Lawn care estimate software that sends the quote before you leave the yard

Build the estimate in the yard and send it before you drive off

The estimate you hand over on the spot is the one that gets signed. So it runs in five steps, in front of the customer: Select Customer, Select Property, Add Line Items, Set Terms, Review & Send — the same on web and on the phone.

Customer and property in two taps

Step 1 filters your customer list as you type; + Add New Customer takes a name inline, phone and email optional.

Step 2 links the Property, primary one preselected — that’s the address on the document, and where the lot size lives for pricing. None on file? Add one inline or hit Skip.

Sent, numbered, and on the record

Send Estimate emails a branded PDF and a link to the online estimate view, flips the status to Sent, and confirms it: “Estimate EST-042 sent to Mrs. Chen.” Every estimate gets a sequential Estimate Number, never edited, never reused.

More on pricing the work: how to quote lawn mowing jobs, how to bid a landscaping job, and how to price landscaping jobs for beginners.

Say the scope out loud and let AI write the line items

Thumb-typing an itemized estimate on a phone, in the sun, with gloves on, is why estimating gets pushed to the evening. A quote app for lawn care has to work at walking speed.

Voice-to-Estimate at Step 3 goes the other way: walk the property, say what you’re doing, and Okason parses the dictation into line items with a name, quantity, and price.

Review before anything sends

Low-confidence items are flagged, the estimate is marked needs-review, and every flagged item is editable before anything sends. Anything unparsed shows separately to add by hand. Nothing goes out until you send it.

Voice works on web and mobile, for Owners and Managers.

Your saved prices, so the number doesn’t get invented in the driveway

Underbidding is a memory problem. You quoted mulch at one number in April and another in May, and you don’t know which was right.

Price from your catalog, not your memory

The Service Picker searches your catalog by category and drops in the service name, your default price, and the pricing unit — per visit, per sq ft, per cubic yard. On area-based services the quantity pre-fills from the property’s lot size.

Off-catalog work goes in through Add Custom Item; rows edit, delete, and drag into order, and the subtotal updates live.

Repeat quotes you don’t rebuild

For quotes you write over and over — spring cleanup, the standard bi-weekly package — Duplicate copies the line items, tax, discount, deposit setup, and notes onto a fresh estimate with a new number.

Internal Notes hold your cost, your hours, your “don’t go below this” line, and never appear on the customer’s copy.

Background on the numbers themselves: landscaping estimating mistakes, how to calculate landscaping job costs, and landscaping pricing per square foot.

What the customer opens looks like a bigger company sent it

You’re bidding against companies three times your size, and a number scrawled on a business card loses to a document.

Your logo and brand colors carry onto the PDF, line items are itemized, and up to four photos ride along in the customer’s online view — so “this bed, this hedge, this haul-away” isn’t left to guesswork.

Terms, tax, and expiration

At Step 4, Tax Rate pre-fills from your company default with a tax-exempt toggle, Discount applies per line item or across the total, Expiration Date defaults 30 days out, and customer-visible Notes print on the document.

Deposits on the big jobs

On a big install or cleanup, a Deposit Request takes a percentage or a flat amount, calculated on the grand total and recalculated whenever line items, tax, or discount move — so you’re not fronting materials unpaid. Okason blocks a deposit larger than the total. More on what earns the read: a landscaping proposal template that wins.

Nine estimates out, and you know which ones are still alive

You sent nine estimates this month, couldn’t name which ones are still in play, and two of them said yes weeks ago.

Draft, Sent, Viewed, Accepted, Declined

Viewed is automatic — the moment the customer opens the link, Okason stamps the time. That’s the difference between “she hasn’t decided” and “she never opened it,” and they call for different phone calls.

Four counts sit above the Estimates List and don’t move when you filter: Awaiting Response, Accepted This Month, Needs Follow-up, Soon Expiring. Sent seven or more days ago and still unviewed flags for follow-up; expiring within three days flags Soon Expiring.

An expired estimate isn’t a dead one

Extend & Resend gives it a new date and puts it back to Sent; Resend pushes a sent estimate again. Okason surfaces the list, you make the call.

When one is lost, Mark as Declined with a reason chip: price too high, chose another company, project postponed, timing not right. After a season you can see whether you’re losing on price or on speed.

A yes becomes scheduled work and an invoice, with nothing retyped

The other half of the leak: the customer says yes and the job never makes it onto the calendar.

Mark it Accepted and two actions open up. Create Job pre-fills the customer, property, and line items, asks for a schedule date and optional crew, and links back to the estimate. Create Invoice carries the line items, tax, deposit, and payment terms onto the bill. Both are optional and independent.

One continuous line: priced estimate, scheduled job, invoice and payment. Every event lands on the record in customer management with the property name attached, so a year later you can see what you quoted, charged, and collected.

A landscaping estimate app you run from the truck

Most landscaping quote software is a desktop tool with a phone app bolted on, so you can look at what the office already did. This landscaping estimate app works the same in your hand as on a laptop.

The same five steps on the phone

On mobile the same five steps run as a modal flow, reachable from the FAB, the More menu, a customer’s timeline, or a push notification. Filter chips run across the top of the list: All, Draft, Sent, Viewed, Accepted, Declined, Expired. Photos convert to JPEG on upload, so an iPhone shot just works.

Nothing is one-way — a Manager can open the Draft you started in a yard, finish it on web, and send it while you’re on the next property.

What the crew sees

Crew Members get a deliberately narrow view: scope of work, line item descriptions, customer notes — no prices, totals, deposit, or internal notes, customer reduced to a name.

Okason needs a connection to build, send, or convert an estimate — the number, pricing, and PDF are generated server-side. More in running your landscaping business from your phone.

How Okason compares to other lawn care estimating software

Search for landscaping quote software and you land in two markets, neither of them yours: construction takeoff built for PDF plan measurement, or field service software written for a company with an office manager.

Two of the tools a small crew shortlists don’t publish an estimates page at all, and a third links to a 404. See pricing for how plans are packaged, the case for a Yardbook alternative, and the wider field in best landscaping software for small business.