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Turf Care Estimating | Best Practices

This article will guide Admins and Operations Managers through best practices for setting up Turf Care Estimates and Jobs in LMN.

In this article:

Setup Turf Care Services

Create Turf Care Services

Build Turf Care/Fert into your Estimates

Send Estimate to Client

 

⚠️ General Account Settings Note: If you do Turf Care/Fertilization work please ensure that you have Weather Notes enabled via Settings > Job Types. This will ensure that all of the requisite weather information is captured automatically by LMN when your crews are punched-in to a job using this Job Type.

 

Step 1: Setup Turf Care Services

First, ensure that Turf Care materials are set up in Time Materials (Legacy)

  1. Navigate to Price List > Time Materials (Legacy)
  2. Click + Add New
  3. Fill out General Information about the material:
    1. Material Name: Enter the name of spray, chemical, pesticide, or anything that needs to be tracked for Turf Care work.
    2. Units (optional): Enter unit (e.g.: gallons, flats, bags, etc.)
    3. Item Type: Select Unclassified, Equipment, Materials, Subcontractor, or Other
  4. Fill out Default Billing / Invoicing Settings
    1. Invoice Type: Select invoice type. If you do not bill for these materials as extras, ensure that Invoice Type is set to Not Billable
    2. Average Unit Cost: Enter dollar amount per unit
    3. Check off the Track Qty box
    4. Service Dates: Set to Show Date or Show Date & Time
    5. Invoice Description: Add the Chemical Code to the Invoice Description box to ensure that this carries over to all invoices for your customers.
    6. Check the Flag For Review box if applicable.
    7. When finished, click Save

Next we’re going to create Turf Care services in our account. 

 

Step 2: Create Turf Care Services

  1. Navigate to Settings > Jobs > Services
  2. Click + Add New
  3. General Information: Add Services (generally 3 - 5) for Each Step of your Fert/Turf Care Program
    1. Service Name: Name your services. For example:
      Fert - Spring
      Fert - Summer - Early
      Fert - Summer - Late
      Fert - Fall
  4. Set Default Billing / Invoicing Settings for your preferences
    • *Note: In the Invoice Description section, you can specify what exactly was done while your crews were performing this service.
      Example: For Fert - Spring: Spring fertilizer blend applied to turf areas as per contract
  5. Linked Material tab: Link the requisite materials for that service
    1. Click on + Add New
    2. Search the Materials you need to add for this Service
    3. Click on Add Selected
  6. Once you’re happy with how the Services are setup you can click on Save

Next, it’s time to show you how to build Turf Care/Fert into your Estimates.

 

Step 3: Build Turf Care/Fert into your Estimates

  1. Estimating for Turf Care/Fert follows the same process as regular Maintenance Estimating. Start by following the Maintenance Estimating Workflow linked here: Maintenance Workflow
⚠️ Important Note: Break out each Turf Care visit into its own Service
Why?  It’s very typical that our customers have clients who have varying Turf Care visits. For example, some of their clients might get 3 visits, others 4, others 5, etc. Therefore, we need to track which customers get what service specifically so that later when we go to add this to a Wait List, only customers that get a specific visit show up to be scheduled.

Now the only thing left to do is send the estimate off to be approved by your client.

 

Step 4: Send Estimate to Client

Lastly, once the Estimate has been sold and you’re ready to turn it into a Job, we’re going to merge all the Turf Care/Fert ‘Tasks’ together for ease of time tracking for your team.

  1. Click into the Estimate, scroll to the bottom and click the blue Create Job button.
  2. Ensure all Tasks are selected, then click Import Now.
  3. In the Job, go to the Timesheet Tracking tab > Punch-in Tasks.
  4. Select all Turf Care/Fert tasks and click Action > Merge Selected.
  5. Set a new task name (e.g., "Turf Care, Fertilization" or "Turf Care & Fertilization") and choose a Cost Code from the dropdown if applicable.
  6. Click OK. The tasks will merge into one to simplify time tracking for your crews in the field.

 

Need more help?  Contact our Support Team by email at lmn-support@granum.com, through Live Chat, or by phone at (888) 347-9864

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