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New: the In Work board, crew mobile workspace and online estimate approval

Run every job from first estimate to final invoice.

Groundworks gives landscaping and field-service companies one connected place to estimate, schedule crews, track time and materials, invoice, and see what every job really cost.

View plansSee how it works
  • Customers approve estimates online
  • Crew app that works without signal
  • A separate database for every company
Groundworks Business Management System logo over a misty mountain valley with the tagline Organize, Track, Grow
Your company’s records live in their own database, separate from every other.

One connected system for every part of the day

OfficeWork orders, schedule, invoices
FieldToday’s visits, time, materials
CustomerApprove estimates, view invoices

How it works

One job, from the first estimate to the final number.

Follow a patio job at Birchline Landscape Co., a sample company, through a normal week in Groundworks.

01 · Win the job

Send the estimate tonight. Get a yes by morning.

Customers open the estimate from their email, accept or decline each add-on and approve it with their name. You see exactly what they accepted.

The customer’s estimate page: an optional shrubs add-on accepted and a lighting add-on declined, the customer’s total updating to include the shrubs, and an Approve button showing that total.

02 · Plan the work

See every job by where it stands.

The In Work board groups open work orders by property, with each one’s stage and next visit. Book the visit and it is on the crew’s phone.

A property card from the In Work board for 418 Juniper Lane: one work order in progress with a visit booked for September 16, and an approved request.

03 · Do the work

A crew’s day, on one phone.

Crews on the Professional plan run their day from Groundworks Field. This is Luis’s Tuesday.

See the field features

7:00 AM

Open Groundworks from the home screen.

Add it to the phone once and it opens like any other app, with today’s visits ready.

The crew’s Today screen, online, with the clock card showing Off the clock and a Clock in button.

7:10 AM

The day, in order.

Each visit shows the time window, the client and the address. Tap one for directions.

Three visits listed in route order, the first at Harper & Lane Dental from 7:30 AM.

7:30 AM

Gate code, then start.

Gate codes and notes from the office are on the visit. Starting it offers to clock in too.

The first visit opened, with a gate code, a Start visit button, and a prompt asking to clock in for the visit.

9:15 AM

Log what went into the beds.

Two yards of mulch off the truck and a before-and-after photo, recorded where the work happened.

The visit in progress with a before and an after photo and an activity entry for 2 cubic yards of hardwood mulch from Truck 2.

9:50 AM

Done, and the office knows.

Mark the visit complete with a note. Nobody has to call in.

A confirmation reading Visit marked complete, and the first visit now showing Done.

11:20 AM

No signal at the next site? Keep working.

What the crew records is saved on the phone and sends itself once they are back in range.

The phone offline with one change waiting to send, and a notice that it will send when the phone is back online.

3:30 PM

Clock out from the same phone.

Enter the break and clock out. The hours land on the timesheet for the office to approve.

The clock card on the clock for 8 hours, with a 30 minute unpaid break and a Clock out now button.

04 · Get paid

Send the invoice. Know who still owes.

Email the invoice with a link to its own page. When a check or transfer arrives, record it and the balance and aging report update.

Invoice INV-000121, partially paid: emailed to one recipient, a $2,500 check recorded, and $1,000 still due.

05 · Know your numbers

Know what every job really made.

Job cost sets approved labor, materials used and job charges against the contract, so margin is a number, not a guess. Reports roll it up across every job.

Job cost for WO-00042: labor $2,730, materials $3,368.40 and job charges $425 against a $10,482 contract, a margin of $3,958.60 or 37.77%.

Everything in one record

The whole business, working from the same facts.

Each area stands on its own and gets more useful as the rest of the team works in Groundworks.

Work orders from approval to closeout

See every open job on the In Work board, grouped by property, and move each one through its stages with the full history kept.

Scheduling and crews

Book visits on a day, week or month calendar, assign crews, print a crew day sheet and record how each visit went.

Estimates customers approve online

Email a PDF and a secure link. Customers accept or decline optional add-ons, ask questions and approve with their name.

Invoices, payments and receivables

Bill deposits, progress and final invoices, email them with a customer page, and record payments when they arrive.

Crew mobile workspace

Crews see today’s visits on their phone, start, complete or skip them, add notes and log material. It keeps working without signal.

Professional plan

Time tracking and payroll export

Clock in and out against visits and work orders, approve timesheets, lock them for payroll and export a CSV.

Equipment, inventory and purchasing

Track equipment and its maintenance, stock across locations including crew trucks, and purchase orders with vendors.

Job costing and reports

Compare labor, materials and job charges with the contract and what was invoiced, and see the margin on every job.

Notifications, files and your brand

A notification bell for customer messages, approvals, payments, skipped visits and timesheets, plus photos and documents on each job.

See every feature

Built to be trusted

Your company’s data stays yours, and stays separate.

  • A separate database for every companyYour company’s records are kept in their own database, never mixed into a shared table with other companies.
  • Roles for every team memberInvite people and choose what they can see and change. Permissions are checked on the server, not just hidden.
  • Optional two-factor sign-inAny member, owners included, can turn on an authenticator app with recovery codes.
  • A history of every changeStage changes, payments, voids and edits record who made them and when.
  • Your company’s time zoneSchedules, timesheets and documents follow the company’s business day, wherever someone signs in from.
  • Automatic updatesNew features arrive without installs. Your company’s database is updated for you after each release.

Plans that grow with the operation

Start with the complete office. Add the crew workspace when you are ready.

Basic

Office

Everything the office needs to sell, schedule, bill and cost the work.

  • Work orders, scheduling, crews and the In Work board
  • Estimates and invoices with customer pages and payments
  • Time, equipment, inventory, purchasing, job costing and reports
View Basic
Most complete

Professional

Office + Field

Everything in Basic, plus the crew mobile workspace.

  • Today’s visits, outcomes, notes and material use on the crew’s phone
  • Works without signal and sends changes when back online
  • Skipped visits reach the office with the crew’s reason
View Professional

Questions

Frequently asked questions

How does the free trial work?

Choose a plan on the pricing page and start at secure checkout. A card is required to start the trial, and you are not charged until the trial ends. You can manage or cancel your subscription from Company settings in the App.

Is our data kept separate from other companies?

Yes. Every company has its own database, and every request is checked against the signed-in member’s role on the server. Members can also turn on two-factor sign-in.

Does it work on phones, and without signal?

The whole App works in a phone browser. The Professional plan adds the crew mobile workspace. Once a phone has loaded the day’s visits, crews can keep starting, completing and skipping visits, adding notes and logging material without signal; changes are saved on the phone and sent automatically when it reconnects.

Can customers approve estimates and see invoices online?

Yes. Estimates and invoices are emailed with a PDF and a secure link. Customers can approve an estimate, accept or decline optional add-ons and message your office. Their invoice page shows what has been paid and what is due. Online card payments are not available yet, so you record payments when they arrive.

Do we need to install updates?

No. Groundworks updates automatically, including your company’s database. If an update is finishing when someone signs in, they see a short “Updating your workspace” message.

How do team members get access?

A company administrator invites them from Team settings and chooses their role. There is no public signup: a company workspace is created when you buy a plan.

Build the operating rhythm once

A clearer day starts with one shared system.

Pick a plan to create your company workspace. A card is required to start a free trial, and you are not charged until the trial ends.

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