Lawn Care & Landscaping
Connect your landscape software, accounting, payroll, and lawn application records so you can see which properties, crews, and service lines actually make money. Cass & York builds custom AI-assisted document processing and software integrations that compare property budgets, crew hours and job costs, with human review for uncertain records.
Commercial and residential landscape maintenance, lawn care, and snow companies running several crews or several branches, including operators that have grown through acquisition and now run more than one system.
Show Us Your Workflow[01] Where systems separate
Where the budget and the books stop matching.
- 01Budgeted hours on a maintenance contract look fine in the estimate, but actual crew hours per property aren't reviewed until the season is over
- 02Enhancement and install work is sold, scheduled, and billed in different places, so job cost shows up after the invoice
- 03Fertilization and weed control rounds live in one system while mowing and installs live in another
- 04Drive time between properties is paid every week but never shows up as a cost on any route
- 05Snow is billed per push, per salt application, or by the season, and reconciling that against crew and subcontractor hours takes weeks
- 06Every acquired branch brings its own software, crew structure, and chart of accounts
[02] The software in place
The systems we usually find.
Most landscape companies already run software built for the trade. The gaps sit between maintenance, lawn applications, payroll, and accounting, and between branches that chose different products.
Landscape business platform
Aspire
Contracts, estimating, scheduling, and job costing at many commercial maintenance companies. We come in when the answer also needs payroll, fleet, or another branch's data.
Landscape business platform
LMN
Budgeting, estimating, and crew time tracking at many maintenance, design build, and snow contractors.
Field service platform
SingleOps and Service Autopilot
Common at growing residential and commercial operators, and often still running at a company a larger operator bought.
Lawn care platform
RealGreen
Fertilization and weed control programs, routing, and payments at many lawn care companies, often alongside a separate maintenance system.
Accounting
QuickBooks Online
Where payroll, materials, and equipment costs land, usually with a different property and job structure than the field platform.
[03] Questions worth answering
Numbers landscape owners ask for that no single system can answer.
- 01Budgeted versus actual hours by property
- Crew minutes estimated for each maintenance property compared with minutes logged, so underpriced contracts surface in June instead of at renewal.
- 02Gross margin by service line
- Maintenance, enhancements, installs, irrigation, lawn applications, and snow, each carrying its own labor, material, and equipment cost.
- 03Drive time as a share of paid hours
- Windshield time by crew and route, joined to payroll so it is counted as a cost instead of disappearing into overhead.
- 04Contract renewals and enhancement sales
- Which maintenance accounts renewed, at what price, and how much enhancement work each property produced over the year.
- 05Branch comparison on the same definitions
- The same margin, labor, and renewal math applied to every branch, whichever software it runs.
[04] What we build
Keep your landscape software. Build what's missing around it.
Budgeted versus actual hours by property is the usual first report, since it needs crew time, the estimate, and payroll together. We connect those and build out from there.
01
Field platform to accounting and payroll reconciliation
Systems Integration →02
Budgeted versus actual hours by property and crew
Dashboards & Reporting →03
Service line and branch profitability dashboards
Dashboards & Reporting →04
Snow event billing and subcontractor reconciliation
Systems Integration →05
Lawn applications and maintenance in one customer view
Dashboards & Reporting →06
Combined reporting across acquired branches
Unified Data Platforms →07
AI-assisted processing of crew timecards, service tickets and supplier invoices, with validation and exception review before updating source systems
[05] In practice
What this looks like in practice.
Mowing in one system, fertilization in another
A company runs one platform for maintenance and RealGreen for lawn applications. We match properties across both, so account managers see total revenue and margin per client before renewal conversations.
The snow reconciliation
After a storm, the office matches crew and subcontractor hours, site visits, and salt used against each site's contract terms. We automate the match and send only the sites that don't line up to a person.
The contract that lost money all summer
Crews log time against each property, but the budget lives in the estimate. We compare budgeted and actual hours every week, so the account manager can adjust scope or price before the next renewal.
[06] Relevant work
Work that shows how we approach it.
[07] A practical starting point
Connect the systems. Unify the data. Build the workflow.
01Connect
Pull properties, contracts, estimates, crew time, and lawn application rounds from your field platforms, plus payroll, materials, and equipment costs from accounting.
02Unify
Match properties and clients across systems, agree on how each service line is costed, and flag time entries and invoices that don't reconcile.
03Build
Deliver the dashboard, reconciliation, or workflow your team asked for, with every number traceable to the property and crew behind it.
[08] Questions
Lawn Care & Landscaping: common questions
Do we need to replace Aspire or LMN to get better job costing?
No. Aspire or LMN keeps running estimates and crews. Better job costing usually comes from connecting actual hours, materials, and accounting to what those systems already budgeted.
Can you combine reporting across landscape companies we acquired that use different software?
Yes. We map each branch's properties, service lines, and accounts to shared definitions so margin, labor, and renewals can be compared and rolled up.
How do we see budgeted versus actual hours for every maintenance property?
We join the hours budgeted in your estimates with the time crews log in the field app and payroll. The result is a weekly view by property, crew, and account manager.
Can you connect RealGreen lawn applications with our maintenance software?
Yes, through each platform's API or scheduled exports, depending on what your plan includes. We match customers across both so you can see total revenue and margin per property.
Can you help reconcile snow removal billing after a storm?
Yes. We match crew and subcontractor time, salt usage, and site visits to each contract's billing terms, and route the sites that don't reconcile to your office.
Can AI automate crew timecards, service tickets and supplier invoices for lawn care & landscaping?
Yes. Cass & York can build a workflow that extracts structured details from crew timecards, service tickets and supplier invoices, matches them to records in Aspire and LMN and accounting, and flags missing or ambiguous information for staff review. The integration can compare property budgets, crew hours and job costs without requiring replacement of your existing core systems.
[09] Start with the process
Show us the workflow your existing software can't handle.
You don't need a technical specification. Walk us through the process, the systems involved, and where your team is losing time.
Book a Workflow Call →