How to Estimate A Landscaping Job: The Complete Guide

Accurate landscaping estimates require production-based labor calculations, detailed site measurements, and terrain adjustments. Includes formulas to calculate pricing, comparisons of flat-rate, cost-plus, and value-based models, common estimating mistakes to avoid, and tools like SiteRecon for automating takeoffs, audits, and service-line estimates. This guide also includes templates and masterclasses used by top commercial landscapers to standardize and scale their estimating process.

On This Blog: What You’ll Learn

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Estimating isn’t just a step in your sales process—it’s the foundation of your profitability. Get it wrong, and you either lose the bid or win it at a loss.

Get it right, and you close more work, protect your margins, and scale confidently.

In this guide, we’ll walk through:

• What goes into an accurate landscaping estimate
• How to calculate it using production rates and site data
• Different pricing strategies
• Mistakes to avoid
• Tools that can make the entire process faster and more repeatable

Let’s dive in.

Why Accurate Estimating Matters

Before we delve into the details, let's take a moment to appreciate the importance of accurate estimation in landscaping.

Inconsistent estimates lead to:

• Lost bids when you're overpriced
• Lost profits when you're underpriced
• Confused crews who don’t know what’s included

Accurate estimating helps you:

• Win more jobs confidently
• Make more profit on the jobs you win
• Scale your sales capacity without hiring more people

Key Variables in Landscaping Estimates

1. Production Rates

Production rates define how much area (sq. ft. or linear ft.) your crew or equipment can service per hour. These rates vary based on:

• Crew skill
• Site conditions
• Equipment used

Example:

A 36” walk-behind mower typically has a production rate of ~22,500 sq. ft. per hour.

Need a reference?

Download the Standard Production Rate Guide to access industry benchmarks you can plug into your estimates.

2. Site Measurements

Accurate measurements are non-negotiable. You may need to measure:

• Turf areas
• Bed space (mulch, flowers, shrubs)
• Hardscaping (paths, parking lots, etc.)
• Tree and shrub counts

Manually measuring slows down your sales cycle and reduces your estimation capacity.

That’s why companies like Level Green and Mainscape use SiteRecon Takeoffs to get property measurements done in under 30 seconds using AI mapping.

See how this $80 million company doubled its close rate by using SiteRecon.

3. Terrain and Site Complexity

Production rates are only meaningful when you factor in how hard the site is to service. Slopes, tight corners, obstructions, and soil conditions all impact the actual effort required.

SiteRecon’s Plato app lets you document terrain features visually during site walks, creating scoped reports that help you estimate faster and communicate better internally and with clients.

Step-by-Step Process to Estimate a Landscaping Job

Step 1: Conduct a Client Consultation

Ask about:

• Services they need
• Site goals or pain points
• Expectations around design, quality, or materials
• Special features, regulations, or access issues

Use the Needs Assessment Guide to ensure you don’t miss any key discovery questions that will affect scope or pricing.

Step 2: Perform a Site Inspection

• Use mapping tools to identify turf zones, mulch beds, hardscapes, trees, etc.
• Document points of interest or problem areas
• Capture terrain or access issues

Pro Tip: Use SiteRecon’s mobile app to auto-generate a Site Quality Audit Report—an internal or client-facing document that adds transparency and trust.

Here’s what these reports look like:

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Step 3: Calculate Material Costs

• Quantify mulch, sod, rock, or plant material based on site measurements
• Add 5–10% buffer for waste
• Include delivery or specialized handling costs

Step 4: Calculate Labor and Equipment Costs

Estimating the labor and equipment costs is a critical part of the landscape job estimation process.

• Estimate hours per service based on production rates and terrain
• Multiply by your hourly labor rate
• Factor in equipment rental, wear-and-tear, or fuel costs

Want to see what a line-item breakdown looks like on a real estimate?

Download our Landscape Maintenance Estimate Template to standardize your process.

Landscaping Pricing Strategies That Work

Now that we have covered the essentials of estimating a landscaping job, let's explore different pricing strategies that can help you maximize profitability and maintain a competitive edge.

Flat Rate Pricing

Charge a fixed fee for a defined service or scope.

✔ Simple for clients

⚠ Requires very accurate estimating to protect your margin

Cost-Plus Pricing

Charge the actual cost of labor + materials, plus a set markup.

✔ Guarantees profitability

✔ Builds transparency

⚠ Requires detailed record-keeping

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READ MORE: How to Price Landscaping Jobs

Value-Based Pricing

Charge based on the value or outcome delivered—not just inputs.

✔ Ideal for high-end or design-heavy jobs

✔ Supports higher margins

⚠ Requires strong positioning and sales skills

Want to learn how top companies apply these pricing strategies in the real world?

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Watch the Estimating Masterclass by Fred Haskett, a 5-part video series covering advanced pricing techniques, field verification, and production-based estimating.

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Common Estimating Mistakes to Avoid

Even experienced landscapers run into quoting mistakes that quietly chip away at profit margins. Here are the most common ones—and how to avoid them.

Underestimating Labor Time

Labor is often the biggest cost in a landscaping job—and the easiest to misjudge.

Many estimates only account for the ideal service time, overlooking:

• Setup and breakdown time
• Crew movement between service areas
• Walk-throughs, reporting, or client meetings
• Traffic delays or equipment load/unload time

You also need to adjust labor projections for:

• Fatigue across the day or week
• Tight or uneven terrain
• Limited access points

Use production rates grounded in real conditions, not best-case scenarios. The Production Rate Guide can help benchmark what’s realistic.

Ignoring Hidden Costs

Some costs don’t show up in your spreadsheet until they show up on the job.

These include:

• Permit or inspection fees (especially for hardscape elements)
• Equipment repairs, fuel surcharges, or extra wear
• Disposal or hauling fees
• Unexpected material swaps
• Change orders or mid-project scope creep

Build a small contingency into your quote, and clearly define what’s included (and what’s not) in your estimate.

Not Accounting for Seasonal Variables

Estimates built for ideal conditions can fall apart when seasons change.

• Plant material availability may vary or cost more in off-seasons
• Labor costs may rise due to overtime or crew shortages during peak season
• Reduced daylight or cold-weather slowdowns can extend job durations

Adjust your pricing strategy and production rates for seasonality. If you're estimating in Q1 for summer projects, price with that context in mind.

Want help modernizing your estimating process?

Book a FREE audit of your Estimation Process: CLICK HERE

Wrapping Up: Estimating is a Growth Lever

Accurate, repeatable estimating is how you:

• Win more jobs
• Deliver consistent margins
• Scale your business with confidence

SiteRecon helps you do this with:

• AI-powered property measurements
• Done-for-you estimates
• Production rate templates
• Visual site audits

FAQs

1. How to Estimate Landscaping Jobs?

‍To estimate landscaping jobs:

1. Measure the area to be landscaped
2. Consider the cost of materials and labor
3. Factor in any additional services or features
4. Get multiple quotes for comparison

2. How to Estimate Landscaping Costs?

‍Factors to consider when estimating landscaping costs:

• Size of the area
• Type of materials
• Labor costs
• Equipment rental
• Permit fees

3. How Landscape Contractors Get Automated Estimates?

Landscape contractors can get automated estimates by using a specialized software like SiteRecon, which is designed for the industry. By simply entering your property address in the system, SiteRecon can autonomously measure the property and generate an estimate, which you can then fine tune as per your needs. SiteRecon even integrates with green industry CRMs and ERPs for a seamless flow of data.

4. What happens if the landscaping estimate isn’t accurate?

Precision matters in landscaping estimates. Accurate estimation allows you to set realistic expectations for your clients, ensure the profitability of your work, and maintain a healthy cash flow. It also helps you avoid potential issues during the project and enhances your credibility as a professional landscaper.

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Without accurate estimates, you run the risk of underestimating the time and resources required for a job, leading to delays, cost overruns, and customer dissatisfaction. On the other hand, overestimating can make your prices less competitive and deter potential clients from choosing your services. Striking the right balance is crucial for a successful landscaping business.