Landscaping estimate template

Download the Landscaping estimate template

The same sample document in two formats. The PDF is what a finished estimate looks like; the spreadsheet has live formulas, so change a quantity or a rate and the totals follow.

No signup, no email, no watermark. Sample figures — edit everything. Opens in Excel, Numbers and Google Sheets.

See this estimate filled in, in the builder — the same sample, editable.

What a Landscaping estimate needs on it

Landscaping bids split into two businesses with different paperwork: installs, which are projects, and maintenance, which is a recurring agreement. The estimate that causes trouble is the install that promises plants without saying who waters them. State the plant warranty, tie it to a written watering requirement, and price maintenance visits as their own agreement rather than a favor attached to the install.

Estimate installs where grade, drainage or soil condition are unknown. Buried debris, hardpan and a drainage problem the client thinks is a plant problem are the classic findings, and they change both scope and price once the machine is on site.

• Plant sizes by container, since a 3-gallon and a 15-gallon shrub are different jobs
• Plant warranty term and the watering requirement it depends on
• Soil amendment, drainage and grading — the below-ground work customers cannot see
• Irrigation zones and controller, if included, and who winterises
• Access constraints: gate width, machine access, spoil removal
• For maintenance: visit frequency, what a visit includes, and seasonal extras priced separately

And what every estimate needs

Use an estimate when the scope is clear but the final number can still move — concealed damage, a substrate you cannot see until demo, or material prices that change between bid and start date.

• An expiry date, so a months-old number cannot be held against you
• Scope written plainly enough that a homeowner knows what is excluded
• A deposit or payment schedule if you need money before mobilising
• A signature line, so acceptance is recorded rather than remembered

Landscaping line items included in this template

These load into the builder ready to edit. Prices are starting points, not our opinion of what you should charge — set your own and they save to your price book.

Rates are illustrative US figures and vary widely by market. Price your own work.

How landscapers price this work

Installs price by material plus crew day; maintenance prices per visit or per month with a seasonal schedule. Margin on installs is mostly in material markup and crew efficiency, which is why accurate square footage and access notes matter more here than hourly rate. Maintenance contracts price best annually and billed monthly, so winter months are not a cash trough.

Questions

How long should a plant warranty be?

One growing season is the common default, and it should be written as conditional on the customer watering per your instructions. Unconditional plant warranties are how landscapers end up replacing shrubs that died in an August with no irrigation, so state the watering requirement on the estimate rather than mentioning it at handover.

Should landscaping maintenance be a separate agreement?

Yes. Install and maintenance have different scopes, different billing rhythms and different cancellation terms. Bundling them makes the install look expensive and the maintenance look free — price them as two documents and both become easier to sell.

How do I price a job the machine cannot reach?

As its own line. Wheelbarrowing material through a 36-inch gate can double the labor on a bed install. Note the access constraint on the estimate with the added hours priced separately, so the customer understands what their fence is costing them.

Is an estimate legally binding?

Generally not, on its own — an estimate is an offer, and it usually becomes binding only once the customer accepts it and both sides act on it. What actually binds you is the language on the page: how you describe the scope, what you exclude, and whether you state that the price can change. This is general industry practice, not legal advice; if a job is large or unusual, have a lawyer look at your terms.

How long should an estimate stay valid?

Thirty days is the common default and it is short enough to protect you from material price swings. If you are quoting equipment with volatile pricing, shorten it — and say so on the page rather than in conversation.

Should I charge for estimates?

Many trades charge a diagnostic or assessment fee and credit it against the job if the customer proceeds. If you do, put it on the estimate as a line item with the credit spelled out, so it never reads as a surprise.