A garden takes money out weeks before it puts any back: porcelain, aggregate, sleepers, topsoil, and a nursery order paid for on delivery. Quote the garden, book each day on site in the Schedule, take a deposit before the order goes in, bill the build stage by stage as the garden takes shape, and set up the maintenance round as a recurring invoice that sends itself and is chased for you.
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Price the survey, the concept drawings, the groundworks, the paving, and the planting scheme as your own lines, and send it as a quote the client accepts on their phone. Accepting doesn’t raise an invoice. Converting it opens a draft with the client, the lines, and the prices already in, so you never retype a price you have already quoted.
When the client accepts, press Start job and the client, the site, and the quote come with it. Book a visit for each day on site, in the morning, the afternoon, or all day, and Sendinvo emails the client to say when you’re coming. Rain moves a day? Move the visit and they hear that too.
Paving, aggregate, and a nursery order all land before a penny does. Ask for a deposit as a percentage or a fixed amount, on its own due date, printed next to the balance the client still owes.
On a full redesign, make that first payment the opening stage of a payment plan, so groundworks, hard landscaping, and planting each fall due on their own date. The client settles the stage that’s due, not the whole garden.
Grounds maintenance, seasonal cuts, and hedge work go on a recurring invoice that raises and emails itself weekly, every two weeks, monthly, quarterly, or annually. Pause it over winter and pick it back up in spring.
Landscaping bills awkwardly. The spend comes first, the weather moves the dates, and half of what goes in the borders is decided while you are standing in them.
While the invoice is still a draft, split it into the stages the build actually runs to: deposit, groundworks and drainage, hard landscaping, then planting and completion. Each stage takes its own amount and its own due date, and they have to add up to the invoice total. Once you send it the stages are fixed. Sendinvo chases the stage that’s due, then re-points to the next as the money lands. See deposits and payment plans.
A build that runs for three weeks is a visit for each day you’re there, and the Schedule lists them day by day beside the rest of your week. When two visits clash, Sendinvo warns you and leaves the choice to you, and a job you’ve won with nothing booked waits under To book. The job keeps the site, who to ask for there, and notes like the side gate code, and works out where it stands as you go: Booked, In progress, Ready to invoice, Invoiced, then Paid. Once there’s a crew, each visit is assigned to someone and the client’s email names who’s coming. Your whole team is included in the one price.
Multi-stems dropped for something smaller once the client sees the border marked out? Raise a credit note and tick the lines that came off the job. They are credited at the unit price and VAT rate they carried on the invoice, the balance nets down by that amount, and the client gets a document that says what changed. Planting that goes in instead is a new invoice.
Photos you add to a job stay with it, sorted before, during, and after by when each was taken against the visit, as a record for you and your team. They don’t print on a quote or an invoice. See photos on jobs.
To send the client the terrace laid, the borders planted, and the land drainage before it went under, attach the pictures to the invoice email, up to 10 MB of files, not counting the invoice PDF. They ride next to the invoice rather than printing on it, so the document a developer’s accounts team files stays a clean invoice. See email attachments.
A developer’s payment run is not yours to fund. Reminders switch on when you send and step up at 1, 7, and 14 days past due unless you change them. If a stage runs well past terms on a sterling invoice, Sendinvo works out the statutory interest a commercial debt can carry, from the Bank of England base rate plus 8%, and drafts it as its own invoice for you to read first. When their finance team asks where the account stands, a client statement puts every issued invoice, its balance, and the total outstanding on one A4 page in your own branding.
Much of what a landscaper does for a homeowner sits outside the Construction Industry Scheme, and those invoices go out with nothing deducted. Plot work for a housing developer can be a different matter, and where that contractor deducts, tick CIS on the sterling invoice. Your rate is set once, the deduction comes off the labour alone, and the paving, topsoil, and plants keep their full value. If you are both VAT registered, tick the domestic reverse charge alongside it and the wording HMRC expects prints on the document. Turf, topsoil, drives, and patios on the site of a new home, laid while it is being built, are usually zero-rated, though, and the reverse charge doesn’t apply to zero-rated work. Whether a job is inside the scheme is for the contractor and your accountant to settle.
The real app, filled with a season’s work: a garden build on site this afternoon and a patio booked over three days in the Schedule, a full redesign on a stage plan, a materials deposit on that patio, monthly grounds maintenance as a recurring invoice, and a developer being chased past terms. Have a click around.
A live demo seeded with a landscaping business. Nothing you do here is saved or sent.
One is a build split across the stages it runs to. The other is a maintenance round that sends itself.
The four stages add up to the invoice total, £15,500.00 of work plus £3,100.00 VAT, and the deposit is simply the first of them. Each one is chased on its own date and the client settles that stage alone. Connect Stripe and a stage can be paid by card; a stage under £10,000 can also be settled by instant bank payment. Sendinvo takes no cut, and Stripe’s own card fees still apply.
The other one: a commercial grounds maintenance contract, raised and emailed every month.
Raised and emailed on the same date each month, and chased for you if it runs past terms. Skip a run when a site shuts down, or pause the recurring invoice over winter and resume it in spring.
Yes. Put a deposit on the invoice as a percentage or a fixed amount, with its own due date, printed next to the balance. On a full redesign, make that first payment the opening stage of a payment plan instead. An invoice carries a deposit or a plan, never both.
Yes. While the invoice is still a draft, split it into the stages the build runs to: deposit, groundworks and drainage, hard landscaping, then planting and completion. Each stage takes its own amount and its own due date, and they have to add up to the invoice total. Once you send it the stages are fixed, and Sendinvo chases the stage that’s due rather than the whole garden.
Yes. Once the client accepts the quote, press Start job and book a visit for each day you’ll be on site, in the morning, the afternoon, all day, or at a set time. Each one goes in the Schedule, and Sendinvo emails the client in your company’s name to say when you’re coming, and again if you move it, unless you untick the box. A visit is one day, so a two-week build is a visit for each day you’re there.
Often it doesn’t. Landscaping for a homeowner commonly sits outside the Construction Industry Scheme, and those invoices go out with nothing deducted. Where a main contractor or a developer treats plot work as a construction operation and deducts, tick the deduction on a sterling invoice. Your rate is set once and comes off the labour alone, so the paving, topsoil, and plants keep their full value. Whether a particular job falls inside the scheme is for that contractor and your accountant to settle.
Yes. Set up a recurring invoice for each grounds maintenance contract, weekly, every two weeks, monthly, quarterly, or annually, and every invoice is raised and emailed on its date without you opening the app. Skip a run when a site shuts down, or pause the recurring invoice over winter and resume it in spring.
Raise a credit note against that invoice and tick the lines that came out, up to the quantity you invoiced. Sendinvo credits them at the unit price and VAT rate they carried, and the invoice’s balance nets down by that amount. If that clears what is left, the invoice settles to paid and its reminders stop. Planting that goes in instead is a new invoice.
Reminders carry on chasing that stage on the dates you set, in your own words, and step up as it runs on. On an overdue sterling invoice to another business, Sendinvo works out the statutory interest from the Bank of England base rate plus 8%, adds the fixed compensation the Late Payment of Commercial Debts (Interest) Act 1998 allows, from £40 on a debt under £1,000, and drafts it as a separate invoice for you to read before it goes. The stage invoice the developer already has is left exactly as it went out. This is general information, not legal advice.
30 days of everything, free. No card needed. After that it’s £24.99 a month, with your whole team included.