Inside a Bohaus Sprint: A Small Landscape Company

The situation

The client is an owner-led landscape company with a handful of maintenance crews and a small install crew. Mostly residential maintenance contracts, some small commercial properties, and seasonal installs. An office manager handles scheduling and billing part-time. The owner runs crews, sells installs and does the books on Sunday nights. Jobber runs scheduling. QuickBooks runs accounting. Crew leads text photos and notes.

The work gets done. Getting paid is the problem. Monthly maintenance invoices go out late. Extra work, a bed of mulch, a broken irrigation head, a storm cleanup, is often never billed because nobody wrote it down. Late payers are chased when the owner remembers.

What the sprint finds

In Discover, we map how finished work becomes cash. Crews finish visits in Jobber, mostly. Extra work is texted to the owner or mentioned at the end of the day. The office manager builds invoices from Jobber, the texts and memory, then sends them through QuickBooks at month end. There is no reminder schedule. Payment by card is possible but rarely offered.

In Diagnose, invoicing and collections rank first. It touches cash on every account.

We also ask what will change after the sprint. For a landscaper, plenty: prices go up each season, contracts renew, crew leads turn over, Jobber and QuickBooks ship updates. A system built for this spring's prices will drift by next spring.

What it builds

In Build, we connect finished work to invoices inside Jobber and QuickBooks.

Crew leads close each visit in Jobber, and log any extra work with a photo from a short pick list. Extras are matched against the contract: included work is noted, billable work becomes an invoice line for review. Maintenance invoices are generated on schedule rather than built by hand. Every invoice goes out with a card and bank payment link. Reminders follow on a polite schedule, and accounts that stay late are flagged for a personal call.

We build with maintenance in mind. Prices and contract terms live in one maintained table in Jobber, not inside the automation. Rules are written in plain language in the playbook. Anything the system cannot match goes to an exception list.

Hand over

In Hand over, the office manager becomes the named owner, with time set aside each week. Crew leads learn closing visits and logging extras with photos. The playbook includes a short maintenance routine: review the exception list weekly, update prices and terms at each renewal, check the collections report monthly, and walk new crew leads through the pick list.

The owner gets a dashboard of invoices sent, paid and overdue, plus a roadmap.

What changes

Invoices go out on time without a Sunday-night session. Extra work gets billed because it is captured at the property, with a photo the customer can see. Customers pay faster because paying is one tap. Late accounts get a call before they become a problem.

Next spring, when prices rise or a new crew lead starts, the office manager updates the table or runs the walkthrough. The system keeps working because someone owns it.

What this means for your business

Every system drifts. Good maintenance is specific: monitoring, updating rules and data, fixing breaks, reviewing results and training new people.

A landscaper updates prices at renewal. A pool company updates its repair price list. A home care agency updates visit requirements when a payer changes them. Many teams can handle this themselves if the system was built for it.

Every Bohaus Sprint ends with a hand-over phase built for exactly this: training, a playbook, a KPI dashboard and a roadmap. Ongoing cycles are available for those who want them.