds maintenance
A grounds maintenance system that survives a week of rain
Grounds maintenance runs on a rhythm the weather sets. A system that assumes you mow every second Tuesday gets abandoned after the first rainy week.
A custom system for a grounds maintenance company starts at €1,400 and the first version is usually ready within a week. It tracks sites with a contracted maintenance frequency, plans crew dispatch with the option to reschedule for weather, records hours worked on site, and builds the monthly invoice from all of it.
What costs a company like this time and money
The mowing schedule lives in the owner's head
When he is sick or on holiday, the company spends half a week guessing where it was supposed to be.
Rain throws off the whole week
Moving one mowing job means moving five. Without a plan, one site gets forgotten entirely.
The client claims the mowing never happened
With no record and no photo, the dispute ends by backing down and the month goes uninvoiced.
One-off jobs never make it onto the invoice
Pruning a tree or hauling away branches beyond the contract gets done, then forgotten when the invoice is written.
What a system like this includes
Sites with a contracted frequency and scope, meaning what gets done, how often and for how much. The schedule is generated from that, so you are not rebuilding it from scratch every month.
A crew dispatch plan that accounts for rescheduling. When it rains all week, you shift the whole block and immediately see what that does to the rest of the month, instead of working it out in your head.
A record of completed work with a photo from the site. In a dispute with a property manager or a residents' association, a time-stamped photo is the one thing that settles it, and it takes a single tap.
One-off jobs beyond the contract as separate line items that attach to the monthly invoice. These are exactly the ones that get lost, and they carry the highest margin.
A seasonal overview, meaning how many mowings are left until the end of the season and whether your capacity can even reach them. That is something you need to know in June, not September.
- Contract for a site Scope, frequency and a rate per period.
- Plan and crew dispatch A date can be moved when it rains, without the site getting lost.
- Record and photo Proof the work was done, straight from the site.
- Monthly invoice The contracted part plus one-off jobs that would otherwise be forgotten.
What stands behind it
I have not yet built for a grounds maintenance company. The closest is Kotle CRM, with site records, recurring dates and invoicing, which covers a substantial part. What is different is crew planning that has to be movable by the weather, and that is the biggest piece of work ahead of us.
The closest finished system is a CRM for a service company, running site records, field work, reminders for recurring tasks and invoicing with a payment QR code.
It came from replacing a single spreadsheet that only one person understood, and the first working version took 3 hours. The situation with the plan living in the owner's head is exactly the same, only it is lawns instead of boilers.
Frequent questions
We also do garden installations, not just maintenance. Does that fit?
Yes. An installation is a job with a budget and phases, maintenance is a recurring contract. Most companies do both, and it makes sense to keep it in one system, because the client is often the same.
We maintain greenery for apartment buildings. Can we document the work for the property manager?
Yes, and it is one of the main reasons this pays off. A time-stamped photo and a list of tasks for the month is an attachment that ends most discussions before they start.
Our people do not have company phones.
The record can be made from a single phone for the whole crew, usually by the lead. Not everyone needs to have the app.
How much does it cost?
From €1,400, with no per-user fee, which with seasonal temporary workers is the main difference compared to off-the-shelf programs.
How many sites dropped off your plan this month?
Tell me how many sites you maintain and how you plan the mowing. The mowing plan is set a week ahead, and on Monday morning nobody debates where the crew is going. The first call is free.
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