Business tool builder

Put every property in one landscaping CRM
and every crew on the right route.

Tell Netiva how your crews work and its agent builds a web app for customer properties, recurring mowing visits, enhancement quotes and job photos that you can preview live and export any time.

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Starter prompt

Build a landscaping CRM web app for a four-crew maintenance company serving homeowners, HOAs and office parks. Store customers with a service season and skip dates, and their properties with lawn area, access notes, a weekly, every-other-week or monthly plan, route day, route order and crew. Each Sunday, create next week’s visits from those plans. Crew leaders sign in on their phones, see their crew’s stops in route order, mark each visit done (saving the finish time) or skipped with a reason and add before and after photos. Track enhancement quotes as Draft, Sent, Accepted or Declined, and email the office when a sent quote waits seven days.

Build it in Netiva Paste the prompt into a new workspace and adjust it to your business.
Overview

Who this landscaping CRM is for

Many landscaping and grounds maintenance companies run the season on a route whiteboard, a quoting spreadsheet and a group chat full of yard photos. When a crew leader is out, the gate code, the dog in the backyard and the extra bed behind the garage go with them. A landscaping CRM built with Netiva keeps each customer’s properties, service plan and route day in one place, so crews open today’s stops on a phone, photos land on the right visit and the office can see which quotes still need a follow-up call.

Key features

What your landscaping CRM can do

  • Properties with site notes

    An account can hold one front lawn or 30 office park sites. Each property keeps its lawn area, service plan, route day and stop number, plus what a crew needs to know before walking through the gate.

    • Lawn area in square feet, at hand for mowing and aeration quotes
    • Gate codes, pets and the irrigation controller’s location
    • Several sites grouped under one HOA or commercial account
    • A page per property with visit history and open quotes

  • Recurring visits by route day

    A weekly scheduled job reads each property’s frequency, route day, route order and crew, then creates the coming week’s visits so nobody rebuilds the schedule by hand.

    • Weekly, every-other-week (A or B) and monthly plans
    • Paused accounts, skip dates and off-season weeks left out
    • A rain day’s open visits moved forward in one step
    • Saved views for each crew and each route day

  • Quotes and enhancement follow-ups

    Quote aerations, cleanups, mulch refreshes and installs with the lawn and bed measurements at hand, then follow each quote until the customer accepts or declines.

    • Draft, Sent, Accepted and Declined statuses
    • Mulch quantity in cubic yards from bed area and depth
    • A reminder email when a quote goes a week without an answer
    • Spring cleanup quotes for maintenance accounts, drafted for review by the collection assistant

  • Crew phone view with job photos

    Crew leaders sign in on their phones, work through their crew’s stops in route order and attach photos to each visit, so the office can answer a customer’s question with proof.

    • Today’s stops with access notes and a directions link
    • Done with the finish time, or skipped with a note saying why
    • Before and after photos saved on the visit record
    • A sign-in for each crew leader, linked to their crew
Data model

The collections behind it

Netiva keeps your records in built-in collections. Here’s a starting structure — the agent adapts it to your prompt, and you can change it any time.

Customers

Who you work for, from single homeowners to property managers with many sites, and when their season runs.

  • Name (required) Text
  • Account type (required) Residential, Commercial or HOA Text
  • Contact email (required) Used for visit summaries, digests and quotes Text
  • Phone Text
  • Status (required) Active, Paused or Former Text
  • Season start (required) First day the weekly job schedules this account’s visits Date
  • Season end (required) Last day of scheduled visits for the year Date
  • Skip dates Dates to leave off the schedule, one per line Paragraph

Properties

Each address you maintain, with its service plan, its place on a route and the details crews rely on.

  • Address (required) Text
  • Customer (required) Relation to Customers
  • Lawn area Square feet Number
  • Service frequency (required) Weekly, Every other week A, Every other week B or Monthly week 1–4 Text
  • Route day (required) Monday to Friday Text
  • Route order Stop number within the route day Number
  • Crew (required) Crew A, Crew B, Crew C or Crew D Text
  • Access notes Gate code, pets, irrigation controller location Paragraph

Visits

One stop by one crew on one day, with what was done, when the crew finished and the photos to show it.

  • Property (required) Relation to Properties
  • Scheduled for (required) Date
  • Completed at Saved when the crew marks the stop done Date & time
  • Service (required) Mowing, Aeration, Fall cleanup, Mulch refresh… Text
  • Crew (required) Copied from the property; change it to hand the stop to another crew Text
  • Status (required) Scheduled, Done, Skipped or Rain-delayed Text
  • Crew notes Includes the reason for any skip Paragraph
  • Photos Before and after shots of the stop Image

Quotes

Priced proposals for extra work, from a spring mulch refresh to a new patio bed.

  • Property (required) Relation to Properties
  • Scope of work (required) Aeration, cleanup, mulch refresh or install, with the details Paragraph
  • Bed area Square feet of beds measured for this job Number
  • Mulch depth Inches, usually 2–4 depending on the mulch Number
  • Mulch quantity Cubic yards: bed area times mulch depth, divided by 324 Number
  • Total (required) Number
  • Status (required) Draft, Sent, Accepted or Declined Text
  • Sent on Starts the seven-day follow-up reminder Date

Required field. Types are Netiva collection field types.

Screens

Pages and screens to start with

A typical first version. Ask the agent for more, or annotate the preview to change any of them.

  • Today’s route

    The signed-in leader’s stops for the day, sorted by each property’s route order, with access notes, a directions link and done or skipped buttons.

    Your team

  • Visit

    The service performed, the time the crew finished, crew notes including why a stop was skipped, and the before and after photos for a single stop.

    Your team

  • Property

    Lawn area, service plan, route day and stop number, access notes, visit history and any open quotes for one address.

    Your team

  • Week schedule

    Every visit for the week grouped by crew and route day, with rain-delayed and skipped stops at the top.

    Your team

  • Quotes

    Quotes by status, with sent quotes that have waited longer than seven days listed first for a follow-up call.

    Your team

  • Account

    A customer with all of their properties, contact details, service season, skip dates and this month’s completed visits.

    Your team
How it works

From prompt to a live landscaping CRM

  1. Describe how your crews work

    Tell Netiva how many crews you run, which services you sell and how route days are split. The agent drafts collections for customers, properties, visits and quotes, plus a first crew screen.

  2. Enter customers and properties

    Type in accounts and properties in the spreadsheet-like grid, then ask the collection assistant to clean up addresses, fill in missing route days or reformat phone numbers across many rows at once.

  3. Walk a route in the preview

    Open today’s route in the live preview and mark a test visit done. Annotate anything a crew leader would trip over, such as a button too small for gloved hands, and the agent fixes it.

  4. Publish before the season starts

    Publish in one click, send crew leaders the link to sign in and switch on the weekly visit job and quote reminders. Every change is checkpointed, so a mid-season edit can be rolled back.

Why Netiva

Netiva vs a traditional build

Building a landscaping CRM with Netiva compared with a traditional build
Criterion With Netiva Traditional build
Recurring visit schedule Visits created each week from every property’s plan, route day and crew Route days rewritten on a whiteboard every Monday and texted to each crew
Proof of service Before and after photos stored on the visit, with the property and the time the crew finished Photos scattered across crew phones and a shared group chat
Getting started Describe what you need in chat and watch it take shape in a live preview Hire developers, or stitch together templates, plugins and a hosting plan
Content and data Built-in collections with nine field types, bound straight to your pages Set up and connect a separate database or CMS
Making changes Ask the agent; every change is checkpointed and reversible File a ticket, wait for a sprint, redeploy
Hosting and domain Global hosting and automatic SSL; connect a custom domain from the Starter plan Buy hosting, then install and renew SSL certificates yourself
Code ownership Clean production code you own and can export Locked into a template, plugin or agency setup
Examples

Ways teams use it

  • A residential mowing company with three crews

    Each crew covers a set of neighborhoods on fixed route days. When a crew leader calls in sick, the owner reassigns that day’s visits to another crew, and the access notes travel with every stop.

  • A commercial grounds maintenance contractor

    A contractor maintains office parks and HOA common areas for several property managers. Each site is its own property under the manager’s account, and each manager gets a monthly email listing completed visits by site.

  • A design-build landscaper with a maintenance side

    Installs are quoted from measured bed areas and the mulch depth each bed needs, and maintenance customers get enhancement quotes each spring and fall. The quote list shows which ones have waited more than a week for an answer.

Good to know

Before you build

  • Route order, not route optimization

    The crew screen lists stops by the route order number you give each property for its route day. Working out the shortest driving order needs a routing or maps provider’s API and your own key, which you can ask the agent to connect.

  • Billing stays in your accounting tool

    Netiva doesn’t handle recurring billing for service plans. The CRM can list each customer’s completed visits for the month, so invoicing in your accounting software starts from an accurate count.

  • Chemical application records

    Federal rules require states to make certified commercial applicators keep restricted-use pesticide records for at least two years, and many states also require records for general-use products. Check your state’s required fields before adding a treatments collection.

  • Crews need a data connection

    The crew view is a web app that loads in the phone’s browser, so it needs mobile data to open stops and save photos. On properties with no signal, crew leaders can finish notes once they’re back in coverage.

FAQ

Questions about building a landscaping CRM

Do crew leaders need to install anything to see their route?

No. Netiva builds web apps that run in the phone’s browser, so a crew leader signs in with their own account and opens today’s stops from a saved link. Photos taken on the phone can be added to the visit from the same screen, and the directions link hands each address to the phone’s maps app.

How does the app schedule weekly and every-other-week mowing?

Each property stores a frequency, route day, route order and crew, and each account stores its service season and skip dates. A scheduled job you ask the agent to set up runs every Sunday and creates the coming week’s visits, leaving out paused accounts, skip dates and off-season weeks. Every-other-week (biweekly) properties are tagged A or B so the two groups alternate; split them evenly to keep crew loads level.

Can a quote work out how much mulch a bed needs?

Yes, if you ask for it. Multiply the bed area in square feet by the depth in inches and divide by 324 to get cubic yards, because one cubic yard covers 324 square feet at a depth of one inch. Enter the measured bed area and depth on the quote and the form fills in the quantity, which you then round up to what your supplier sells.

Can customers get a note after each visit?

Yes. Netiva apps can send email, so when a crew marks a visit done the app can email the customer a short summary with the service performed, the crew’s notes and a link to the after photo. For commercial and HOA accounts, you can ask for a monthly digest listing every visit by property instead. Text messages aren’t supported, so collect an email address on every account.

Can I track snow and ice work in the same CRM?

Yes. If your crews plow or salt in winter, ask the agent for a storm events collection that logs each plowing or salting visit against the property with a date, time and crew, plus a field for per-push or seasonal contracts. A report per storm then shows which lots were cleared and when.

Do I own the landscaping CRM once it’s built?

Yes. Netiva writes clean, framework-standard code that you can read, edit and export whenever you want, with no proprietary runtime. You can start on the free plan and try the crew screens in the live preview; custom domains are available from the Starter plan. Every change the agent makes is checkpointed, so an edit made mid-season can be rolled back.

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Drafted with AI assistance from Netiva’s product pages and reviewed by the Netiva team. Example data models, screens and prompts are illustrative starting points, not customer projects.

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