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Not sure how to quote your landscaping services professionally? Learn everything you need to know about creating clear, accurate landscaping estimates, and discover a better alternative to traditional templates for landscaping jobs.
Feeling unsure about how to price your landscaping work? Or maybe you're wondering how to present it in a way that looks as polished as the yards you create for your clients.
You're not alone. This guide is here to help!
If you've ever struggled with vague quotes, last-minute changes, or awkward pricing conversations, a professional landscaping estimate template can make a big difference.
It gives you a structure to follow, keeps your proposals consistent, and saves you time on the back-and-forth with clients. More importantly, it helps your clients feel confident about hiring you because they know exactly what to expect.
In the sections below, we'll walk you through how to create landscaping estimates that look good, make sense, and reflect the quality of your work.
Plus, you'll also learn what to include, how to customize your estimates for different types of projects, and how to avoid common mistakes that can cost you time and money. We'll also show you a faster way to create professional-looking estimates without building everything from scratch.
An estimate template is a preformatted document that helps landscaping professionals create fast, consistent, and professional-looking estimates.
An estimate template gives you a reliable structure that includes all the necessary fields to outline your services, costs, and terms.
For landscapers, an estimate template can cover everything from basic lawn maintenance to complex design and build projects. It also lets you communicate what the job includes, be it planting, hardscaping, irrigation, or ongoing maintenance. That way, the client will know exactly what they're paying for and getting.
A well-made estimate template helps you stay organized, look more professional, and reduce errors. It also saves time when quoting similar jobs.
In landscaping, an estimate is the first step in building trust with your client.
A professional estimate includes the full scope of work: materials, labor, equipment, and timelines. It also demonstrates that you understand the client's needs and have the expertise to deliver.
From a business perspective, accurate estimates will help your landscaping business stay profitable. Undervaluing a job can lead to lost income, while overpricing may scare potential clients away.
Estimates also protect your time and energy. By setting expectations early, you reduce the risk of scope creep and avoid conflicts with clients over what was or wasn't included.
The type of estimate you provide depends on the size, scope, and stage of the landscaping project. Below are some of the most common estimates for landscaping services:
A rough estimate is a quick, general number you give when someone wants a general idea of what your job might cost them. You might share it over the phone or in an email before even seeing the property. It's not set in stone, but it helps the client figure out if your services are within their budget before moving forward with you.
Once you've visited the property and assessed conditions like soil quality, slope, access, drainage needs, or existing structures, you can offer a more accurate estimate. This quote takes into account the actual conditions on-site and usually comes right before you and the client agree to move forward with the project.
This detailed estimate breaks down each part of the project: planting, hardscaping, irrigation, lighting, labor, and materials. Itemized estimates are great for larger or more complex jobs. They're especially useful when working with property managers or commercial clients who want to understand how funds are allocated.
For recurring or scalable services (like sod installation per square foot or maintenance per visit), unit pricing offers a clear and repeatable structure.
When the details are still a bit up in the air, like with big clean-ups, storm damage, or custom work, a time and materials estimate gives you the flexibility to adjust as the project unfolds. You'll charge based on hours worked and actual material costs and protect your company from underbidding unpredictable jobs.
Once everything is agreed upon, the final estimate locks in scope, materials, pricing, and timelines. It acts as the final go-ahead before the work starts and is often included with the contract.
The type of estimate you send should match where you are in the project and how much detail the client needs. If you’re just having an initial conversation, a rough price range might be enough to get things started.
As the project takes shape—like deciding on materials, layout, or any prep work—it makes sense to switch to a more detailed, itemized estimate. When everything’s clearly defined, a flat-rate estimate keeps things simple and easy to understand.
For jobs with a lot of unknowns, like overgrown yards, drainage issues, or changing design plans, a time and materials estimate gives you the flexibility to adapt without locking in numbers too soon.
Choosing the right type of estimate at each stage helps you stay clear, avoid surprises, and build stronger trust with your clients.
A good landscaping estimate template should give your client a clear idea of what the job involves, what it's going to cost, and how long it'll take to complete. Getting on the same page early helps you avoid confusion or surprises later on.
Here's what every landscaping estimate should include:
Start by including your business name, address, phone number, email, and website in your landscaping estimate template. Adding your logo and license info shows clients you're serious and legitimate. It's a small detail that goes a long way!
Include the client's name, project address, and contact information.
You should also always give a clear overview of the job. Are you installing sod, building a retaining wall, or designing a full backyard layout? Mention the type of services, the areas involved, and any specific goals the client has shared.
Break the project into specific tasks, such as grading, planting, mulching, irrigation setup, lighting installation, etc. Remember, the more detail you provide, the easier it is for the client to understand what's included (and what's not).
List the expected materials (plants, soil, gravel, pavers, etc.) and labor hours or crew size. If you charge separately for equipment like excavators or haul-away services, make sure that's listed as well.
Present pricing in a clear, itemized format. Include individual costs for labor, materials, equipment, and any subcontractors. A subtotal, tax line and final total make your estimate easy to follow and easy to approve.
Provide an estimated start and end date in your estimate. Also, if the weather could affect the schedule, note that upfront. Clients want to know when their yard will be back to normal or looking better than ever.
Clarify your payment structure, such as deposit requirements, progress payments (for larger projects), final payment, and accepted payment methods to avoid surprises later on.
Plant and material costs don't always stay the same, so it's a good idea to let clients know how long your estimate is good for—15, 30, or 60 days usually does the trick.
Make sure there's a spot for you and the client to sign. It helps confirm that everyone's on the same page and can even double as a basic contract.
Estimate templates are a practical and efficient tool for any landscaping professional because they save time, reduce errors, and can be fully customized to match specific business needs.
The easiest way to create a professional estimate for a landscaping project is by using a pre-made estimate template. Ready-to-use templates help professionals include all necessary project details without the hassle of building an estimate from scratch every time.
All they need to do is download an estimate template for landscaping services, fill it out, customize it with company branding, and send it to the client.
A solid landscaping estimate template saves time, improves clarity, and makes your proposals look more professional. Here's how to create one that works.
1. Find a Reliable Estimate Template – Look for an estimate template that suits your needs. You can find free landscaping estimate templates in Word, Google Docs, Excel, or Google Sheets.
2. Select the Right Template – Choose a landscaping estimate template that allows you to include all necessary details, such as labor, materials, and project timelines.
3. Fill in Basic Information – Enter essential details like your company name, logo, contact information, and project description.
4. Customize and Brand Your Estimate – Adjust the template's color scheme, fonts, and layout to match your company's branding. Add your website URL, business license number, and any other relevant details.
5. Fine-Tune the Cost Breakdown – Make sure the itemized list includes all necessary categories, such as labor costs, material costs, subcontractor fees, and permit costs.
6. Review the Format and Layout – Before sending the painting estimate to your client, double-check for accuracy by:
While estimate templates are a great starting point, landscaping services estimating software can make the process even more simple.
These platforms offer customizable landscaping estimate templates that professionals can quickly adjust to meet the needs of different projects.
With estimating software, all a contractor needs to do is enter business details, adjust the layout, and input the required cost breakdown.
Once the estimate template is set up, it can be saved for future use, allowing estimates to be generated in just a few clicks.
Using estimate templates or our Estimate Maker speeds up the process and assures that every landscaping estimate is professional, accurate, and easy to understand.
Taking a few extra minutes to customize your landscaping estimate template can make a big difference. It shows clients you understand their needs and helps you look more prepared and professional. Here's what to focus on:
Add your business name, logo, colors, and fonts to give your template a consistent and professional look. Branding reinforces credibility and makes your business more memorable.
Every job is different, and your estimate should reflect that. Tweak your scope and pricing sections to match the work,
Include editable line items that you can modify based on materials used, labor hours required, or special services requested. You might also want to separate services like sod installation, planting, irrigation setup, or seasonal cleanups depending on the job.
Give your clients the opportunity to add on features like mulch installation, landscape lighting, or premium plant materials.
Depending on the size or complexity of the job, you can also adjust your payment structure. For example, a small yard cleanup might be paid in full upon completion, while a large outdoor remodel may require a deposit and progress payments.
Include a section where you can add notes about client preferences, HOA rules, access instructions, or weather-related considerations. These small details show professionalism and help avoid confusion later on.
If you operate in different cities or states, customize the tax fields, plant selection, or project guidelines to match local requirements or climate considerations.
Timing really makes a difference when it comes to sending your landscaping estimate. Send it too late, and you might lose the job to someone else. Send it at the right time, and you keep the momentum going, help the client make a quicker decision, and stay ahead of the competition, especially when people are shopping around during the busy season.
Here's when it usually makes the most sense to send your estimate:
Once a prospective client reaches out and shares basic project details, follow up with an estimate within 24–48 hours.
If you've walked the property and taken notes, send a more detailed estimate based on your findings. This version should account for specific site conditions, materials, labor, and any client preferences discussed during your visit.
For larger or commercial projects, estimates are often requested as part of a formal bidding process. Submitting a clean, detailed estimate by the deadline helps you stand out and positions you as organized and capable.
Before locking in a job, your client should receive a final estimate that reflects the full scope, cost, and timeline of the work.
If the client decides to add features, like additional plantings, lighting, or hardscape elements, update and resend the estimate.
Some clients may need a written estimate to secure HOA approval, insurance coverage, or financing.
Even experienced landscapers can make estimating errors that lead to lost profits, client disputes, or project delays. Avoiding these common mistakes will help you create more accurate quotes and deliver a better overall client experience.
It's easy to overlook how long a task will really take, especially with labor-intensive work like grading, tree removal, or paver installation. That's why you should always allow for extra time in your estimates, particularly when working with unfamiliar sites or new crew members.
Tasks like hauling away debris, soil conditioning, or irrigation adjustments are often essential, but if they're not listed, you might end up doing them for free. So, describe all the work involved thoroughly, even if it seems minor.
Writing something like "Landscape front yard – $2,000" might seem quick and easy, but it leaves your client guessing. What exactly are they getting for that price? Without details, it's easy for misunderstandings to creep in—and harder for you to explain the value of your work. So, always be clear about what's included, from the type of materials to the specific tasks and sizes you're working with.
Plant prices, mulch, gravel, and pavers can vary by season or supplier. If your estimate is based on outdated numbers, you could lose money once it's time to purchase supplies. Check current pricing regularly and include a validity period in your estimates.
If your client doesn't know when or how you expect to be paid, you risk delays or disputes. Every estimate should state your payment expectations, including deposits, milestones, and final payment deadlines.
A basic maintenance job and a multi-phase landscape renovation aren't the same—and your estimates shouldn't be either. Tailor your template based on the project type, size, and client preferences to ensure clarity and accuracy.
Sloped lots, tight driveways, or poorly maintained yards can complicate the job. If you don't factor these into your estimate, you may face unexpected labor or equipment costs. Always assess the site before finalizing pricing.
While estimate templates are very helpful, Estimate Maker offers a more efficient and accurate way to create estimates for landscaping projects. Instead of manually entering details into a template, it automates the process, saving time and reducing errors.
1. Faster and More Efficient – Pre-built templates require manual entry, while an estimate maker allows you to generate estimates with just a few clicks.
2. Automated Calculations – Reduces human error by automatically applying tax rates, labor costs, and material pricing.
3. Customization Without Hassle – Easily adjust branding, payment terms, and cost breakdowns without needing to modify a static template.
4. Better Organization – Stores past estimates in one place, making it easy to track and update them when needed.
5. Quicker Conversions to Invoices – Convert approved estimates into invoices instantly, reducing the time between estimation and payment.
6. Professional Appearance – Generates polished, client-ready estimates that look more professional than a basic landscaping estimate template.
7. Time-Saving Templates – Save custom estimate formats and reuse them without starting from scratch each time.
Clear and accurate landscaping estimates help set expectations, prevent disputes, and keep projects on track.
For a faster, more automated approach, Estimate Maker offers built-in calculations, easy adjustments, professional estimate templates, and much more! Plus, you can try it free for 14 days.
