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Daybook
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Landscaping & hardscape

The CRM that turns square feet into yards.

Daybook runs a landscaping company end to end: put in the square feet, and the quote works out the yards of base and soil and the crew hours from your own prices; a completion and handover sheet — the grade, the cleanup, the watering — rides on every build, and the job does not close without it; FLHA forms, clock-in and photos come from the crew’s phones. Then the invoice, with GST/HST by province.

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The job “Curtis Lindgren — Planting & beds” in Daybook, and its brief: “Work starts Monday, October 12”, an update from the crew, the access code pinned from the customer’s email, a short summary of where it stands, the key facts and what the customer asked for (each with the message it came from).

The rules the trade lives under

Built around the paperwork a landscaping contractor already answers to.

  • The handover, before the job is done

    A hardscape, planting and beds, sod and seed, irrigation or grading and drainage job does not close without whether the final grade slopes away from the house, whether the site was cleaned and the debris and excess material hauled, and whether the watering instructions were given.

  • Utility locates, before anyone digs

    The site assessment records the area, whether the utility locates were ordered, whether a machine fits through the gate, photographs of the space from each side and the tech’s sign-off, with a place for the conditions — standing water, a slope, clay, tree roots, utilities nearby — and the recommended scope. Attached to every design-build job, for the walk before the quote.

  • Ontario’s rules for contracts signed at a client’s home

    A quote signed at an Ontario client’s home shows them their right to cancel for 10 days, and their copy is emailed with the last day to cancel.

  • Provincial OH&S hazard assessments (FLHA)

    FLHA forms in the crew app, on Crew and up: the hazards, the controls, the conditions and the crew on site, filled in on the phone at the start of the day and filed on the job the moment they land.

Daybook names these so you can see where it helps. It is not a compliance product: it does not call in a utility locate, design an irrigation system or diagnose a plant. The sheets record what was found and what was done, the hazard assessment is yours to fill in, and your province has the last word.

Three things that go wrong

The headaches every landscaping company knows.

Pricing a patio from the edge of the lawn

A patio gets priced by eye, the base guessed by the truckload and the sand by the bag, and the number said on a Tuesday is the number you live with until the last paver is down.

In Daybook Pick the job type, put in the square feet and the base depth, and the quote builder works out the pavers with the waste, the yards of gravel and bedding sand, the bags of polymeric sand and the crew hours from your own prices — with the margin beside the price on every line.

Water against the foundation in April

The patio is in and the sod looks right. Then the first thaw runs toward the house, the leftover gravel is still on the driveway, and nobody told the homeowner to water the new lawn.

In Daybook The completion and handover sheet rides on every design-build job: the final grade sloping away from the house, the site cleaned and the excess hauled, the watering instructions given — and the job is not complete until it is answered.

The dig nobody walked first

The crew turns up with the machine on a Monday, the gate is too narrow for it, and whether anyone ordered the locates is a question asked in the driveway.

In Daybook The site assessment asks whether the utility locates were ordered and whether a machine fits through the gate, with the area, photographs of the space from each side and the tech’s sign-off — on the job, before the quote.

The brief

Everyone talks at once. The job gets one brief.

A job is a week of emails, texts, notes and updates from the crew. Daybook files each one on the job it belongs to and writes the brief: the gate code, the deadline, what the customer asked for, what you owe them and what they owe you — rewritten whenever something new arrives.

The brief and the Assistant

Texting comes with the top plan of every rate card (Company, for a trade), from a verified toll-free number of your own.

A job’s brief in Daybook: the gate code pinned at the top, a one-line summary, a time-sensitive deadline, key facts, what the customer requested, a suggestion, the next step and its date, and what is waiting on the customer.
1The gate code, pinned
2The deadline
3What the customer asked for
4What we owe, and the next step
5What the customer owes

A real capture of a contractor’s job. Daybook wrote every line of this brief from the messages on the job; only the five teal labels are added. A camp gets the same brief on a booking, a property manager on a work order.

The customerThe customer, textingThe finished job: a new paver patioFrom the site: laying the paversFrom the site: laying sodFrom the site: compacting the base
  • Our furnace keeps shutting offThe customer, by email
  • Side-wall vent. Narrow doorThe crew, from the site
  • Your quote is attachedThe office, by email
  • 3 photosThe crew, from the site
  • Done before the 24th?The customer, by text
  • Gate code 4471. Mind the dogThe office, to the crew
  • Checklist doneThe crew, from the site
  • The brief’s access code on a phone: 4471, with the customer’s own words — “The side gate code is 4471 — please close it behind you, we have a dog.”

    The gate code, pinned. Said once in an email, and now at the top of the job for the crew.

  • The brief’s time-sensitive line on a phone: send the thermostat finishes to Priya so she can sign and pay the deposit, by Tuesday, October 13, with a Text client button.

    The deadline. What is time-sensitive, and by when.

  • What the customer requested, in the brief on a phone: the thermostat finishes, and confirming the old furnace is taken away, each from Priya Raman’s email.

    What the customer asked for. Each request, with the message it came from.

  • The next step, in the brief on a phone: send Priya the thermostat finish options and confirm the old furnace removal, with a Book visit button.

    What we owe, and the next step. One next step, and a button that starts it.

  • Waiting on the customer, in the brief on a phone: pick a thermostat finish, sign the quote and pay the deposit, with the risk under it.

    What the customer owes. So nobody chases the wrong person.

Real captures of a contractor’s job. Daybook wrote every line of this brief from the messages on the job. A camp gets the same brief on a booking, a property manager on a work order.

The landscaping toolkit.

On top of everything Daybook does for every one of its 44 trades — the full list is here — landscaping gets its own tools: a landscaping takeoff in the quote builder, a labelled landscaping price list, three landscaper’s sheets, and drafts, replies and job summaries that say base, polymeric sand, grade, swale, French drain, zone and head, a yard of topsoil, a roll of sod, a #3 shrub, cleanup and season the way a landscaper does.

The quote

Square feet in. Yards and crew hours out.

Pick the job type — hardscape, planting and beds, sod and seed, irrigation, grading and drainage, seasonal maintenance, tree and shrub care, snow clearing — put in the square feet, the lengths and the counts, and the builder writes the lines: the excavation and the loads to haul, the gravel base, the bedding sand, the topsoil, the garden mix and the mulch by the yard, the pavers with the waste, the sod by the roll, a wall’s blocks and caps, the plants by the count, the skid steer by the day, and the crew hours. No per-yard spreadsheet, and every number yours to change before it goes out.

By the yard square feet in, yards of base, soil and mulch, rolls of sod and crew hours out — priced from your own rates
Quoting

The quote

Square feet in. Yards and crew hours out.

Pick the job type — hardscape, planting and beds, sod and seed, irrigation, grading and drainage, seasonal maintenance, tree and shrub care, snow clearing — put in the square feet, the lengths and the counts, and the builder writes the lines: the excavation and the loads to haul, the gravel base, the bedding sand, the topsoil, the garden mix and the mulch by the yard, the pavers with the waste, the sod by the roll, a wall’s blocks and caps, the plants by the count, the skid steer by the day, and the crew hours. No per-yard spreadsheet, and every number yours to change before it goes out.

  • Hardscape, planting and beds, sod and seed, irrigation, grading and drainage, seasonal maintenance, tree and shrub care and snow clearing job types
  • Excavation and the gravel base from the area and the depth you pick; pavers and flagstone with the waste, bedding sand by the yard, polymeric sand by the bag
  • A retaining wall’s blocks, caps, clear stone and drain pipe from its length and height; French drains into pipe, clear stone and fabric; irrigation zones into heads, pipe, valves and a controller
  • Sod by the roll or seed by the bag, with the topsoil under it; garden mix and mulch by the yard from the bed area; trees, shrubs and perennials by the count
  • The margin beside the price on every line, and the estimated cost for your eyes only — never on the PDF
  • Your own pavers, plants and materials beside the starter list on Crew and up; on Company, the visualizer tries pavers and wall stone on the customer’s own photo
Quoting

The request

A request becomes a site visit. Then a quote.

Every request lands on one board with its job type — a patio, a drainage problem, new sod, the beds, a spring cleanup — and one button: Schedule visit. Walk the yard, measure the space, and build the quote on the job; when the customer approves it in their portal, the job is won and ready to schedule.

Scheduling
The requests board in Daybook: “James Rasmussen — Hardscape” and “Cedarline Realty — Grading & drainage”.

The request

A request becomes a site visit. Then a quote.

Every request lands on one board with its job type — a patio, a drainage problem, new sod, the beds, a spring cleanup — and one button: Schedule visit. Walk the yard, measure the space, and build the quote on the job; when the customer approves it in their portal, the job is won and ready to schedule.

  • The requests board in Daybook: “James Rasmussen — Hardscape” and “Cedarline Realty — Grading & drainage”.

    Every request, on your phone. Call the client or email them from the card, and book them in with the button under it.

  • The job on its page in Daybook, its steps across the top: Schedule, Start, Finish, Invoice and Get paid.

    The job’s own page. Its steps across the top, the client a call or a text away, and its photos, notes and messages a swipe apart.

  • A finished job in Daybook: Job finished, Generate warranty and Closeout.

    Finished. Every step ticked, and one tap starts the warranty from the job and its quote — nothing reaches the client until you send it.

  • Eight job types: hardscape, planting and beds, sod and seed, irrigation, grading and drainage, seasonal maintenance, tree and shrub care, snow clearing
  • A request that mentions a patio and a new lawn is filed as hardscape — the larger scope, sorted for you; recurring mowing and cleanups stay maintenance even when they mention mulch
  • Schedule the site visit from the request — and plan the day’s route from the same board
  • Not viewed, visited, quoted and lost: where every request stands, at a glance
  • Requests from your website’s quote form land here as real requests, with the job address on them
  • Lawn care or snow clearing the only work you told Daybook you do? New jobs start recurring, each job page shows the property’s access notes, and Schedule opens on the map
Scheduling

The paperwork

Three sheets, written for landscapers.

A site assessment for the walk before you quote. A completion and handover sheet for the end of a build. A maintenance visit report for every maintenance and snow-clearing visit. Each attaches itself to the right jobs, and the handover will not let a design-build job close unfinished.

The crew app
The checklists in Daybook: “Site assessment” and “Completion & handover”, the second marked as blocking a job’s completion.

The paperwork

Three sheets, written for landscapers.

A site assessment for the walk before you quote. A completion and handover sheet for the end of a build. A maintenance visit report for every maintenance and snow-clearing visit. Each attaches itself to the right jobs, and the handover will not let a design-build job close unfinished.

  • Site assessment: the area size, the conditions — standing water, a slope, clay, roots, utilities nearby, tight access — whether the locates were ordered, whether a machine fits through the gate, the sun and soil, photos from each side, the recommended scope, the tech’s sign-off
  • Completion & handover: the final grade sloping away from the house, the site cleaned and the excess hauled, the watering instructions given, the plant warranty, the touch-ups, after photos, the customer’s sign-off
  • Maintenance visit report: the visit date, the work done, the time on site, whether the gate was closed and the property secured, notes for the owner, photos
  • Attached to the right job types automatically — Crew and up
  • Yours to edit, and you can add your own
The crew app

Safety on site

The FLHA, filled in on the phone. Filed before anyone digs.

Pick the job and the address and the crew come with it; the day’s conditions, each task with its hazard and its control — submitted from the phone at the start of the day and on the job’s record the moment it lands. Then clock-in, checklists and photos, with no signal if it comes to that.

The crew app
An FLHA in the crew app, “Dig the beds, plant the shrubs and spread the mulch”: the task with its hazard and its control, and the crew on site under it.

Safety on site

The FLHA, filled in on the phone. Filed before anyone digs.

Pick the job and the address and the crew come with it; the day’s conditions, each task with its hazard and its control — submitted from the phone at the start of the day and on the job’s record the moment it lands. Then clock-in, checklists and photos, with no signal if it comes to that.

  • The crew app’s home: a greeting by name, then Submit hours, FLHA, My jobs and More, and the jobs on the go below them, each with Add update.

    Their day. Hours, the FLHA and their jobs a tap away — and an update from a job on the go goes straight to the office.

  • A crew member’s list in the crew app, 11 active: “Mateo Petrov — Tree & shrub care” and “Rachel Lopez — Irrigation” among them, each with its address and its time.

    Their jobs. Every job they’re on, with its address, its booked day and a chat with the office.

  • An FLHA in the crew app, “Dig the beds, plant the shrubs and spread the mulch”: the task with its hazard and its control, and the crew on site under it.

    Before the work starts. Pick the job and the site, its contact and the crew fill in; they add each task with its hazard and its control, and submit it from the phone.

  • FLHA forms on Crew and up: job, site, conditions, tasks with hazard and control, the crew on site
  • Clock-in and timesheets from the phone in their pocket
  • Checklists filled in on the job — with a signature if you want one
  • Photos taken where there is no signal, filed when it returns
The crew app

Getting paid

Invoiced off the quote. Closed out with a review request.

The invoice is raised off the quote the customer approved — all of it, the part that is finished, or the extra work approved on top. A reminder you set once does the following-up, with a Pay Now link; e-transfers are matched to their invoices for you to confirm. And when the job is finished, its page offers the warranty and closeout package and a review request.

Invoicing & payments
A finished job in Daybook: Job finished, Generate warranty and Closeout.

Getting paid

Invoiced off the quote. Closed out with a review request.

The invoice is raised off the quote the customer approved — all of it, the part that is finished, or the extra work approved on top. A reminder you set once does the following-up, with a Pay Now link; e-transfers are matched to their invoices for you to confirm. And when the job is finished, its page offers the warranty and closeout package and a review request.

  • An invoice off the approved quote — all of it, the finished part, or the extra work approved on top
  • Change orders for the work the customer adds after the quote
  • An overdue invoice chases itself, with a Pay Now link
  • E-transfer matched for you to confirm; cards online; EFT
  • A finished job offers the warranty and closeout package, and a review request
  • GST/HST by province, and the Sales Tax report ready for filing
Invoicing & payments

The crew

The phone already in their pocket.

Field seats are free and unlimited on Crew and Company, so every landscaper and labourer has the app: the day’s jobs, clock-in, the FLHA, the checklists, the photos — and the office sees it the moment it lands.

  • A crew member’s list in the crew app, 11 active: “Mateo Petrov — Tree & shrub care” and “Rachel Lopez — Irrigation” among them, each with its address and its time.
  • The crew app’s home: a greeting by name, then Submit hours, FLHA, My jobs and More, and the jobs on the go below them, each with Add update.
  • The job on its page in Daybook, its steps across the top: Schedule, Start, Finish, Invoice and Get paid.
  • The checklists in Daybook: “Site assessment” and “Completion & handover”, the second marked as blocking a job’s completion.

The economics

Priced on the office. Free for the crew.

Most field-service software charges by the head, in another currency. Daybook charges the office seats, in Canadian dollars, and leaves the people on the shovels alone.

Workflow Field-service platforms priced per user Daybook
Currency Often billed in US dollars — the exchange rate and your card’s foreign fee ride along. Canadian dollars. Every plan, every add-on, printed on the pricing page.
The crew Typically an extra monthly fee for every field user past the plan’s cap. Field seats free and unlimited on Crew and Company — every landscaper and labourer gets the app.
Landscaping tools A generic quote form; the takeoff lives in a spreadsheet. A landscaping takeoff in the quote builder, a labelled landscaping price list, three landscaper’s sheets, and a visualizer on Company.
Canadian tax and mileage Usually an accounting add-on, or by hand. GST/HST by province on every invoice, the Sales Tax report, a mileage log at your own rate, receipts read for you.
Your website Usually a separate builder, or a designer. A landscaping site template on every plan, with a seasonal-maintenance page, a snow-removal page and a quote-request form that mints a real lead.

Nothing here is a discount, and there is no setup fee.

Three plans, priced in CAD.

Landscaping runs on the trades rate card — every plan the same app, the office seats counted and the crew free from Crew up. Solo $99 / Crew $249 / Company $449 a month CAD. Office seats included on every plan. Field seats are free and unlimited on Crew and Company. Crew and Company include selling online, and Company also includes your own domain and texting — a plan without them can add them.

  • Solo — $99/mo CAD · 1 seat · no additions · Start on Solo
  • Crew — $249/mo CAD · 3 office seats · +$39/mo each after · Start on Crew
  • Company — $449/mo CAD · 10 office seats · +$39/mo each after · Start on Company

Start the free trial on CrewSee the plans

Switching

Moving from a spreadsheet, or from another platform.

There is no importer for another product’s export, and the page does not pretend there is. What there is gets a landscaping company running in an afternoon.

Bring your client list

Upload a CSV or paste it in — names, phones, emails, addresses — and the clients are there. A QuickBooks client list imports straight across.

Put your prices on the list

The landscaping price list is already labelled, from the landscaper’s hour to a yard of topsoil and a roll of sod. Type your own prices in — or, on Crew and up, scan a supplier invoice and the price book fills with your real costs.

Your website, live day one

The landscaping template is already written for the work, with a seasonal-maintenance page and a snow-removal page — your photographs and your words go in, and the quote-request form drops leads straight into Daybook.

Questions landscaping companies ask.

How does it work out the yards?

From what you measure. Put in the square feet and the depth and the quote builder works out the yards of gravel base and the loads of spoil to haul; the paver area gives the pavers with the waste, the bedding sand and the bags of polymeric sand; a wall’s length and height give the blocks, the caps and the clear stone behind it; a lawn’s area gives the rolls of sod or the bags of seed, with the topsoil under them; a bed’s area gives the garden mix and the mulch. Each comes with its crew hours, and every number is yours to change before the quote goes out.

Which jobs will it not let me close?

A hardscape, planting and beds, sod and seed, irrigation or grading and drainage job carries the completion and handover sheet: whether the final grade slopes away from the house, whether the site was cleaned and the debris and excess material hauled, and whether the watering instructions were given. It is yours to edit.

We do maintenance as well as builds. Does it handle both?

Both are job types: seasonal maintenance, tree and shrub care and snow clearing sit beside the design-build work, and the maintenance visit report rides on maintenance and snow-clearing jobs. If lawn care and snow clearing are the only work you tell Daybook you do, a new request starts as a recurring job, each job page shows the property’s access notes, and Schedule opens on the map the first time you use it. Quotes and wording stay the same, and you can change your answer in Settings.

Can I bring my own prices?

Yes. Scan a supplier invoice and the price book updates; put your own pavers, plants and materials alongside the starter list; set your own labour rates and markups. The quote builder prices from your numbers, not ours.

What does a landscaper cost?

Nothing on Crew and Company — field seats are free and unlimited. The office seats are what is counted, and the pricing page prints exactly how many each plan includes.

Does it work on a site with no signal?

Clock-in, checklists and photos work with no signal and file themselves when the signal returns. The office sees them the moment they land.

Bring a real yard. Watch it quoted.

Your own numbers beat any feature list — start the trial, measure a patio and let the takeoff work out the yards.

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