Mastering the Art of Bidding Landscaping Jobs

Accurate bids are critical to operating profitably in the landscaping industry. They improve cash flow and drive revenue growth year over year. 

For a landscaping business owner, getting the bidding process right also means the difference between winning jobs and losing to competitors. A structured and professional approach will get you more work and ensure projects are profitable, keeping your business growing regardless of challenges in the industry. 

This guide will help you create accurate and competitive bids. From defining the scope of work to writing a proposal, you’ll gain the tools to streamline your process and maximize your profit in a competitive market.

Step 1. Assess the scope of work

The scope of work is the foundation of an accurate landscaping bid for any job. Without a clear picture of the project, it’s easy to underbid or miss important details.

To be successful, follow these steps:

Evaluate the Project

• Meet with potential clients for a free consultation to discuss their vision, budget, and priorities. Ask questions to clarify their landscaping needs, e.g., lawn care, hardscape installations, landscape maintenance, or new landscaping features.

• Measure the job site, including square footage, slopes, and hard-to-access areas, to calculate the material and labor needed for the projects.

• Determine project complexity by identifying obstacles like uneven terrain, existing structures, or unique design elements.

Use Aspire to Streamline Scope Assessments

Aspire’s landscaping business software integrates with PropertyIntel, the industry-leading software for virtual measurements and takeoffs. Makes scope evaluation easy with aerial photography, point-and-click measuring tools, and automated data insights to maximize revenue potential from every bid. 

Import data directly into the Aspire platform to quickly generate bids. 

With a clear scope of work, it’s easy to calculate material costs for your landscaping bid.

Step 2. Calculate material costs accurately

Accurately calculating material costs is critical to maintaining profitability in landscaping bids.

Without a detailed breakdown of material costs, it’s easy to overspend or undercharge, which affects your profit margin.

1. Start by listing every material required for the project, from plants and soil to mulch and hardscape elements. 

2. Factor in seasonal variations, as prices for landscaping materials can change depending on availability and demand. Sourcing materials from reliable suppliers ensures quality and cost consistency.

Following these steps will reduce surprises, and your bid will reflect actual costs.

Steps to calculate material costs

1. List all the materials the job requires, including plants, irrigation components, and hardscape materials. Also include material that you may have in bulk, such as mulch and soil.

2. Contact suppliers to get current pricing, including nurseries for shrubs, trees, and gravel.

3. Plan for higher costs during peak landscaping season when demand increases.

4. Include equipment rentals for any machinery you don’t have on hand, like sod cutters, stump grinders, or hydraulic augers.

Use Aspire to Improve Accuracy

Aspire’s landscaping business software tracks material inventory, making calculating the cost-per-job for bulk supplies like mulch easy. With its real-time job costing features, you can review historical job performance data to revise bids to protect profit margins.

The purchasing assistant in Aspire also lets landscaping contractors maximize their purchasing power by generating purchase orders in the platform for all upcoming jobs.

Step 3. Factor in labor costs

Labor is the most substantial part of any landscaping bid.

In addition to labor costs, you also need to consider transport costs, as these can add up quickly to the overhead cost of a landscaping project. Accurate calculations will keep your bid competitive and profitable. 

→ Start by estimating the hours required to complete the job and multiply by your team’s hourly rate. 

Consider overtime for larger jobs or special tasks. 

Furthermore, scheduling is key to controlling labor costs and helps you maximize staff productivity and reduce delays.

Steps to calculate labor costs

1. Estimate total hours by breaking down the landscaping work into tasks and estimated completion time.

2. Multiply the total hours by each staff member’s hourly rate, considering experience or certifications.

3. For time-critical jobs, include extra pay for overtime or weekend hours.

4. Does the project require subcontractors or higher rates for special skills, like hardscape installation or tree trimming?

Strategies for scheduling efficiency

• Stagger shifts to manage time and avoid burnout.

• Assign staff to tasks that align with their strengths so jobs are completed faster.

• Schedule buffer time for unexpected delays like weather or supply issues.

Use Aspire for Accurate Labor Estimates

Aspire’s job costing features make it easy to estimate labor costs and track productivity. You can also monitor labor costs in real-time, allocate resources effectively, and keep each job site on schedule.

Review historical job cost data to adjust for future jobs. Easily identify your most and least profitable services to guide your decision-making.

Step 4. Add overhead expenses

Landscaping bids should include overhead costs to ensure your business is profitable.

Accurately calculating overhead will ensure you cover all business costs without affecting your profit margin, which is key to winning landscape contracts. 

These costs go beyond project direct costs, including:

• Insurance

• Marketing

• Equipment maintenance 

• Administrative expenses

Not including overheads can lead to under-bidding and unprofitable jobs in the long run. 

You’ll produce more sustainable and competitive bids by including these costs systematically.

Key overhead expenses to include

• Insurance including general liability, workers compensation, and equipment insurance

• Advertising, marketing, website management, and client referrals

• Equipment maintenance, including repairs, upkeep, and depreciation of tools and machinery

• Administrative costs, including salaries for office staff, software subscriptions, and office supplies

• Utilities such as electricity and internet for office space and phone services

Use Aspire to Simplify Overhead Calculations

Aspire’s landscaping business software has tools to track and manage overheads. 

With real-time business costs, Aspire helps you calculate job margins accurately so that every landscaping bid covers project and operational costs. With its estimating feature, users can include overhead costs in their set margin to ensure that every bid is profitable. 

Step 5. Determine your profit margin

A competitive yet profitable margin helps a business win jobs in the short term but is also essential for long-term success. Calculating margins ensures your business prospers while service prices remain attractive to clients. 

→ Prices that balance affordability with profitability require understanding your market–they also need to cover costs and leave room for growth. 

Research local landscaping industry rates to price in line with client expectations without underpricing your services. Including a set margin in your landscaping bids ensures your operations are financially sustainable.

Steps to set an effective profit margin

1. Compare prices for similar landscaping services in your area to benchmark.

2. Calculate markup by adding a percentage to your total costs (materials, labor, and overhead) to set your margin. Landscaping businesses usually aim for a margin of 15-45%.

3. Commercial jobs may have higher margins than residential lawn maintenance.

4. Services like design-build projects and sustainable and eco-friendly materials may justify higher margins.

Tips for maximizing profitability

• Offer tiered pricing to clients with different budgets.

• Use testimonials and referrals to show your value and build trust with clients.

• Don’t underprice to win jobs—focus on quality and reliability.

Use Aspire to Monitor Profit Margins

Aspire’s landscaping business software has visual margin analysis for every project. Compare margins across different job scenarios to find your operation's most profitable services and contracts. Aspire helps you track costs, markup, and final price so that every bid aligns with your business goals.

Step 6. Prepare a professional proposal

A proposal is your chance to leave a lasting impression on clients.

A clear and concise proposal shows you understand the client’s needs, scope of work, pricing, and timelines. This document demonstrates your professionalism and builds trust, making your bid more likely to be accepted. 

By including all the details and presenting them in a structured way, you show your commitment to quality and transparency. 

A good proposal sets you apart from the competition.

Key elements of a professional proposal

• Business name, logo, and contact details

• A landscaping contract with terms and conditions, including scope of work, payment terms, and legal compliance covering all business operations

• The scope of work describing the services you will provide (lawn maintenance, hardscaping, new landscaping, etc.)

• Pricing breakdown with labor, materials, and total cost. Use the bid to highlight add-on services and upgrades to maximize opportunities to upsell

• Give a timeline with start and completion dates for the project and milestones

• Include payment terms, warranties, and policies for changes or cancellations

Tips for crafting a polished proposal

• Use simple language so it’s easy to read.

• Include visuals like design mockups or before-and-after project photos.

• Personalize the proposal to the client’s needs.

• Add testimonials or referrals to build credibility.

Use Aspire for Seamless Proposal Creation

Aspire’s landscaping business software makes proposal templates easy to use. 

The estimate builder lets users quickly create profitable bides with service kits that automatically include labor, materials, and profit margin as line items. 

Add your logo and branding to the proposals, then send them directly from the Aspire CRM via email or the customer portal. This portal lets Clients view and accept bids, sign contracts, and pay their invoices.

Step 7. Present your bid effectively

Presenting your bid is just as important as writing it.

A professional delivery builds trust, shows your expertise, and demonstrates you understand the client’s needs. Your goal is to show the value of your landscaping services and address any client concerns. 

Good communication, a well-presented proposal, and a willingness to negotiate will help you win contracts and build long-term relationships with potential clients.

Tips for delivering your proposal

• Networking with property managers increases opportunities to land more commercial landscaping contracts with wider profit margins.

• Show your USP (Unique Selling Points).

• Address concerns upfront.

• Be open to negotiation and flexible on terms.

• Follow-up after the presentation.

Tips for delivering your proposal

• Meet in person or via video call for a more personal touch, especially for larger landscaping projects.

• Highlight your unique approach, competitive pricing, and what your landscaping business offers.

• Use visuals such as design mockups, project timelines, and photos of similar projects you’ve completed.

• Be prepared to discuss costs, timelines, or scope changes.

• Stay flexible, such as negotiating prices or adding services to meet client needs without compromising profit.

Build client trust

Build a rapport with your leads by showing commercial lawn testimonials or referrals from previous clients.

Use plain language in the pitch and be confident. Establishing a relationship with potential new clients can be challenging when you use too much jargon or industry buzzwords.

After meetings and calls, follow-up quickly to show reliability and commitment.

Use Aspire to Manage Client Communications

Aspire’s CRM helps you stay organized and professional during the bidding process: track client interactions, schedule follow-ups, and record changes or negotiations. 

With Aspire, you can manage communications so every client feels valued and confident when choosing your landscaping business.

Why is it important to have a streamlined bidding process?

A streamlined bidding process is critical for any landscaping contractor to stay competitive and profitable. 

Inefficiencies result in missed opportunities, inaccurate pricing, and frustrated potential clients. Overlooking key details or underestimating costs will shrink profit margins and damage your reputation. 

By optimizing the bidding process for maximum efficiency, landscaping companies save time, reduce errors, and present more professional proposals. A structured approach ensures bids are accurate, timely, and aligned with the client’s needs, increasing the chance of winning contracts. 

Key benefits of a streamlined bidding process

• No more wasting hours on repetitive tasks—do more in less time with templates and automation tools.

• Improve the accuracy of bids with precise calculations for material costs, labor, and overheads.

• Build client trust with professional, comprehensive proposals.

• Reduce the risk of underbidding by accounting for all project expenses.

• Deliver competitive and compelling proposals quickly to win more contracts

Consequences of inefficient bidding

• Slow processes, missed deadlines, and forgotten leads will cause you to lose contracts to faster competitors.

• Errors in calculations will result in unprofitable jobs or unhappy clients.

• Inconsistent bids will make your business look unreliable and damage your brand reputation.

Use Aspire to Streamline Bidding

Aspire’s landscaping business software has automated proposal templates, cost tracking, and CRM features to simplify the bidding process. These features will give you accurate, professional bids, save time, and increase your chances of winning.

What are common mistakes to avoid when bidding landscaping jobs?

Bidding for landscaping jobs is complex, and these common mistakes can undermine your chances of winning contracts and profitability. 

Underestimating costs, over-promising on timelines, or submitting vague proposals will lose you opportunities or unhappy clients. 

Avoid these pitfalls and position your landscaping business as professional, reliable, and competitive.

Underestimating Costs

Not accounting for all project expenses will shrink profit margins and can even result in a loss. Bids should include the following:

✓ Labor

✓ Materials 

✓ Overhead

For example, overlooking seasonal fluctuations in mulch or plant prices will mean your bid is short. Always use precise calculations and include a reasonable profit margin to ensure profitability.

Overpromising Timelines

Impressing clients with unrealistic timelines often backfires when there are delays that extend project duration from:

✓ Weather

✓ Supply chain disruptions

✓ Complex hardscape installations 

Be transparent about the challenges and add buffer time to the schedule so clients feel you exceeded their expectations. 

Submitting Vague Proposals

A vague landscaping proposal will confuse clients and reduce your chances of getting the contract. Avoid generic descriptions of the scope of work and provide a detailed breakdown of the following:

✓ Services

✓ Costs 

✓ Timelines

Include visuals like design mockups or project plans to make them clear and professional.

Not Following Up

If you don't follow up after submitting a bid, you'll miss an opportunity to answer client questions or concerns. A quick follow-up shows interest in the project and keeps your business in mind. Use Aspire to schedule reminders and manage client communications.

Aspire helps you avoid these mistakes with features like cost tracking, proposal templates, and a robust cloud-based CRM to refine the bidding process.

What are some of the best strategies for successful landscaping bids?

Winning landscaping bids requires strategy, precision, and communication to get landscaping contracts. Focusing on your unique value, client needs, and competitive insights will make your landscaping business the top choice. 

These strategies will help you win contracts, build trust, and maintain profitability.

1. Research your competition

Knowing your competitors’ pricing and services is key to a winning bid. 

Analyze local market trends and what other landscaping businesses offer to commercial clients or homeowners. 

Look at their strengths, like bundled lawn care services.

Note their weaknesses, such as limited customer service, and use this research to position your business as the better option. 

Highlight your specialties, such as eco-friendly designs or faster project timelines. If competitors struggle with complex hardscape installations, highlight your team’s experience. 

Offer services or features they don’t, such as sustainable landscaping or tailored maintenance plans. Knowing your competition will help you set realistic pricing and stand out in landscaping.

2. Focus on clear communication

Clear communication builds client trust and clarity in every aspect of the landscaping project. 

Ask detailed questions about the client’s vision, timeline, and budget. 

Summarize project details in a simple but professional format, including:

• Scope of work

• Material costs 

• Payment terms 

Avoid jargon and keep your proposals simple. 

Answer any questions the client raises, remain responsive throughout the bidding process, and provide updates if revisions are needed. 

Clear communication reduces misunderstandings and sets the foundation for a good working relationship. Aspire’s CRM can help manage and streamline client interactions so that nothing is overlooked.

3. Prioritize accuracy in estimates

Accurate estimates are key to competitive bids without sacrificing your profit margin. 

Use precise property measurements to calculate the materials needed to avoid over or underestimating costs. 

Adjust labor and material pricing to reflect seasonal changes or market trends. In your calculations, include indirect costs like equipment maintenance and administrative expenses. 

Use templates and digital tools to eliminate errors and make consistent and reliable estimates. 

For example, Aspire’s cost-tracking features will help ensure that bids align with your financial goals. Accurate estimates will boost your reputation and client satisfaction by reducing unexpected charges.

4. Offer tiered pricing options

Tiered pricing can make your bid more attractive to a broader range of clients. 

Create basic, standard, and premium tiers that cater to different budgets and project sizes. Clearly outline each tier's inclusions and the added value of higher-priced options, such as premium materials or extra landscaping services. 

For example, a premium package might include custom hardscaping and irrigation system installation, while a basic package includes lawn maintenance. Tiered options give clients flexibility and allow them to choose what suits them best. 

Include optional add-ons like seasonal lawn care packages or garden lighting to increase revenue. Presenting multiple pricing options shows you’re willing to work within different budgets while maintaining profitability.

5. Highlight value, not just price

Winning bids isn’t just about being the cheapest; it’s about showing the value of your landscaping services. 

Highlight your craft, attention to detail, and client satisfaction record. Use testimonials, case studies, or portfolios to demonstrate your history of successful landscaping projects. 

For example, include photos of completed commercial landscaping jobs or client reviews praising your professionalism. Offer warranties on your work to give potential clients confidence in their investment. Visuals like design sketches or 3D models add impact and help clients see the result. 

By focusing on value over price, you’ll differentiate yourself as a reliable, high-quality service provider.

6. Build long-term relationships

Every job is an opportunity to build a long-term relationship with your client. Approach each job with the mindset of building trust and loyalty. 

Offer incentives like discounts for referrals or repeat business to encourage ongoing relationships. For example, a commercial property manager who trusts your lawn care services will likely hire you for future landscaping jobs. 

Follow-up after completing the job to get feedback and address any issues. 

Use this opportunity to suggest additional landscaping services, such as regular lawn mowing or seasonal maintenance packages. Building relationships will ensure consistent business and strengthen your reputation in the industry. 

It’s your turn now

Winning landscaping jobs requires a step-by-step approach. 

Each stage, from property measurements and takeoffs to presenting a proposal, contributes to winning contracts and profitability. 

Using Aspire makes the process easier and more accurate. Explore our landscaping business pricing strategies for more insights.

Book a free demo with Aspire today!