Landscaping software for installs, maintenance and change orders
Landscape jobs grow on site. YardPilot keeps them profitable with itemized estimates from your catalog, deposit invoices on approval, customer-approved change orders and real job costing from crew time.
Common problems in landscaping businesses
- Scope creep that never gets billed
- Installs priced on markup instead of margin
- No idea if a job finished over budget
- Chasing deposits by text
How YardPilot helps
Good / Better / Best proposals
Offer three option sets — say, basic mulch refresh, mulch plus shrub trimming, and full bed renovation. The customer picks one when approving.
Deposit invoices and change orders
Require a deposit on approval and invoice it once. Extra work goes on a change order the customer approves by link; the final invoice subtracts the deposit.
Profit protection on every estimate
Enter labor minutes, materials and waste per service. Each estimate shows cost, margin and the price needed for your target margin before you send it.
Estimated vs actual
Crew clock-ins and job expenses roll up into actual cost so you can see which jobs ran over and adjust future pricing.
Example: bed renovation
- Mulch install
- 6 cubic yards
- Shrub trimming
- 14 shrubs
- Planting
- 8 plants
- Deposit on approval
- 30%
Change orders for extra plants are approved by the customer and added to the job before invoicing.
Frequently asked questions
Can I charge a deposit before starting a landscaping job?
Yes. Set a deposit percentage on the estimate. It is fixed when the customer approves, invoiced once, and subtracted automatically from the final invoice.
How do change orders work?
Add the extra services to a change order on the approved proposal and send the link. Once sent it can't be edited; when the customer approves, the amount is added to the job if it hasn't been invoiced.
How much does YardPilot cost for a landscaping business?
Plans are $59/month (Starter), $129/month (Growth), $249/month (Professional) and $449/month (Business), with yearly billing available (two months free), and crew logins are included in every plan. Every plan includes estimates, scheduling, invoicing and the customer portal; plans differ by team size, monthly AI usage and advanced proposal features.
Can my crew see my costs and margins?
No. Cost profiles, service costs and profitability are visible only to owners and managers. Technicians see their assigned jobs, checklists and photos — never prices, costs or other customers.
Is my data separate from other businesses?
Yes. Every record is tied to your business and access is enforced in the database, not just the app screens. YardPilot runs automated tests that try to read and change another business's data and confirm every attempt is blocked.
Run your landscaping business on YardPilot
3-day free trial with full access · no credit card
Guides for service businesses
- What is field service management software?
- What software do lawn care companies use?
- How do landscaping companies calculate job costs?
- How do contractors calculate gross profit margin?