Residential Services

Company: GreenLawn Home Services What they do: Residential lawn care, tree trimming, and landscaping. They serve a suburban area of about 50 homes and some small businesses. Team size: 8 employees. 3 crews in the field, 2 in the office.

How GreenLawn Uses Rivvex

GreenLawn is a smaller business. They don’t manage dozens of buildings. They work with homeowners, and their work is seasonal and recurring.

Rivvex helps them stay organized, even with a small team.

Spring Cleanup Quotes (Seasonal)

Spring is the busiest season for a lawn care business. The snow melts, and the lawns need attention.

Many customers call in March and April and say, “It’s spring. I need a full cleanup.

1. The call comes in.

   • “Hi, I need a full spring cleanup of my whole yard. I haven’t had the place touched since last fall.

2. The initial job is created in Rivvex.

   • “Full yard spring cleanup.
   • The customer (if it’s a new customer, the info is entered. If it’s a returning customer, the existing record is used.
   • A note is added: “Customer hasn’t had a cleanup done since last fall. The yard is 6,000 sq ft, with a small front yard and a large back yard.

3. **On-site review: Assess the damage.

   • A crew member visits the property. They see:
     • The lawn is overgrown. There are 6 inches of dead grass.
     • There are 300 square feet of dead patch of weeds in the front.
     • The flower beds are full of dead annuals and dead leaves.
     • There is a small area where the lawn is thin and might need overseeding.
   • They fill out the on-site review in the app with these details and take 3 photos of the worst areas.
   • They estimate: “This is a 4-6 hour job, 2-3 people.

4. **The quote is created and sent.

   • The office builds a quote: “Spring Cleanup, Full Yard.
   • The scope: Remove the dead grass (6,000 sq ft). Pull the weeds.
   • Price: $450.
   • Timeline: 1 day, 4-6 hours.
   • The quote is sent to the customer.

5. **The customer accepts the quote.

   • The quote is accepted in 24 hours. The customer is happy with the price.
   • The status moves to “Approved.

6. **The cleanup is scheduled.

   • The office finds an open slot in the schedule for next Monday.
   • They assign the 2-person crew to the job.
   • A confirmation is sent to the customer.

7. **The cleanup day.

   • The crew arrives at 8 AM. They have the mower, the trimmer, the leaf blower, the bags for debris, and the wheelbarrow.
   • They work for 5 hours. By 1 PM, the yard is transformed: clean, the weeds are gone, the lawn is mowed.
   • The crew takes photos of the before and after.
   • The customer comes out. He is very happy. He signs the device to confirm the work is done.

8. **The invoice is sent.

   • The invoice for $450 is sent.
   • The customer pays.

9. **The job is complete.

This is a one-time seasonal job. The customer doesn’t necessarily call back every spring, but if they do, the record of this first cleanup is in the system.

Weekly Lawn Maintenance (Recurring)

This is where the steady revenue comes in. Many of their customers have a weekly or bi-weekly lawn care contract.

How the recurring customer is set up in the system:

1. The customer says, “I want the lawn mowed every week.

2. The office creates a job type: “Weekly Lawn Mowing.

3. The customer is added to a recurring schedule.

4. The office creates a template for the weekly visit:

   • Mow the grass.
   • Edge the driveway and the sidewalks.
   • Trim the hedges.
   • Check the waterers.
   • The price is $75/visit.
   • The job is scheduled for every Monday at 9 AM.

5. **The cycle.

   • Every week, a new job is created in the system from the template.
   • The crew arrives on Monday at the customer’s house.
   • They do the mowing, edging, trimming, and watering.
   • They mark the job as “Day Completed” in the app.
   • They take 1-2 photos of the lawn.
   • They sign the device.
   • The next week’s job is already on the schedule.

6. **The invoice.

   • The invoice is sent to the customer once a month, and all the weekly charges for that month are combined into one invoice.
   • Or the invoice can be sent weekly. Both approaches work.

7. **How it looks on the schedule.

   • The calendar shows 4 blocks for this customer each month (one per week).
   • If it’s a holiday or a bad weather day, the office can reschedule that week’s visit.

8. **What if the customer wants to pause the service? (For example, in the winter.

   • The office marks the recurring schedule as “Paused” for the winter months.
   • The schedule is turned off.
   • When spring comes, the office turns it back on.

The benefit of this setup:

• The customer doesn’t have to schedule every visit. The company handles it.
• The revenue is predictable. If you have 40 customers on a weekly contract at $75/week, that’s $3,000 a week, or $12,000 a month.
• The recurring schedule in the system ensures no visit is forgotten.

Tree Removal Estimates (Complex, On-Site Review Needed)

Not all of GreenLawn’s work is routine. Sometimes a customer calls in and asks for help with a big, complicated problem.

In this case, a large oak tree has fallen on the property and is on the back of the house. Or a storm has made a tree limb fall on the fence.

1. The call.

   • “My neighbor has a huge oak tree. The wind last night took out a big branch. It broke my fence and now it’s on my roof. I need the tree guy to come check it.

2. The initial job is created.

   • “Tree limb on roof and fence.
   • The status is set to “To Review.
   • The office schedules a site visit.

3. **The on-site review.

   • The arborist (the tree specialist) goes to the property.
   • He assesses: “The tree is a 60-foot oak. Two major limbs fell. The trunk is still stable, but the remaining limbs are damaged. The whole tree needs to be removed safely.
   • He notes: “The tree is close to a power line. A crane will be needed for the removal.
   • He estimates: “The full tree removal will take 2 days. The crane cost is $2,000. The labor is 16 hours for a 4-person team. $3,500. Total: $7,500.
   • He takes 8 photos of the tree, the damage, the power line, and the surroundings.
   • He fills in the on-site review in the app.

4. **The quote.

   • The office creates a quote for the full tree removal.
   • They send it to the customer.
   • The customer reads it and replies: “I can’t afford $7,500 right now. Can you just remove the limbs that are on the roof and the fence? I’ll deal with the tree later.
   • The customer has a good point. The office can do a partial job.
   • The office calls the customer and says, “We can do that. Here’s a revised quote for just the limb removal: $1,800. This doesn’t include the full tree removal. You’ll have to decide later about that. Can we do it this week?
   • The customer accepts the revision. “Yes, please.

5. **The work.

   • The crew is scheduled. They are assigned for the tree work.
   • On the day, the crew is at the site.
   • They cut the remaining limbs, lower them, and remove them.
   • They clean up the debris.
   • They don’t remove the trunk, as requested.
   • The work takes 1 day.
   • The customer is satisfied.

6. **The invoice.

   • The invoice for $1,800 is sent.
   • The customer pays.

7. **The tree remains in the record.

   • The job is marked “Partial. The full removal wasn’t done. The tree is still on the property. If the customer contacts them about the tree later, the full review notes and the original quote of $7,500 are in the record. That’s helpful for any future work.

How they onboard new customers: GreenLawn has a mix of seasonal and recurring customers. New customers are added to the system as they come in, whether from the phone, from a website, or from a referral.

Once the first job is done, the customer is in the system. If they want recurring work (like weekly mowing), the recurring schedule is set up. If it’s a one-time job, the record is still there for any future needs.

What a typical day looks like in the system:

• Monday: 2 recurring mowing jobs in the morning, 1 spring cleanup in the afternoon.
• Tuesday: 3 recurring mowing jobs, 1 tree limb removal (from a different customer).
• Wednesday: 2 recurring mowing jobs, 1 new quote sent to a customer who wants a full fence around the yard.
• Thursday: 4 recurring mowing jobs.
• Friday: 2 recurring mowing jobs, 1 end-of-week review of the week’s work.

The office team sees all of this on the dashboard. They know which jobs are recurring, which are one-time, and which need follow-up.

The field team sees their assignments on the app. They know where to go, what to do, and how to report the work back.

Summary: How GreenLawn Sets Things Up

GreenLawn shows how a small business with a mix of routine and complex work can use Rivvex to stay on top of everything.

The lesson: The size of the company doesn’t matter. The system works whether you have 5 recurring customers or 50. The process is the same. The organization is what makes it work.