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Landscaping CRM
Landscaping runs on two lists. The people calling you this week, and the people who paid you last year. Most operators work the first one and forget the second.
A landscaping CRM keeps both in one place and does the contacting for you. This page covers the spring rush, recurring maintenance against design and build work, winter reactivation, reviews, and what it costs. For the wider comparison, start at CRM for contractors.
Handling the Spring Rush Without Losing Half of It
Six weeks a year decide your season. The first warm weekend produces more enquiries than the previous three months combined, and you are cutting, quoting and answering the phone at the same time.
What usually happens is that the calls you take get quoted and the ones you miss disappear. Nobody leaves a voicemail about a lawn, and the person calling has three other numbers from the same search.
Missed call text back catches those. The caller gets a text within seconds while you are on a mower, they tell you the address and what they need, and you quote it that evening. A form that comes in on Sunday gets an immediate reply with your calendar link attached instead of waiting until Tuesday.
Recurring Maintenance and Design Build Work
Recurring maintenance
Mowing, fertilising and clean-ups are worth far more over a few years than any single job, so the number that matters is how many customers come back rather than how many you sign.
Keep every customer in one list with their service, their frequency and their renewal month. Then the retention work becomes a scheduled campaign: a confirmation before the season, a reminder when the schedule shifts for weather, and a check-in when the last cut of the year goes out.
Design and build
Patios, planting plans and hardscape are a different sale. Higher value, longer decision, and the homeowner is usually getting two or three prices.
Those quotes need the same follow-up a builder uses: a text two days later, an email at a week, a check-in at a fortnight. Most landscapers send the number and then wait, and the job goes to whoever stayed in touch.
Reactivating Last Season's Customers
Your best list is the one you already have. People who paid you last year know your work, know your price, and have no reason to look elsewhere unless you go quiet on them.
Most lawn care customers are lost by silence rather than by a complaint. They meant to call, spring arrived, a competitor knocked, and that was the end of a customer worth a few thousand dollars over five years.
Run the reactivation in February. One text and one email to everyone you served last year, with a link to confirm their slot for the season. It costs nothing to send and it books a meaningful share of your year before the rush starts, which is also when your crew has nothing else to do.
Reviews Are How Neighbours Find You
Landscaping is bought locally and researched briefly. A homeowner searches, glances at the star ratings and the last few comments, and calls two companies. Recent reviews also move you up in the local results, so they bring work in twice.
Ask the day the job finishes, while the garden looks its best. Mark the job complete in Phanz and the request goes out by text with a direct link, on every job rather than the ones you remember.
For design and build work, ask for photos as well. A before and after from a customer is worth more on your site than anything you can write about yourself.
Where Phanz Stops
Phanz does not route crews, price by square footage, track equipment hours or produce a design. Yardbook, LMN, Real Green and Jobber all do parts of that, and if crew routing is your main problem you should buy one of them.
Phanz covers the customer side: the website, the enquiry, the instant reply, the quote follow-up, the reactivation campaign, the review request and the payment. A lot of landscapers run both, with Phanz in front bringing the work in and a scheduling tool behind it organising the week.
What It Costs
The DIY plan is $98/mo, no setup fee and no contract. Website and landing pages, CRM, calendars, missed call text back, email and SMS campaigns, review requests and payments are all on one platform.
Done-For-You is $547/mo, or $4,997 a year at about $416/mo. We build the site, write the spring reactivation and review campaigns, set up your number and hand it over running, live in about 3 business days.
Weekly maintenance is a low ticket, so judge this on retention rather than on one job. Keeping four maintenance customers who would otherwise have drifted off covers the DIY plan for a year. Full breakdown on the pricing page, and there are more tactics in how to get landscaping leads today.
Landscaping CRM: Common Questions
What is the best CRM for a lawn care business?
Yardbook, LMN, Real Green and Jobber all cover scheduling, routing and invoicing for recurring lawn work, and if crew routing is your main headache one of those is the right buy. If your problem is that enquiries pile up in April faster than you can quote them, and last year's customers never got called, you need follow-up rather than routing. Phanz is $98 a month for that.
Is there a free lawn care app?
Yardbook has a free tier that a lot of small operators run on, and it is a fair place to start for scheduling and invoicing. It will not text a lead back when you miss their call or chase an unanswered estimate, so most people outgrow the free tier at the point where they are losing more work than they are tracking.
Does Phanz do landscaping estimates?
You can send a quote and take a deposit through Phanz, but it does not do material takeoffs, square footage pricing or design work. If you use landscaping estimating software for that, keep it and let Phanz handle the lead and the follow-up around it.
How do I get last season's customers back?
Send them a text in late winter with a booking link, before the spring rush starts. Most lawn care customers do not leave, they simply never get contacted again. A list of 300 past customers and one message in February usually fills more of the season than any advertising you could buy with the same money.
Is a CRM worth it for a two-person crew?
It is worth it if you are quoting more than you are winning, or if you are losing calls while you are on a mower. If you are booked out and turning work away, it can wait. The honest test is how many estimates you sent last month and how many of them you chased twice.
What does landscaping CRM software cost?
The routing and scheduling platforms mostly price per user and rise as you add crews, with a small operator typically paying $100 to $400 a month. Phanz is $98 a month for the DIY plan with no setup fee, or $547 a month if you want us to build and run it.
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Book the Season Before the Rush Starts
Missed call text back while you are on a mower, automatic quote follow-up, a reactivation campaign for last season's list and review requests after every job. All on one platform, one bill.
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