Lawn care customer management software that tracks every property
Lawn care customer management software with a full record for every property, gate code, and balance. Built for crews who run the day from the truck.
- Every property gets its own record, with pricing and access notes
- Gate codes reach the crew before the truck does
- Balances build themselves from invoices and payments
- Your crew sees the job, never the money
You know the Henderson gate code. You know the dog is loose at the rental and the guy on Maple pays late every time. All of it lives in your head, a phone contact list, and a spreadsheet you can't open at the curb. Okason is lawn care customer management software that gives you a customer record plus a separate record for every property they own — so the crew has what it needs before it pulls in, and you can answer "what do I owe you?" without hanging up.
Multiple properties per customer, without duplicate records
A customer with a house, a rental, and a vacant lot gets three property records — not one address field with commas in it. That is where most crews give up on multiple properties per customer lawn care software: the app models a customer as a single address, so the second location becomes a second customer with the same name, and the balance splits across two records.
In Okason a Property is its own record — a Property Name that shows on invoices, the street address, a Property Type (Residential, Multi-Family, Condo/Apartment, Commercial, Municipal, HOA, Vacation, or Other), Job Instructions, Notes, and a Property Manager name, phone, and email for the ones you never meet in person. Pricing sits in its own Property Pricing section with Price Per Cut, Lot Size, Lawn Size, and Mulch Quantity, so the rental prices differently from the house without a workaround.
One customer holds as many properties as they own. The first one you create becomes the Primary Property, and Set as Primary moves it. Deactivating a property is not the same as deleting it — inactive properties still show on the Customer Profile, so last year’s rental doesn’t vanish from the history.
Gate codes and access notes reach the crew before the truck does
Your crew stops calling you from the curb. Every property record has a Gate Code field and an Access Notes field, so “code is 4417, dog is in the back until 9, park on the street” is on the screen the crew opens on the way in. That is what people are after when they search lawn care software gate codes — not a note buried on a customer, but access details attached to the location the work happens at.
Better, a Crew Member can fix a wrong gate code or a bad address from the field. Crew Members create and edit properties — name, address, gate code, access notes, job instructions, notes, property manager contact, and photos — so a code that changed over the winter gets corrected on the spot instead of routed through you. Add up to 10 photos per property (JPEG, PNG, or HEIC, each under 10 MB) for what words don’t cover: which side gate, where the meter is. That is one less thing to relay by text, which is most of what crew communication tools get used for.
Addresses geocode in the background after you save, driving the map pin and directions. A failed geocode offers a Retry rather than pointing the crew at the wrong block.
A lawn care customer database that builds its own balances
Software is supposed to take data entry off your plate, not add it. The Customer Profile shows a Financial Summary with Outstanding Balance and Total Revenue, both computed from invoices and payments — never hand-editable, never something you have to remember to update. Sort the Customer List by Outstanding Balance and your collections calls are already in order.
Underneath sits the Customer Timeline: jobs, invoices, payments, estimates, and notes in reverse-chronological order, building itself as the work happens. Tap an entry and it opens the record it refers to. When someone calls asking whether you mowed Thursday and what they owe, the answer is one screen.
The Customer List is the lawn care customer database most crews are trying to build in Excel and losing: name, phone, status badge, property count, tags, and outstanding balance in every row. Search hits name, email, and phone; filters cover Status and free-form Tags. Status is Active, Inactive, or Prospect, so the people you quoted last week sit in the same list as the ones paying you — no separate lead app to keep in sync while you chase new clients or hold on to the ones you have. Okason suggests a status change when a prospect starts paying; it never makes the change for you.
Your crew sees the job, not the money
This is the part owners ask about first and no competitor page answers. Okason has three roles — Owner, Manager, and Crew Member — applying wherever a company has more than one seat.
| Owner | Manager | Crew Member | |
|---|---|---|---|
| Add and edit customers | Yes | Yes | No |
| Delete (archive) a customer | Yes | No | No |
| Outstanding Balance and Total Revenue | Yes | Yes | Not rendered |
| Email, billing address, tax status, tags | Yes | Yes | Not rendered |
| Name, phone, status, properties, Notes card | Yes | Yes | Yes, in full |
| Create and edit properties, gate codes, access notes | Yes | Yes | Yes |
| Price Per Cut, Lot Size, Lawn Size, Mulch Quantity | Yes | Yes | Not rendered |
| CSV import | Yes | Yes | No |
Scroll the table sideways to see every column.
A Crew Member’s customer list is limited to customers tied to properties with jobs assigned to them, their Timeline shows job and note entries only, and the money sections do not render at all rather than rendering empty — there is no greyed-out balance to wonder about. A Crew Member who opens the web dashboard on a laptop gets the same restricted view. The restrictions are enforced on the server; hidden controls are a convenience, not the boundary. That is what makes assigning jobs to crew members safe in landscaping customer management software you also bill from.
Bring your list into a lawn care CRM app
Ask on any contractor forum what switching software costs and you’ll hear five figures in labor and data entry, and two weeks to four months of it. That is the real cost of a move, and why import gets a section here instead of a footnote.
Okason’s bulk CSV import runs on the web dashboard: upload your file, map your columns against a preview so you can see what lands where, then read a summary listing every skipped row with its number and the reason — downloadable as a CSV so you can fix those rows and run them again. You are not guessing which 14 of 200 customers didn’t make it.
One honest limit: import is web-only by design. Everything else here — adding a customer, editing a property, changing a gate code, checking a balance — works from the phone in your pocket, which is the point of a lawn care CRM app rather than another desktop tool. More on running the business from your phone.
How Okason compares to other lawn care customer management software
Competitors here either model the customer well and bury it in a support-documentation matrix, or write one paragraph about “all your customer info in one place” and move on to a signup form. Where the differences land:
| Okason | Yardbook | Jobber | Arborgold | |
|---|---|---|---|---|
| Property as its own record | Yes, with pricing and gate code | Yes, split across two tables | No — client, not property | Yes, unlimited job sites |
| Who can see the money | Documented role-by-role | Buried in help docs | Not described | Activity log only |
| Bulk CSV import | Yes, with skipped-row report | Export only | Not described | Not described |
| Built mobile-first | Yes — iOS and Android | Web-first, no iOS app | Yes | Two bolt-on apps |
| Terminology | Customer and Property | Customer | Client | Contact and job site |
Scroll the table sideways to see every column.
Two things worth naming. Competitors that charge per user turn crew seats into a decision you have to think about; in Okason the Crew Member role and its restricted access are simply how the product works — see pricing for how seats are packaged. And the record has to be dependable before features matter: app-store reviews of the budget options here are full of owners who couldn’t add a customer at all, or couldn’t update an address. Landscaping customer management software you can’t trust with a name and a phone number isn’t saving you anything — more on that in our Yardbook alternative breakdown.
On wording: plenty of owners search for landscape client management software, and this is that. We just say Customer, and so does the app.
How it works
Open Customers — a bottom-tab item on mobile, the CUSTOMERS group in the web sidebar. You get the Customer List: search, Status and Tags filters, a sort dropdown, + Add Customer, and Import from CSV.
Tap + Add Customer. The form opens as a slide-out panel, Name required, Status defaulting to Active.
Enter a name. That alone saves — phone, email, billing address, tags, contact method, tax exemption, and notes are optional, so you can capture someone in a driveway and finish later.
Save. Okason validates inline — a blank name, a missing email when Preferred Contact Method is Email, a missing Tax Exempt ID when the toggle is on — then opens the Customer Profile.
Tap + Add Property. The New Property form opens with the customer selected and the cursor in Street Address; autocomplete fills city, state, and zip.
Expand Show More Fields for Property Type, Gate Code, Access Notes, Job Instructions, Property Manager, and Notes, then save. Geocoding starts in the background, the property is marked Primary if it is the customer's first, and Property Detail opens.
Tap Edit Pricing on Property Detail for Lot Size, Lawn Size, Mulch Quantity, and Price Per Cut. A lawn size larger than the lot size is rejected.
Back on the Customer List, type a name in the search bar. Results filter in real time on name, email, and phone.
Open the customer for properties with the Primary badge and the full Timeline. On mobile, tap-to-act handles the rest: the number dials, the email opens mail, the address opens maps, and Quick Actions gives you Email, Call, and Map. Swipe a card to change status.
To retire a customer, an Owner taps Delete. Okason confirms by name and preserves historical records — or refuses, showing the outstanding amount and linking to the unpaid invoices.
Frequently asked questions
Yes, and each property is a full record — its own Property Type, Gate Code, Access Notes, Job Instructions, Property Manager contact, photos, and Property Pricing. A house, a rental, and a lot is three property records under one customer. One exception: a duplex with two separate service agreements is two property records, not one shared by two customers.
Explore more features
Everything else Okason does for landscaping crews.
Estimates
Price the job standing in the yard, email it before you drive off, and know which quotes are still alive.
Invoicing
Bill the job before you leave the driveway, take card or bank payment, and see who still owes you.
Job Scheduling
Set up weekly mows once, send the right crew to the right address, and move a rained-out day in one action.
Ready to Manage Your Crews
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