For landscaping companies of 10 to 80 people
AI agents that run the office side of your landscaping business
Your crews are out on sites from early morning, and the office spends the day catching up behind them: writing estimates, moving jobs around the weather, calling clients back and keeping the books straight. Redrawn looks at how that office work really moves through your company, redraws who does what, and then sets up AI agents to take on the routine parts, with your team approving everything that matters.
Free. Bring last week’s schedule and the paperwork behind it.
01
Where the office hours go
The work in the field is skilled and visible. The work in the office is just as necessary, and almost nobody sees how much of it there is.
In a company of this size, the owner often still prices the bigger jobs at the kitchen table, the office manager rebuilds the schedule several times a week, and whoever does the books spends the end of every month matching receipts to jobs. Crew leads text photos and notes from site, and someone has to turn them into something a client can read.
When the company grows, the usual answer is another office hire. We take a different route. Before any tool is chosen, we draw how a job actually travels from the first call to the final payment, mark where an agent can prepare a first draft or keep a record current, and keep every price, promise and payment decision with a named person on your team.
This may sound like your office
- Estimates wait until the owner has a free evening, and some leads go cold in the meantime.
- One rainy day means an afternoon of phone calls and a schedule nobody fully trusts.
- Clients ask when the crew is coming, and the answer lives in someone’s head.
- Materials get bought on the company card and sorted out weeks later.
- Nobody is quite sure which jobs made money until the year is over.
02
Six office workflows we look at first
Each one is small on its own. Together they decide whether the office keeps up with the crews.
Estimates from site notes
Before: the crew lead or owner walks the property, scribbles measurements, and the estimate gets typed up days later from memory and an old price list.
After: an agent turns the site notes, photos and your own price list into a draft estimate the same day. Someone in the office checks the quantities and the price, edits anything that looks off, and sends it.
Crew scheduling and weather
Before: the schedule lives on a whiteboard or a spreadsheet, and every forecast change means rebuilding the week by hand.
After: when weather, a sick crew member or a late delivery changes the plan, an agent proposes a reworked week that respects crew skills, equipment and travel. The office manager adjusts and confirms it.
Client updates
Before: clients call to ask when the crew is coming, and each answer depends on who picks up.
After: clients affected by a change get a short, clear message in your company’s voice, drafted from the confirmed schedule. Your team sets which messages go out automatically and which need a look first.
Job costing
Before: hours, materials and equipment are recorded in different places, so the true cost of a job is a guess.
After: crew hours, material receipts and equipment use are matched to the job they belong to as they come in, so you can compare each job’s cost with its estimate while there is still time to learn from it.
Invoicing and payments
Before: invoices go out when someone remembers, and payments are matched to jobs at the end of the month.
After: when a job is marked complete, a draft invoice is prepared from the estimate and any approved changes. Once it is sent, incoming payments are recorded against it and overdue ones are flagged for a polite reminder your team approves.
Bookkeeping and monthly reports
Before: the books are caught up in a rush before your accountant asks for them.
After: expenses, invoices and payments are categorised as they happen, the accounts are reconciled each month, and a short set of monthly reports is prepared for you and your accountant to review.
03
What it looks like in practice.
A client calls about a new patio and planting job. An agent turns the crew lead's site notes and photos into a draft estimate for the office to check and send. When rain wipes out Tuesday, another agent reshuffles the week and tells the affected clients. When the job is done, the invoice goes out, the payment gets recorded, and materials and crew costs are booked to that job, so you can see what each job actually earned. Each month you get clean books and reports ready for your accountant. Redrawn designs these workflows, keeps the agents working together, and makes sure nothing goes out without your team's say-so.
04
How each seat in the company shifts
In the Operating Picture every role gets one line: what to drop, what to pick up, and where an agent now helps. A sketch from an imaginary 18-person landscaping company:
| Seat | Stop | Start | Now with AI |
|---|---|---|---|
| Owner | Typing estimates at night | Pricing decisions and client relationships | Draft estimates from site notes |
| Office manager | Rebuilding the week by phone | Planning crews and equipment ahead | Reworked schedules proposed for approval |
| Crew lead | Calling the office for updates | More time on quality and training | Notes and photos become records |
| Bookkeeper | Month-end receipt hunts | Reviewing job margins with the owner | Expenses coded to jobs as they arrive |
| Sales and design | Chasing estimate replies | Site visits and design proposals | Follow-ups drafted for approval |
The aim is an office that keeps pace with the crews, with the same team you have today.
05
Your team stays in control
Agents prepare drafts and keep records current. Your people decide what goes out.
Prices, schedules your crews rely on, messages to clients, invoices and payments all pass through a person you name before anything leaves the company. The books are kept so that your accountant can review them and do their part; Redrawn is not an accounting firm, does not file taxes, and gives no tax, legal or accounting advice. Your data stays in your own systems, and you decide which AI tools may see what.
The engagement itself follows the same steps and fixed prices as for every firm. The home page explains the four steps from session to support, an example Operating Picture and prices for each step.
06
Questions from landscaping companies
Do the agents send estimates or invoices on their own?
Only if you decide they should. We usually start with every estimate, invoice and client message waiting for a person to approve it. Over time your team may choose to let routine messages, such as a schedule confirmation, go out automatically.
Will this replace our accountant?
No. The agents keep the day-to-day books and prepare monthly reports, so your accountant starts from clean records. Tax returns, filings and any tax or accounting advice stay with your accountant.
Do we have to change our scheduling or accounting software?
Usually not. We start with the tools you already pay for and build the flows around them. If something new would genuinely help a flow, we explain why and you decide.
Is the busy season a bad time to start?
A busy week shows us the real office load, which makes the Picture better. We agree the timing with you so crews and clients come first.
Who should join the first conversation?
The owner, and ideally the person who runs the office or the schedule day to day. They will know exactly which tasks eat the hours.
Bring last week’s schedule.
Let us know the size of your company and the kind of work your crews do. In a free 45-minute conversation we’ll pick out three pieces of office work worth rebuilding, or say honestly if we aren’t a fit.
Book a 45-minute working sessionNo pitch deck. Curious first? Read the common questions about working with us.