Take off the quantities first
A landscaping price is only as good as your takeoff (the list of quantities measured from the site). Walk the property with a measuring wheel and note:
- Area in square feet for sod, seed, grading and paver work.
- Linear feet for edging, borders and walls.
- Volume for mulch, soil and gravel. Multiply area by depth and divide by 324 to convert to cubic yards at 1 inch per square foot. A 3-inch layer over 400 sq ft is about 3.7 cubic yards; round up.
- Plant counts by size (1 gal, 3 gal, 15 gal) from your planting plan.
Photos and a quick sketch with the measurements save you a second trip when you write the estimate.
Price materials, labor and the hidden extras
Most landscapers price installed units (sod per square foot, mulch per cubic yard installed, shrubs each planted), which keeps the estimate readable. Behind each number should be material cost, delivery, crew hours and your markup.
The costs that get forgotten:
- Removal: old turf, roots, rocks and stumps, plus dumping fees.
- Access: a narrow side gate means wheelbarrows instead of a skid steer, which can double labor.
- Delivery charges for bulk material.
- Equipment rental: sod cutter, plate compactor, auger.
Plant allowances and substitutions
Nursery stock changes week to week. If the client hasn't picked specific plants, give an allowance ("Perennials, allowance $600") and agree on selections later. If they have, say what happens when a variety is unavailable: a similar plant at the same price, or a call to the client first.
A validity date matters more here than in most trades because of the seasons. A spring estimate priced with spring availability may not hold in July. Twenty-one days is a sensible window during the busy season.
Exclusions, warranty and deposits
Common exclusions: irrigation changes, drainage work, utility locates beyond the free 811 call, damage from hidden pipes or cables, and watering after installation.
If you offer a plant warranty, put its conditions in the notes, usually tied to proper watering. For larger jobs, ask for a deposit to cover materials you order specifically for that client.
When the job is finished and the client signs off, turn the estimate into your landscaping invoice. For regular mowing and maintenance billing, see the lawn care invoice.
Phasing a bigger project
A full backyard (patio, beds, lighting, lawn) can add up to more than the client planned to spend this year. Instead of cutting the design, split the estimate into phases: hardscape first, planting in fall, lighting next spring. Each phase gets its own lines and subtotal in the notes, so the client can approve one at a time.
Phasing also protects your schedule. Hardscaping depends on dry weather; planting works best in the right season. Put the order of the work in the notes, so the client knows why the patio comes before the plants.
Last checked October 23, 2026.