Landscaping

Mowing, beds, and irrigation. Priced on the acres you own.

Three landscaping proposals written against three different acreage numbers cannot be compared. Publish your common-area acres here once and every vendor prices the same scope. The mapped acreage is an estimate to scope from: an upper limit, not a survey.

See how proposals work See the dashboard

6 common areas, each on its own schedule
34 visits on the accepted year
10.9 ac on the example contract below

Satellite view of one residential community: rows of townhomes and houses on curving streets, with a pool and clubhouse at the center and a pond at one edge.

43.5AC

upper limit · streets out

Common area — the estimate basis
Private home lots
Streets
Ponds & parking, cut out
Outside the community
Community boundary
Amenities already on the map

The green is an upper limit, never a measurement. Where the whole lot can come out instead of the roof, the figure drops again. Nobody prices off this alone. A company walks it.

Common areas

See every area, how often it is cut, and what is late.

The acreage the map arrives at is the acreage the contract is written on. It is an upper limit, not a survey.

HOAcrew · My Community

Example data

Willow Creek HOA

1284 Willow Creek Dr

Services · Landscaping

Common area on contract

10.9ac

Areas on schedule

5 of 6

Visits a year, accepted

Areas overdue

Common areas, and what each is on

Open the wing

Area

Frequency

Acres

Last visit

Front entrance & monument
Weekly · 1.6 ac
Weekly
1.6
2 days ago
Boulevard medians
Weekly · 2.4 ac
Weekly
2.4
2 days ago
Pond perimeter & path
Weekly · 2.8 ac
Weekly
2.8
3 days ago
Pool lawn
Weekly · 1.2 ac
Weekly
1.2
3 days ago
Playground & open turf
Every two weeks · 1.5 ac
Every two weeks
1.5
4 days past schedule
Perimeter strips & fence line
Every two weeks · 1.4 ac
Every two weeks
1.4
5 days ago

6 common areas on the contract

10.9acres, an upper limit drawn on your map

Your landscaping company invoices against this record, at the price in the proposal your board signed. Sales tax and payment processing are their own line items. Six companies, six invoices. You pay each one. They are all collected here, on the same terms, so nothing has to be chased through email.

Last visit — mow and edge

2 days ago, 7:40 AM

Acreage serviced: 10.9 ac
Mow height: 3.5 in
Irrigation zones checked: 12
Debris bags removed: 9

Areas mowed: Front entrance & monument · Boulevard medians · Pond perimeter & path · Pool lawn

Acreage serviced and areas mowed are both required to close a landscaping visit, so the 10.9 acres on this record sit beside the 10.9 acres the contract was written on and either match or do not.

Service schedule

A July cut and a December cleanup are different work.

Grounds care is the one service whose frequency moves with the calendar. Write the scope as a whole year and vendors price the whole year.

A year on an accepted schedule

e.g.

112444444321

JanFebMarAprMayJunJulAugSepOctNovDec

DormantGrowing seasonDormant

Marmulch refresh
Mayseasonal color change
Novleaf haul-off

Example schedule. Your community sets how often. Through peak growth a vendor can propose a tighter schedule. Its price is in front of you before you agree.

Peak growth

Jul

4visits

Weekly cut at mowing height. Irrigation zones walked.

Dormant

Dec

1visit

One cleanup. The grass has stopped.

The whole year

Jan–Dec

34visits

Plus mulch in March, seasonal color in May and leaf haul-off in November.

Every visit covers the same 10.9 acres of common area — this example community’s published figure, an upper limit a walkthrough can bring down. The map at the top of this page produces that one figure for your own community. Publish it alongside the year, once, and every landscaping company is pricing the same document, which is what makes the proposals you get back comparable line for line.

The three seasonal jobs

March · mulch refreshBeds topped up before the growing season starts.
May · seasonal colorAnnuals changed out in the entrance and median beds.
November · leaf haul-offLeaves cleared off the common turf and the curb line.

Service reports

See what the technicians record to close out a visit.

Acreage serviced and areas mowed are both mandatory. A technician cannot close the visit without them, or without a photo.

HOAcrew · Vendor dashboard

Example data

Active jobs

Completed this month

Compliance

Active

Dispatch Board

Open board

Pending1

Landscaping — bed refreshCedar Hollow

Dispatched1

Lawn mow & edge — common areasWillow Creek HOA

In Progress2

Landscaping — common areasStonebridge Ranch HOAIrrigation zone checkLakeside Commons

Completed2Awaiting community approval

Turf treatment — spring pre-emergentWillow Creek HOATree & shrub trim — entranceCedar Hollow

You work one trade, so the board carries no service filters — every card here is your work. A community and its landscaper agree the schedule between them, and it lands on the community calendar.

This visit’s report

Acreage servicedRequired
Areas mowedRequired
Mow heightOptional
Irrigation zones checkedOptional
Debris bags removedOptional

Acreage is checked against the netted common-area acreage the contract was priced on — a mow with no coverage recorded cannot be checked against anything.

Closing this visit

1Check in on site
2Photo of the finished work
3Record the readings
4Check out

Arrival and departure are stamped on the board, so a completed visit records who was standing on the ground and the time they were there.

Compliance

General liability COIVerified
Workers compensationVerified
Business licenseUnder review
W-9 formVerified

Insurance is checked the day you propose — current documents keep you eligible.

You send your own invoice, under your own name and numbering, on the same terms as everyone else. The community sees it on one screen with every other invoice, and pays your company using the payment details it prints, and the payment is recorded against it there.

The three closeout photos

TurfThe acreage serviced and the mow height go on the same report.
BedsThe technician confirms on the report that the beds were weeded.
IrrigationZones walked and confirmed firing are counted on every visit.

Your scope

Four numbers every proposal has to answer.

Each landscaping vendor sets its own price. These are the figures it prices against, and the ones you check the finished work against later.

69 acres inside the mapped boundary, split four waysWidths are the same figures the map above subtracts.

Common area — the estimate basis43.5 ac
Private home lots15.4 ac
Streets8.4 ac
Ponds & parking1.7 ac

The green is an upper limit. What comes out of it here is the roof. Where the whole lot can come out, the green gets smaller.

Common area on the map above, an upper limit: 43.5acres; An estimate to scope from, not a survey.
Mow height, normal range: 2.5–4in; Cutting below this scalps the turf, which is the complaint boards field most.
Fields required to close a mow: 2; The technician enters the acreage serviced and lists the areas mowed, one per line.
Visits on the example year: 34

Writing the scope

Write the scope once and every vendor prices the same work.

Proposals come back comparable line for line, each answering the same document you published.

Mow-and-edge and full service are different scopes.

Mowing, edging, and blowing across the common areas. Or that plus beds, seasonal color, mulch, pruning, and tree work. Whichever you write is what every vendor prices.

Irrigation is two different jobs.

A monthly zone walk belongs in the maintenance scope. A valve rebuild does not. Say which you mean, and the zones confirmed firing are counted on every visit.

A system overhaul is its own proposal.

It comes back priced under its own number, and your board approves it before anyone digs.

Publish a landscaping scope

Multiple phases

Put every phase under one scope.

Phase one was mowed by whoever the developer left behind, phase three by whoever answered the phone in 2019. Publish one scope over all of it and the difference becomes a number.

Area by area