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Landscaping Contractor Guide to Winning Bids and Accurate Estimates

  • Nate Jones
  • Sep 25
  • 4 min read

Winning landscaping bids and delivering accurate estimates are essential for building trust, securing contracts, and maintaining profitability. Yet many landscaping contractors struggle with underbidding, vague proposals, or inconsistent pricing — all of which can hurt their reputation and bottom line. This guide will walk you through proven strategies to help you win more landscaping jobs with confidence and precision.


Landscaping contracts

In this guide, we’ll explore how landscaping contractors can create competitive bids, deliver accurate estimates, and streamline their quoting process. With support from Contractor Back Office, landscapers also gain access to tools like CRM, invoicing, phone support, and bookkeeping all designed to help contractors focus on projects while growing their business.


Why Accurate Estimates Matter for Landscaping Contractors

Accurate estimates are the foundation of a successful landscaping business. They help contractors:

  • Avoid underbidding and losing money on jobs.

  • Build trust with clients through transparency.

  • Plan labor, materials, and equipment efficiently.

  • Win more bids by showing professionalism and clarity.


Step-by-Step Guide to Winning Landscaping Bids and Creating Accurate Estimates


1. Understand the Project Scope Thoroughly

Before bidding, conduct a site visit or request detailed project specs. Ask questions like:

  • What services are required (e.g., lawn care, hardscaping, irrigation)?

  • What is the timeline and budget?

  • Are there any special materials or permits needed?

Document everything in your CRM to ensure nothing is missed when preparing the estimate.


2. Break Down Costs by Category

Divide your estimate into clear categories:

  • Labor: Crew hours, subcontractors, overtime.

  • Materials: Mulch, sod, stone, plants, irrigation supplies.

  • Equipment: Rentals, fuel, maintenance.

  • Overhead: Insurance, admin, travel, disposal fees.

Use historical data and CRM records to calculate realistic costs. Tools like Method CRM help landscapers track job costs and integrate with QuickBooks for accurate pricing.


3. Use Landscaping Estimate Templates

Professional templates save time and ensure consistency. Include:

  • Itemized services and pricing.

  • Payment terms and deposit requirements.

  • Validity period of the estimate.

  • Optional add-ons or upgrades.

Platforms like Joist offer customizable templates that can be sent directly to clients via email or mobile.


4. Factor in Seasonal and Regional Variables

Prices for labor and materials can fluctuate based on season and location. Consider:

  • Peak season labor rates.

  • Material availability and delivery costs.

  • Weather-related delays or adjustments.

CRM tools help track seasonal trends and adjust estimates accordingly.


5. Include Visuals and Site Plans When Possible

Clients appreciate visuals that show what they’re paying for. Include:

  • Sketches or renderings of the proposed design.

  • Photos of similar completed projects.

  • Aerial views or measurements from site visits.

This adds professionalism and helps justify your pricing.


6. Offer Tiered Pricing Options

Give clients choices by offering:

  • Basic, standard, and premium packages.

  • Optional services like lighting, irrigation, or maintenance.

  • Discounts for bundled services or long-term contracts.

Tiered pricing increases conversion rates and allows clients to choose based on budget.


7. Highlight Your Value Proposition

Your bid should communicate more than just price. Emphasize:

  • Experience and certifications.

  • Warranty or satisfaction guarantees.

  • Safety protocols and insurance coverage.

This builds trust and differentiates you from competitors.


8. Follow Up Promptly After Sending the Bid

Don’t let your estimate sit in a client’s inbox. Use CRM automation to:

  • Send follow-up emails or texts.

  • Answer questions and offer revisions.

  • Schedule a call to discuss the proposal.

According to BuildOps, timely follow-ups are key to closing deals and maintaining a professional image.


9. Track Bid Performance and Adjust Strategy

Use CRM analytics to monitor:

  • Win/loss rates.

  • Average bid value.

  • Client feedback and objections.

This helps refine your pricing, improve your proposals, and win more jobs over time.


10. Integrate Estimating with Invoicing and Bookkeeping

Once a bid is accepted, convert it into an invoice and track payments. Contractor Back Office helps landscaping contractors:

  • Sync estimates with invoicing tools.

  • Track job costs and profitability.

  • Maintain clean financial records for tax and planning.

CRM platforms like Renoworks offer integrations that streamline this entire workflow.


How Contractor Back Office Helps Landscaping Contractors Win Bids

Contractor Back Office supports landscaping contractors with:



Protecting Landscaping Contractors with Wexford Insurance

Winning bids is important — but protecting your business is essential. Wexford Insurance offers:

With Wexford Insurance, landscaping contractors can bid confidently knowing their business is protected.



Conclusion

Winning landscaping bids and delivering accurate estimates requires preparation, professionalism, and the right tools. By following this guide and leveraging support from Contractor Back Office and Wexford Insurance, landscaping contractors can streamline their quoting process, win more jobs, and grow a profitable business.


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