Free template
Landscaping estimate template
The structure of a landscaping estimate that avoids scope creep, protects plant material, and gets you a deposit before you order anything.
Sample landscaping estimate
| Item | Qty | Amount |
|---|---|---|
| Site grading and drainage — 1,200 sq ft | 1 | $1,800 |
| Flagstone patio — natural limestone, 280 sq ft | 280 | $3,640 |
| Retaining wall — concrete block, 40 LF x 2ft high | 40 | $2,400 |
| Irrigation — 4 zones, rotary heads, smart controller | 4 | $2,200 |
| Live oak trees — 15-gallon | 3 | $870 |
| Texas sage shrubs — 5-gallon | 12 | $480 |
| Ornamental grasses — 1-gallon | 24 | $360 |
| Mulch — hardwood, 3" depth (14 cubic yards) | 14 | $560 |
| Decomposed granite paths — 2" depth (120 sq ft) | 120 | $480 |
| Cleanup and haul-away of existing debris | 1 | $380 |
| Subtotal | $13,170 | |
| 30% deposit to schedule and order materials | $3,951 |
Anatomy of a landscaping estimate
1. Site assessment and design note
A brief description of what exists and what you are changing. Mention any drainage concerns, soil conditions, or access limitations you observed during the walkthrough. Customers who read this feel like you paid attention.
2. Hardscape and grading
Pavers, retaining walls, grading, and drainage structures come first — they determine plant layout. List square footage for paver areas, linear feet for retaining walls, and any drainage pipe in the ground.
3. Irrigation
List the zone count, head types, and controller. Note whether backflow prevention and permit are required. Irrigation is often underpriced — separate it clearly so customers see the value.
4. Plant material
List every plant by common name, botanical name, container size, and quantity. '3 oak trees' tells a customer nothing. '3x Live Oak, 15-gallon' is a commitment they can verify at delivery.
5. Mulch, soil, and amendments
List cubic yards of mulch and compost. If you are bringing in topsoil, specify the depth and square footage. These feel like small numbers but add up fast on large projects.
6. Sod or seeding
If you are laying sod, specify the variety and square footage. If seeding, specify the seed blend and method (broadcast vs. hydroseed). Include soil prep as a separate line.
7. Cleanup and haul-away
Always explicit. Customers assume it is included — prove it by writing it down, with a note about what you are removing (debris, old mulch, etc.).
What makes a landscaping estimate win the job?
Frequently asked questions
How do I estimate landscaping plants?
Price each plant at your wholesale cost plus a markup of 50–100%. Include delivery if you are ordering from a nursery. List every plant with species and container size — disputes about plant quality are much easier to resolve when the estimate specifies the material.
Should I include a plant replacement guarantee?
Note your warranty in the estimate: typically 30–90 days on plant material if irrigation is properly maintained. Exclude drought stress or customer neglect explicitly.
How much deposit for a landscaping job?
30–40% is standard. Materials — plants, pavers, soil — are ordered before work starts and are non-returnable.
How do I handle landscaping jobs that run over scope?
Issue a change order before you proceed. Any additional plants, materials, or labor hours should be approved in writing. A single line in your original estimate — 'any scope changes will be documented as change orders before work proceeds' — sets this expectation upfront.
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