Landscaping

Mowing, beds and irrigation, priced on the acres you own.

This is a real subdivision, on the map. Take the homes, the streets and the ponds out of it and what is left is the ground a grounds contract covers — an upper limit on it. Publish that once and every company prices the same job.

Get landscaping proposals See the console

6 common areas, each on its own schedule
34 visits on the accepted year
10.9 ac on the example contract below

Satellite view of one residential community: rows of townhomes and houses on curving streets, with a pool and clubhouse at the center and a pond at one edge.

43.5AC

upper limit · streets out

Common area — the quote basis
Private home lots
Streets
Ponds & parking, cut out
Outside the community
Community boundary
Amenities already on the map

The green is an upper limit, never a measurement. Where a county publishes lot lines the mapper takes out the whole lot rather than the roof, and the figure drops again. Nobody quotes off this alone — a company walks it.

Your console

Every area, how often it is cut, and what is late.

The acreage the map arrives at — an upper limit, never a measurement — is the acreage the contract is written on, so a completed visit either covers it or does not.

HOAcrew · My Community

Example data

Willow Creek HOA

1284 Willow Creek Dr

Services · Landscaping

Common area on contract

10.9ac

Areas on schedule

5 of 6

Visits a year, accepted

Areas overdue

Common areas, and what each is on

Open the wing

Area

Frequency

Acres

Last visit

Front entrance & monument
Weekly · 1.6 ac
Weekly
1.6
2 days ago
Boulevard medians
Weekly · 2.4 ac
Weekly
2.4
2 days ago
Pond perimeter & path
Weekly · 2.8 ac
Weekly
2.8
3 days ago
Pool lawn
Weekly · 1.2 ac
Weekly
1.2
3 days ago
Playground & open turf
Every two weeks · 1.5 ac
Every two weeks
1.5
4 days past schedule
Perimeter strips & fence line
Every two weeks · 1.4 ac
Every two weeks
1.4
5 days ago

6 common areas on the contract

10.9acres, an upper limit from your parcel map

Your landscaping company invoices against this record, at the price in the proposal your board signed. Sales tax and payment processing are their own line items. Each vendor bills its own invoice. They are collected here in one view and paid one at a time — HOAcrew standardizes the terms, not the number of invoices.

Last visit — mow and edge

2 days ago, 7:40 AM

Acreage serviced: 10.9 ac
Mow height: 3.5 in
Irrigation zones checked: 12
Debris bags removed: 9

Areas mowed: Front entrance & monument · Boulevard medians · Pond perimeter & path · Pool lawn

Acreage serviced and areas mowed are both required to close a landscaping visit, so the 10.9 acres on this record sit beside the 10.9 acres the contract was written on and either match or do not.

The year

A July cut and a December cleanup are different work.

Grounds care is the one service whose frequency moves with the calendar, so the scope is written as a whole year and answered as one.

A year on an accepted schedule

e.g.

112444444321

JanFebMarAprMayJunJulAugSepOctNovDec

DormantGrowing seasonDormant

Marmulch refresh
Mayseasonal color change
Novleaf haul-off

Example schedule. The frequency is whatever your community accepts — and through peak growth a company can propose a tighter one, with its number in front of you before you agree to it.

Peak growth

Jul

4visits

Weekly cut at mowing height. Irrigation zones walked.

Dormant

Dec

1visit

One tidy-up. The grass has stopped.

The whole year

Jan–Dec

34visits

Plus mulch in March, seasonal color in May and leaf haul-off in November.

Every visit covers the same 10.9 acres of common area — this example community’s published figure, an upper limit a walkthrough can bring down. The map at the top of this page produces that one figure for your own community. Publish it alongside the year, once, and every landscaping company is pricing the same document, which is what makes the proposals you get back comparable line for line.

What those three marks are

March · mulch refreshBeds topped up before the growing season starts.
May · seasonal colorAnnuals changed out in the entrance and median beds.
November · leaf haul-offLeaves cleared off the common turf and the curb line.

Their console

The crew's day, and what closes out a visit.

Acreage serviced and areas mowed are both mandatory — a crew cannot close the visit without them, and a photo.

HOAcrew · Vendor console

Example data

Active jobs

Completed this month

Compliance

Active

Dispatch Board

Open board

Pending1

Landscaping — bed refreshCedar Hollow

Dispatched1

Lawn mow & edge — common areasWillow Creek HOA

In Progress2

Landscaping — common areasStonebridge Ranch HOAIrrigation zone checkLakeside Commons

Completed2Awaiting community approval

Turf treatment — spring pre-emergentWillow Creek HOATree & shrub trim — entranceCedar Hollow

You work one trade, so the board carries no service filters — every card here is your work. A community and its landscaper agree the schedule between them, and it lands on the community calendar.

This visit’s report

Acreage servicedRequired
Areas mowedRequired
Mow heightOptional
Irrigation zones checkedOptional
Debris bags removedOptional

Acreage is checked against the netted common-area acreage the contract was priced on — a mow with no coverage recorded cannot be checked against anything.

Closing this visit

1Check in on site
2Photo of the finished work
3Record the readings
4Check out

Arrival and departure are stamped on the board, so a completed visit records a crew standing on the ground and the time it was there.

Compliance

General liability COIVerified
Workers compensationVerified
Business licenseUnder review
W-9 formVerified

Insurance is checked the day you bid — current documents keep you eligible.

You issue your own invoice, under your own brand and numbering, on standardized terms. It lands in the community’s consolidated view on HOAcrew, they pay your company on the remittance details it prints, and the payment is recorded against it there.

The photo that closes it

TurfMown and striped across a common green.
BedsA spade-cut edge against the turf, mulch refreshed.
IrrigationA zone confirmed firing, counted on the visit.

What the scope is made of

Four numbers every proposal has to answer.

Each landscaping company sets its own price. These are the figures it is pricing against, and the ones you check its crew's work with afterwards.

69 acres in the mapped envelope, split four waysWidths are the same figures the map above subtracts.

Common area — the quote basis43.5 ac
Private home lots15.4 ac
Streets8.4 ac
Ponds & parking1.7 ac

The green is an upper limit. What comes out of it here is the roof; where a county publishes lot lines the whole plot comes out and the green gets smaller.

Common area on the map above — an upper limit: 43.5acres; A recorded lot line takes out the whole plot rather than the roof, so this figure falls again once a county publishes one.
Mow height, normal range: 2.5–4in; Cutting below this scalps the turf, which is the complaint boards field most.
Fields required to close a mow: 2; Acreage serviced, and the areas mowed one per line.
Visits on the example year: 34

The scope

You write it once. Everyone prices the same one.

Proposals come back comparable line for line, because all of them are answering the same document you published.

Mow-and-edge, or full service.

Mowing, edging and blowing across the common areas — or that plus beds, seasonal color, mulch, pruning and tree work. Whichever you write is what every company prices.

Irrigation is two different jobs.

A monthly zone walk belongs in the maintenance scope; a valve rebuild does not. Say which you mean, and the zones confirmed firing are counted on every visit.

A system overhaul is its own proposal.

It comes back priced under its own number, and your board approves it before anyone digs.

Publish a landscaping scope

Every phase

One scope across the whole community.

Phase one was mowed by whoever the developer left behind, phase three by whoever answered the phone in 2019. Publish one scope over all of it and the difference becomes a number.

Area by area