Landscaping and gardening business software for rounds and projects

Recurring rounds that schedule and invoice themselves

A maintenance round is the same list of gardens on a rhythm: weekly in summer, fortnightly for some, every four weeks for others. In Hubber each garden gets a recurring job with its address, service and frequency. The visits are created on the calendar ahead of time as normal jobs, so you can drag one to tomorrow when it rains without disturbing the pattern. Switch on invoicing for a garden, enter the price per visit and Hubber raises and emails an invoice each time a visit is completed. Customers who set up a Direct Debit through GoCardless have each invoice collected automatically. The round stops being something you rebuild every Sunday night.

• A different frequency and price for every customer
• Visits appear about two weeks ahead, ready to assign
• One invoice per completed visit, sent with a payment link

Seasonal work without starting again each spring

Garden work swells in April and thins out in November. Pause a customer's recurring job over winter and resume it in March with one switch, or give a series an end date if the contract runs to a fixed point. Winter jobs such as hedge reductions, leaf clearance and gritting can be their own services with their own prices and checklists. Because every visit is kept on the customer's record, you can look back at exactly what was done at a property last season and what it earned before you agree next year's price.

Quotes for one-off projects

Patios, fencing, turfing and planting schemes need a different process from the round. Record the site visit as a survey with measurements, access notes and photos. Build the quote from your price book with materials and labour as separate lines, set how long it stays valid and send it. The customer approves and signs online, and a deposit invoice can follow automatically at the percentage you choose. On the pipeline you see every project by stage, including quotes that were sent but have not been opened, so you know which ones need a call.

Crews, kit and vehicles

Two teams and a pile of expensive machinery take organising. Build teams in the rota, publish the week and each person sees their own days on their phone. Vehicles carry their MOT, tax, insurance and service dates with reminders, and daily checks record faults before they become breakdowns. Mowers, strimmers and consumables such as line, fuel cans and fertiliser can be kept as stock items with quantities and reorder levels, and a stock take tells you what has gone missing since the last count.

Knowing which gardens and projects pay

It is easy to be busy all summer and still wonder where the money went. Record labour, materials and tipping charges against a job and Hubber shows its margin next to the invoice. The accounting pages bring in invoices, costs, approved expenses and pay runs to give profit and loss by week, month or year. Regular bills such as vehicle finance or green waste collection can be set as recurring costs, so they are in the figures without being typed each month.