A managing agent with four blocks, a school with three fields, a business park with a car park and a verge. Picktime keeps every site under the client it belongs to, gives each of them the hours it can actually be worked, and lets the person responsible for a site order extra work without an email chain.
Blu GroundsBook online
Grass cutFortnightly Apr–Oct$180.00
Hedge cut · extraBlock B$95.00
BedsMonthlyBook
Next freeMon 7:15 AMTue 7:30 AMThu 8:00 AM
Site hours
Out of term
Or the visit is not offered
Payments
$95.00
Extra work, taken at booking
Visit moved
By the site
Recorded as moved, not missed
Four things a grounds contract needs that a spreadsheet per client cannot do, and every one of them is a facilities manager not writing to ask. A round of domestic gardens billed one at a time is the other shape of this business, and our lawn care scheduling software is written for that.
A managing agent is one record with four addresses under it and every visit against each. When somebody asks when block C was last cut, the answer is something you look at rather than something you work out.
Fortnightly grass through the season, beds once a month, hedges twice a year. On the paid plans each goes in as a repeating booking with an end date, so the whole contract is on the calendar rather than in a scope document.
A school that only wants machinery out of term and a retail park that wants it done before opening are not the same availability. Give every site its own hours and nothing is ever booked at a time it cannot happen.
A storm-damaged shrub, a hedge outside the contract, a one-off clear. The site contact books it from a link at a price you have already set, and it invoices separately from the contract.
A sports day, a resurfacing job in the car park, an event on the lawn. Every confirmation carries a link to move or cancel the visit, so the person who knows about it tells the calendar instead of telling whichever mobile number they happen to have. The morning goes back on your availability early enough to be spent somewhere else, and the record shows the visit was moved rather than missed, which matters when a contract is renewed on whether it was delivered.
The one-off work that fills a morning like that is priced and booked differently from a contract visit, job by job with its own length and its own machine, and our gardening scheduling software is written around a week made entirely of those. Most grounds businesses run both, and there is no reason the two cannot sit on the same calendar.
Invoicing is its own module: raise one against the visits on a site, mark it paid, unpaid, overdue or refunded, record a payment, send a reminder and download the PDF. Contract work and the extra jobs ordered on top of it stay separate, so a managing agent who queries an invoice is looking at the same list of visits you are, instead of the two of you comparing a spreadsheet with a memory.
Ten to five on a Friday, in the meeting where a three-year grounds contract is either renewed or put out to tender. The managing agent wants a visit history for one of the four blocks between April and September. The work was done, every fortnight, by three different crews, and it exists as a paper worksheet in a van, a WhatsApp thread and somebody’s memory. There is nothing to put on the table.
Picktime keeps every site under the client it belongs to and every visit against the site, so a visit history is something you open rather than something you reconstruct.
Every address with its own working hours, so a school out of term and a retail park before opening are two different sets of availability under one client name.
Grass fortnightly through the season, beds monthly, hedges twice a year, and on the paid plans each set once to repeat, with an end date. That is the scope document as a calendar rather than a PDF nobody opens.
A hedge, a clear, a one-off repair, each with a length and a price. Give the site contacts the link so they order it themselves, and it invoices apart from the contract.
A grounds business is on site during exactly the hours a facilities manager picks up a telephone. The Picktime AI receptionist answers on a number of its own, around the clock and on more than one call at a time, takes the caller’s name, number and the site they are calling about, guides them through what you cover and books the visit straight into your calendar, then hands over to a person if they want one. Every call is transcribed into your dashboard, so a site asking for a hedge before an open day is written down rather than left on a phone in a cab.
The free plan is a plan, not a trial. There is no date at which it stops, no card to add, and nothing that quietly turns off in a fortnight.
A visit lands in the Google or Outlook calendar the office already keeps, and the paid plans sync it both ways, so a week set aside for a renovation is never offered as a contract visit. Take payment for extra work through PayPal, or through Stripe or Square on the paid ones, and invoice the contract separately from the bookings themselves.
Picktime opens in a browser on a phone as well as a laptop, and the iOS and Android apps put the round on the phone the crew leader already carries, so the next site, the hours it can be worked and what was agreed last week are in a pocket instead of on a printed schedule from Monday.
Yes. Picktime has a free forever plan with no card and no end date: a booking page for contract and extra work, an online calendar, site contacts moving their own visits, and email notifications. You pay when there are more crews on the account.
Yes. A managing agent or a school trust is one record with every address under it and every visit against each, so the question of when a site was last done is answered by looking rather than working out.
Yes. A school that only wants machinery out of term and a retail park that wants it done before opening are two different sets of availability, and nothing is ever booked at a time it cannot happen.
Yes. Every confirmation carries a link to move or cancel, so a sports day or a resurfacing job is a change in the schedule rather than an email to somebody who has left.
Yes. Price the extra jobs on the same page, give the site contact the link, and the work is booked at a price you set and invoiced separately from the contract.
Yes. Invoicing is its own module: raise an invoice against the visits on a site, mark it paid, unpaid or overdue, record a payment, send a reminder and download the PDF.
Yes, on the paid plans. Set each element to repeat (grass fortnightly, beds monthly, hedges twice a year) with an end date, and the contract is on the calendar rather than in a scope document.
Quote visits The quote visit and the season slot, both booked from one page.
See landscaping scheduling
Call-outs A reported wall booked to a time rather than added to a list.
See graffiti removal scheduling
Surveys A survey booked to a time, with the property details already given.
See roofing schedulingFree forever for a small contractor. No card, no trial clock, and every site can be on the schedule this week.
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