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How to Choose the Best Landscaping CRM Software: Key Considerations and Factors

Even in the midst of a global pandemic and financial market uncertainty, the landscaping industry is growing. As of 2023, there are 649,131 landscaping services businesses in the U.S.

This is an increase of 3.5 percent over last year, which is remarkable in today’s economic environment. Very few industries are experiencing any type of positive growth right now.

All of this growth is exciting, but it still brings challenges. Landscaping businesses—and all field service industry companies for that matter—need to adopt Customer Relationship Management software (CRM) in order to keep up with the increasing demands on their businesses. In our article, we discuss why landscaping businesses need a CRM, whether choosing a non-industry-specific CRM is right for your landscaping company, and what you need to consider when making that choice.

What is Landscaping CRM Software?

Landscaping CRM software is a powerful tool designed to streamline and optimize business processes for service-based landscaping businesses. It serves as an automated system that centralizes and organizes crucial aspects of the business, including customer management, job scheduling, invoicing, and more.

With landscaping CRM software, businesses can streamline their operations, saving time and effort. By automating repetitive tasks and workflows, such as lead management and customer communication, businesses can focus more on delivering exceptional service.

This software enables businesses to optimize costs by efficiently allocating resources, managing inventory, and reducing manual errors. It provides valuable insights into key metrics like project profitability, allowing businesses to make informed decisions to enhance sales and operational performance.

Advantages of Landscaping CRM Software

The most popular all-industry CRM solutions offer feature-rich platforms, but most of these features are so generic that you will never need or use them. Typically, field service companies do not have the time or resources to devote to customizing this kind of CRM to provide the kind of peak functionality they are looking for.

On the other hand, large enterprise businesses retain the resources to customize their CRM applications. Corporations with their own IT or development departments, or those who can invest in outside consultants, are a great fit for non-industry-specific CRMs.

The right CRM will integrate with your landscape management software seamlessly, allowing you to take advantage of these benefits:

  • Increased efficiency in business processes and production capacity 
  • Improved customer satisfaction and retention
  • Better business insights and decision-making with accurate, reliable information
  • Increased profitability and growth
  • Ability to scale your business through sales and expansion

Key Features of a Landscaping CRM

A landscaping CRM helps with client, inventory, and job management, as well as sales efforts, billing, relationship growth, and measuring additional revenue opportunities for your landscaping business. Plus, many CRMs provide data analytics and insights through reporting into your business software that would be quite difficult to extract elsewhere. The features essential for any landscaping CRM software are listed below. 

Cloud-Based Platform

Mobile devices and apps have become an integral part of our daily lives, and the landscaping industry is no exception. With a cloud-based CRM, mobile apps allow professionals to access vital information and perform tasks on the go. 

The beauty of a cloud-based platform lies in its ability to store data and applications on remote servers, accessible anytime and from anywhere with an internet connection. This means that landscaping professionals can retrieve customer information, update project statuses, and even create quotes or invoices while on-site, without the need for constant back-and-forth communication with the office. 

The instant access to real-time information empowers landscapers to make quick, informed decisions. They can respond promptly to client inquiries, manage their schedules efficiently, and collaborate seamlessly with team members. Moreover, cloud-based CRM systems provide automated backups and data synchronization, ensuring that crucial information is never lost.

Customer and Lead Management

Customer and lead management is a vital feature of landscaping CRM software. Effective management of leads and customer information ensures optimal business success. With the ability to manage leads efficiently, businesses can convert potential clients into loyal customers. 

The centralized customer database allows easy access to customer information, enhancing personalized service and fostering strong client relationships. This feature enables landscapers to maximize productivity, improve customer satisfaction, and drive business growth.

Job Management

Job management is a critical feature of landscaping CRM software, providing businesses with the tools they need to streamline their operations and maximize efficiency. With features such as estimates and job scheduling, route optimization, and job tracking, CRM software becomes an invaluable asset for managing and organizing landscaping projects. Proper job management for landscaping companies can include several features:

Estimates and Job Scheduling

Estimates and job scheduling allow businesses to accurately plan and allocate resources for new jobs. With CRM software, landscapers can create detailed estimates, track costs, and efficiently schedule tasks to ensure smooth project execution. This helps businesses deliver projects on time and within budget, enhancing customer satisfaction.

Route Optimization

Route optimization is another key aspect of job management. CRM software helps landscapers optimize routes for their teams, minimizing travel time and fuel costs. Businesses can reduce unnecessary mileage and increase productivity by identifying the most efficient paths between job locations.

Job Tracking

Job tracking enables businesses to stay on top of project progress and manage job details effectively. With CRM software, landscapers can monitor the status of each job, track materials and equipment used with inventory management, and maintain comprehensive records. This ensures transparency, facilitates communication, and allows for quick decision-making.

Team Management 

To harness the growth in your industry, you need to be as organized as possible, allow remote access for all your workers, and exploit every possibility to build your revenue. CRMs are the number one tool to propel you to success in every area of your business, especially for businesses with a mobile workforce.

Your landscaping CRM should have features that enable efficient team coordination and enhanced productivity. GPS tracking allows businesses to monitor the location of their team members in real-time, ensuring efficient deployment and resource allocation. Additionally, time tracking features enable accurate recording of work hours, simplifying payroll and improving project cost estimation.

Automated Invoicing and Payments

By automating the invoicing process, businesses can save time and reduce manual errors. With CRM software, landscapers can generate and send invoices seamlessly, ensuring prompt payment from clients. 

Automated payment reminders and integration with payment gateways facilitate smooth transactions that can streamline the financial aspect of the business, enhance cash flow, and improve overall client satisfaction. With automated invoicing and payments, landscaping businesses can focus more on their core operations while ensuring efficient financial management.

Sales Reporting 

Sales reporting enables businesses to track and analyze their sales performance. By providing comprehensive insights into sales data, CRM software empowers landscapers to make data-driven decisions and identify areas for improvement. 

With accurate sales reports, businesses can monitor revenue, track customer acquisition, evaluate sales trends, and assess the effectiveness of marketing strategies to optimize revenue opportunities.

Picking the right software is key.

Selecting the Right Landscaping CRM Software is Key

You may have heard of various all-industry CRM solutions. Because these CRMs are generalized for any type of company, they take full advantage of marketing to everyone they can find. And because they are set up to be as generic as possible, many users need to spend a substantial amount of time and money to customize their application to work the way they need it to.

It’s sort of like shopping at a big box store where you don’t get many services, but you also may not need them.

Your other option is to consider a software solution for your field service CRM that is made to work with your lawn care or landscaping business right out of the box.

This is more like shopping in a specialized boutique with a personal consultant. To decide what type of CRM software to use, you should always consider your business needs and evaluate the CRM features and capabilities according to those needs.

There’s certainly an argument to be made for each method, so let’s take a deep dive into the pros and cons of general and industry-specific software.

Key Factors to Consider When Choosing the Best Landscaping CRM Software

Choosing the right software for your landscaping business is crucial for streamlining operations, improving customer service, and ultimately growing your business. With numerous options available in the market, it’s essential to consider several key factors to ensure you select the best landscaping CRM software for your specific needs. Here are some important factors to consider:

    1. Industry-specific Features: Look for landscaping CRM software that offers industry-specific features tailored to the unique needs of your business. This may include functionality for managing landscaping projects, scheduling services, tracking equipment and inventory, and generating quotes and invoices.
    2. Ease of Use: Opt for CRM software that is user-friendly and intuitive, ensuring that your team can easily navigate the system and utilize its features effectively. A clean and organized interface, customizable dashboards, and straightforward navigation can significantly enhance productivity and adoption rates among your team members.
    3. Mobile Accessibility: In today’s digital age, the ability to access CRM software on the go is essential for field-based teams in the landscaping industry. Choose a CRM solution that offers mobile accessibility through native mobile apps or responsive web interfaces, allowing your team to access important customer information, update records, and communicate with clients from anywhere, at any time.
    4. Integration Capabilities: Consider CRM software that seamlessly integrates with other tools and systems you use in your landscaping business, such as accounting software, project management tools, and marketing platforms. Integration capabilities ensure smooth data flow between different systems, eliminating manual data entry and improving efficiency across your organization.
    5. Customization Options: Every landscaping business is unique, with specific workflows, processes, and terminology. Look for CRM software that offers customization options, allowing you to tailor the system to match your business requirements. This may include custom fields, forms, workflows, and reporting capabilities that align with your business processes and terminology.
    6. Scalability: As your landscaping business grows, your CRM software should be able to scale with you. Choose a solution that can accommodate your expanding customer base, team size, and business operations without significant disruptions or the need for costly upgrades. Scalable CRM software ensures long-term viability and adaptability to changing business needs.
    7. Customer Support and Training: Evaluate the level of customer support and training offered by the CRM software provider. Look for providers that offer comprehensive onboarding, training resources, and ongoing support to help your team maximize the value of the software. Responsive customer support can be invaluable in resolving issues and addressing concerns.

Considerations of CRM for Landscaping Businesses

Landscaping CRMs will appear to have fewer features than generalized CRMs; this is because they don’t waste time or space with functionality that landscaping companies will not need or use. If you do find there is a specific need for your company that no other company has ever asked for, it may be impossible for your CRM to build it in. However, it’s extremely unlikely that your company would require such hyper-specialized features. 

All businesses are different, but in our experience, a software solution built for the landscaping industry — like RealGreen — will be a better fit for your business.

Simplify your scheduling your clients landscaping jobs.

Should You Choose an Industry or Non-Industry Specific CRM Software?

In every business, time is money. Productivity and efficiency are keys to consistent success.

Finding a plug-and-play software solution that’s intuitive and provides advantages for your employees will lead to faster adoption rates and richer data analysis. The more your team engages with your CRM, the more data you will have to make pivotal decisions in your business.

A company offering an industry-specific CRM probably understands your business and your goals better than a generalized software application group. Every industry is different; companies that develop field-specific solutions typically have immense knowledge about the industries they serve. When you buy that type of non-generalized CRM, you’re tapping into that knowledge base to your advantage.

For example, RealGreen’s expertise in landscaping operations extends beyond one software solution. We offer a full suite of marketing services, including:

  • Local search and website optimization (SEO)
  • Website development and content
  • Paid online ads (PPC)
  • Target marketing and reporting
  • Marketing lists
  • Effective and targeted direct mail campaigns

We can help you with the growth that your industry is experiencing and double down on your marketing efforts while demand is expanding.

Discover RealGreen: The Industry-Leading Landscaping CRM Software

Landscaping business CRMs are also a great fit for other field service companies with similar needs like pest control, arbor care, and landscaping.

We’ve done the research, the development, and the refining work to offer business leaders in field service industries a turnkey solution to managing their company’s data. We’ve found that it just makes more sense than using a CRM that isn’t designed for your industry’s needs.

Learn more about how RealGreen can help your business grow and thrive along with the market for your services. Capture data and insights that will lead to positive, healthy revenue expansion with our customized tools and reporting.

Contact us to learn about how RealGreen can help your business grow. 


What is CRM software, and why is it important for landscaping businesses?

CRM software, or Customer Relationship Management software, is a tool that helps businesses manage interactions with current and potential customers. For landscaping businesses, CRM software is essential for organizing customer information, streamlining communication, scheduling services, managing projects, and improving overall customer satisfaction.

What specific features should I look for in landscaping CRM software?

When choosing CRM software for your landscaping business, consider features such as project management, scheduling and dispatching, quoting and invoicing, customer communication tools, inventory management, mobile accessibility, and integration capabilities with other tools and systems.

How important is mobile accessibility in landscaping CRM software?

Mobile accessibility is crucial for landscaping businesses, as field-based teams need to access CRM software while on the go. Look for CRM solutions that offer native mobile apps or responsive web interfaces, allowing your team to access customer information, update records, and communicate with clients from anywhere, at any time.

Can landscaping CRM software be customized to fit my business needs?

Yes, it’s essential to choose CRM software that offers customization options to align with your specific business requirements. Look for solutions that allow you to customize fields, forms, workflows, and reports to match your unique workflows, processes, and terminology.

What integration capabilities should landscaping CRM software have?

Integration capabilities are essential for seamless data flow between different systems used in your landscaping business, such as accounting software, project management tools, and marketing platforms. Look for CRM software that offers integrations with popular third-party tools and systems to streamline workflows and improve efficiency.

Schedule a free demo today to see how RealGreen
can help you grow your business!

Shayla Spradley

Shayla Spradley

Shayla started at WorkWave in the marketing department in August 2022. As Senior Product Marketing Manager for RealGreen by WorkWave, Shayla spends her days researching the lawn and landscape industry, strategizing go-to-market efforts, and building relationships with customers to better serve and communicate.