You Built a Business That Can't Run Without You. That's Not a Business — It's a Job.
If you got sick for two weeks, would your crews know where to go? Would your clients get serviced? Would invoices go out? If the answer is no, you don't have a company. You have a really stressful job that you can't take a vacation from.
Where it hurts
The spreadsheet only you understand
200 recurring clients, color-coded by service day, with notes like 'skip if raining' and 'gate code 4421.' If this spreadsheet dies, your business dies.
Overbooked in July, dead in January
No system for managing seasonal capacity. You say yes to everything in summer and pray in winter.
Crew routing by gut feel
Your crews are zigzagging across the Eastside because routes are planned by memory, not by logic. You're burning 5-8 hours/week in unnecessary drive time.
Rain day chaos
It rains. Now you have to reschedule 15 clients manually, text 3 crews, and hope nobody shows up to a cancelled job. This takes your entire morning.
Your maintenance clients are gold — and you're ignoring them
200 recurring clients who already trust you, and you've never systematically offered them aeration, overseeding, holiday lighting, or hardscaping. That's $100K+ in annual upsell revenue sitting in your existing client list.
What changes
Recurring schedule engine
Auto-generates weekly/biweekly/monthly service schedules, assigns crews, optimizes routes, handles 'skip if rain' logic automatically
25 hrs/week freed
Weather-triggered rescheduling
Rain in the forecast? System auto-reschedules affected clients, notifies crews, sends customer texts — before you wake up
Zero rain-day chaos
Route optimization
Crews routed by geography, not guesswork
Save 5-8 hrs/week drive time
Seasonal upsell campaigns
Automated email/SMS to existing maintenance clients: 'Fall aeration season is here — want us to add it to your next visit?'
$48K upsell revenue/year
Client portal
Customers check schedule, approve add-ons, pay invoices, request one-off services. Self-service. No phone tag.
Professional presence
Greenline Landscaping — 8 crews, Woodinville
Before
- Owner was the single point of failure
- 200-client spreadsheet
- 25 hrs/week on scheduling
- 0 systematic upsells
After
- Auto-scheduling
- Weather-smart rescheduling
- $48K in upsell revenue from existing clients in year one
25 hours/week freed. $48K in new upsell revenue. Owner took first vacation in 4 years.