Landscape maintenance software: CRM for contracts
RegiaPro is landscape maintenance software for people who look after gardens on contract: a CRM for the property managers, families and businesses who trust you with a green space, and business software for proposals, seasonal contracts, instalments and invoices. The “Landscape maintenance” trade is already selected in the setup: all that’s left is to decide what to use.
Built for more than 50 trades: this one is already set up for yours
Renewal in 30 days
RegiaPro reminds you beforehand
Today in RegiaPro
Example with made-up data
42
Active contracts
+3 this month
5
Renewals
within 30 days
38
Invoices this month
already prepared
Renewal coming up in 30 days
today
Service visit booked for Tuesday
yesterday
This month’s invoices prepared
yesterday
- Free for 14 days, no card needed
- Works in the browser, on your phone too
- Calendar synced with Google and iCloud
- WhatsApp messages already written
- Invoices from your Fatture in Cloud, from the Pro plan
- Public prices, the same for everyone
Type of work
What do you do? If you can’t find yours, the last option is just fine.
What do you need? The basics for Landscape maintenance software: CRM for contracts are switched on. Switch on what you really need: we’ll pick the package from here.
Your RegiaPro is ready.
Tap a plan: below you see what is inside.
There is only one price list. Photo galleries come with every plan: if you don't deliver photos you simply don't open them, and the price stays the same. Compare all the plans
What you get with
The menu
An enquiry record
The fields of your trade are highlighted
The stages of the job
Where every job stands, at a glance
If you maintain gardens and green spaces, you work in seasons: site visits at the end of winter, contracts signed before the first cuts, extra pruning in autumn and clients to get back in touch with when the year starts again. In RegiaPro landscape maintenance software every green space has its own record, which you can open on site from your phone or in the evening from your computer, from €19.90 a month.
What you’ll find inside RegiaPro: from contract to renewal
One program for clients, service contracts, call-outs and invoices. Tap a card to see how it works.
-
One record per client
Calls, quotes, contracts and payments in date order: when they call back six months later, you know at once where you left off.
The Lead module -
Who to call back today
Every morning, the list of people to get back to, with the WhatsApp message already written. It goes from your own number, when you decide.
Follow-ups and messages -
Quotes from your own template
The PDF with your logo, sent as a link: you know when it was opened. If there is no reply, the program brings it back to you after 3, 7, 14 and 30 days.
The quote -
The contract without retyping
It comes from the accepted quote, with the details already in, and comes out as a PDF ready to sign. From the Pro plan.
Which plans include it -
Fees and renewals
The contract with its frequency and renewal date: the draft invoice for each period gets ready on its own. From the Pro plan.
Contract management -
On-site call-outs
Each call-out with its address; the travel cost is worked out on the real route.
The costs of each job -
Deposit, balance and invoice
Deposit and balance are recorded separately, each with its own date. The invoice comes out of the record with numbering that carries on by itself: from the Pro plan, with the XML file from the Studio plan.
The plans compared -
The calendar you already have
Appointments and jobs in your phone’s calendar: RegiaPro connects to Google Calendar and iCloud.
The connected calendar -
What is really left
A job’s costs come off that job, the business costs off the year: in December you know what is left, not just what came in.
The figures of each job -
From your phone, on site
It works in your phone’s browser: open the client’s record and attach photos and documents, up to 15 MB each.
How it works
RegiaPro up close: the real screens
This is what the program looks like inside. Sample data: the clients, the jobs and the amounts are made up.
Landscape maintenance software for contractors who work on contract
The grounds maintenance contractor this page is about runs a small business, often just them and two workers, and looks after the same spaces for months: the communal garden of an apartment building, the grounds of a villa, a company’s flower beds. There are four situations RegiaPro handles well.
Communal gardens on contract
Lawn, hedges around the boundary, a few trees to keep an eye on: the contract goes through the property manager, but the one who calls you is the ground-floor resident.
Villa grounds and second homes
Owners who live elsewhere and want to find everything in order when they arrive: the gate keys, the irrigation to turn back on in spring.
Company flower beds and tree-lined car parks
Warehouses with flower beds at the entrance and tree-lined car parks: invoices made out to the company, a contact person at reception, times when you mustn’t disturb anyone.
Pruning and lawn renovation outside the contract
The tree to cut back, the hedge to redo, the lawn to renovate: jobs with their own quote, to fit in between the regular visits.
The strimmer is yours, the grounds contracts are RegiaPro’s
Cutting, pruning and treating plants is still your job; RegiaPro takes the paperwork that usually piles up in a battered diary: proposals, contracts, instalments and invoices in the business software; clients, site visits to do and people to get back to when the season restarts in the CRM.
The first records: your current grounds contracts
Start with this year’s current contracts: one record for each green space, with address, contact person and, in the notes, what the service includes. You add quote requests as they come in. We explain how grounds maintenance software compares further down.
CRM for landscape maintenance: site visits, proposals and clients to follow up
In grounds maintenance you win a client in February and lose them in November. Here are six tricky moments, and what you find in their place with RegiaPro.
The property manager asks for three quotes for the garden
The site visit takes half an hour, but the written proposal arrives ten days later and in the meantime the residents’ meeting has already decided.
With RegiaPro you prepare the proposal that same evening from the record, and it goes out as a PDF by email.
The grounds proposal sits on the managing agent’s desk
Nobody replies: maybe the residents haven’t met yet, maybe they’ve chosen another firm.
With RegiaPro, if the proposal gets no reply, the record goes back among the contacts to follow up: the first time after three days, then after seven, fourteen and thirty days.
Photos of the garden before the first cut
At the end of the season a resident swears the hedge was taller, and the photos are scattered across your phone’s camera roll.
With RegiaPro the photos from the first site visit stay uploaded to the record for that green space.
One resident calls, the building pays for the hedge
The lady on the first floor phones, the property manager signs the contract, the invoice goes to the building.
With RegiaPro you keep the caller’s contact on the record and link separately whoever receives the invoice.
The tree surgeon with the aerial platform for tall trees
For work at height you call in a colleague with a platform, and by December you no longer remember what it cost you.
With RegiaPro the collaborator’s name and fee stay on the record for that job.
Where your grounds maintenance contracts come from
Word of mouth among property managers, a sign on the gate, your website: you don’t know which channel brings the clients who stay.
With RegiaPro the Report splits payments received by source, and you decide the list of sources in the settings.
Communal grounds maintenance: a seasonal contract step by step
An apartment building’s garden is the most typical contract in grounds maintenance: lots of owners, one property manager, a season from March to November. We follow it inside RegiaPro from the first email to the invoice. The building, people and figures are invented for the example and do not match any real client.
The case: the garden at the Le Robinie building
On 10 February Chiara Ferri, property manager of the Le Robinie building, writes to you: 1,800 square metres of lawn, 120 metres of cherry laurel hedge, four lime trees in the courtyard and a drip irrigation system. The previous firm has closed, and the residents’ meeting in March has to vote on the new contract.
-
Chiara’s email and the site visit among lawn and lime trees
You open the record with Chiara’s name, the phone number and email of her office and the source “property managers”. As the record date you put the day the service would start, Tuesday 23 March; the site visit on Friday 12 February at 3 pm goes in the notes, together with measurements, hedge species and “access via the driveway, key at reception”. On site you take photos of lawn, hedge and lime trees and upload them to the record before getting back in the van.
Try it for 14 days -
Two mowing proposals for the Robinie residents’ meeting
On 17 February you prepare the quote for the season: €3,600 for 28 lawn cuts, two hedge trims, edging and green waste disposal. In the PDF the price sits on one line, and you write the visit-by-visit breakdown in the note that closes the document. The next day Chiara asks for a lighter version: you bring the amount down to €2,900 with 20 cuts and generate the second proposal, which has its own number and leaves the first one untouched.
The quote from your template -
Pruning the building’s trees, separately
The four lime trees need cutting back, which calls for a platform and an outside tree surgeon. To keep the accounts separate you open a second record on the same building, with its own €950 quote and a date in November, once the leaves have fallen.
The quote from your template -
The seasonal contract from March to November
On 12 March the residents’ meeting approves the €3,600 version. With the Pro plan you generate the contract from the record. In the template, titled “Grounds maintenance contract”, you’ve already put your rules: number of cuts, the March to November period, pruning included, and a tree brought down by a storm to be assessed separately. RegiaPro fills in name, amount, deposit and balance; the building’s details come from whoever you linked as the invoice recipient. Chiara signs with a pen at her office, and the scan goes onto the record.
The contract, from the Pro plan -
Deposit, six instalments and the first lawn cut on the calendar
On 20 March the building pays €900 by bank transfer: you record it as the deposit and move the job to “Confirmed”. You split the remaining €2,700 into six instalments of €450, each with its expected date, from May to October. The record date is already the day of the first cut: add the time, 8 am, and with Google Calendar or iCloud connected you’ll find it among the appointments on your phone.
Invoices and payments in the plans -
Slow-release fertiliser and the message to residents
Also on 20 March you write in the important note “order slow-release fertiliser”. The reminder should fall due seven days before the cut, but that week has already started: it shows up straight away among your to-dos. On the 22nd you open your WhatsApp text for the first visit from the record, add “please leave the courtyard clear tomorrow morning” and send it to Chiara, who forwards it to the residents’ group.
Follow-ups and messages -
Clippings to composting, instalments ticked off and the invoice
During the season you note among the out-of-pocket costs taking the clippings to the composting site, €240, and the fertiliser, €180. You tick off each instalment as paid when it arrives. With the Pro plan the invoice comes out of the record for the €3,600 of the whole contract, made out to the building, with the next number of the year.
Invoices and payments in the plans
The season’s accounts at Le Robinie
€3,600 contract: €900 deposit in March and six instalments of €450 between May and October. The record shows €240 for disposal and €180 for fertiliser, which leaves €3,180, before tax, fuel and crew hours. The lime tree pruning has its own record and accounts. Documents issued: two proposals, one contract, one invoice.
The Robinie season in a table (example with invented data)
| Date | In the apartment building | In RegiaPro |
|---|---|---|
| 10 February | The property manager asks for a quote | New record, source property managers |
| 12 February | Site visit with photos | Photos uploaded, measurements in the notes |
| 17-18 February | Two versions needed for the residents’ meeting | Proposals for €3,600 and €2,900 |
| 12 March | The meeting chooses the full version | Seasonal contract as a PDF, signed at the office |
| 20 March | €900 deposit | Deposit, six dated instalments, Confirmed status, fertiliser reminder |
| 23 March | First cut | Date on the calendar, WhatsApp message the day before |
| May to October | One instalment a month | Each instalment ticked off when it arrives |
Grounds maintenance: mowing, hedges and seasons on the calendar
If you maintain green spaces you think in seasons: mowing from April to October, hedges usually at the end of winter and again in summer, leaves in autumn. RegiaPro thinks in jobs with a date, and that helps you see the busy weeks before they fill up.
Mowing: one record for the contract
The recurring cuts sit inside the seasonal contract. On the record the date is the start date, and you write the rhythm of the visits in the quote note and the contract terms.
When to trim hedges: the extra job with its own date
A one-off pruning agreed for mid-June becomes a record of its own, confirmed with a day and time: it shows up on the calendar next to the rest of the week, and if it rains and you move it from your phone, the new day comes back into RegiaPro.
The garden site visit noted on your phone
With the calendar connected, a site visit jotted down quickly on your smartphone appears in RegiaPro in the list of appointments still pending: with one tap you choose whether it becomes a job.
Drip irrigation to turn back on in April
An important note like “turn the irrigation back on and check the drippers” becomes a reminder one week before the job date.
In November, the gardens to follow up for next season
For clients to pick up again in February you create the new season’s record with a follow-up date you set. When that day comes, the home page suggests them to you one after another.
Specification and quote for garden maintenance
A property manager compares quotes line by line, a private client wants to understand what they’re paying for. RegiaPro gives you a numbered PDF with your logo; you write the specification in the note, which is printed inside the document.
Metres of lawn, hedges and trees
Square metres of lawn, linear metres of hedge, number and height of trees, flower beds and planters: the site visit measurements, taken from the record notes.
How many lawn cuts and how many trims
How many cuts from April to October, how many hedge trims, when the leaves are collected. Two different schedules become two proposals on the same record, each with its own number.
Disposal of grass and branches
Who takes away grass and branches, and whether disposal is included in the price. You then log the cost you actually pay among the contract’s out-of-pocket costs.
Tree felling and fallen trees assessed separately
Felling, trees brought down by a storm, lawn replacement, new planting: set down in black and white in the specification, they avoid misunderstandings mid-season.
The price of the grounds season
A single total. If you charge VAT, RegiaPro separates it out from the amount; on Italy’s flat-rate scheme the total stays as it is. The Start plan allows ten a month, enough to cover a small business’s February requests.
Want to see it with your own work?
Fourteen days with the Full plan features, no card needed. Then you decide.
Free photos from Pexels and real screenshots of the software, with made-up data.
Garden maintenance: deposits, instalments and invoices in the software
In a garden maintenance contract the money comes in over months. RegiaPro keeps it on each contract’s record and tells you at any moment what’s still missing.
The advance before the first cut
Just one per contract, with the payment date and method: cash, bank transfer or card.
The instalments of the garden fee
The rest in monthly or bimonthly instalments, each with the day you expect it and a tick when it arrives. Putting the records together you see how much the buildings and businesses you look after still owe.
Building, company or villa: who the grounds invoice goes to
The invoice, unlocked with the Pro plan, comes from the record for the contract amount and is made out to whoever pays: the building, the company, the villa owner. Numbering follows the calendar year. The Studio plan adds the XML file to send to Italy’s SdI e-invoicing system and the yearly archive for your accountant.
The Report for the season of cuts and pruning
Payments received from confirmed jobs minus out-of-pocket costs and collaborators: disposal, fertilisers, the tree surgeon with the platform. Plus the list of sources that bring in the clients who actually pay.
A screenshot of the software with sample figures: expenses that don’t belong to a single garden, such as the van or the new strimmer, split by category. Fertiliser and disposal for a contract are logged on its record instead.
Grounds maintenance software: crew scheduling, field service app or CRM?
If you look for grounds maintenance software you find products with different backgrounds: some start from the crews, others from the jobs. We read three pages among the top results on 14 September 2026: two stated the price, one had an FAQ, and all three offered a demo or a trial.
| Management software for landscaping companies | Field service and crew app | RegiaPro, business software and CRM | |
|---|---|---|---|
| Who it's for | Businesses with crews, a stockroom and materials costing | Companies and municipal services planning call-outs and reports | Grounds maintenance contractors handling contracts, clients and payments |
| What it handles | Quotes, job costing, invoicing, planning, site app | Job calendar, tickets, job reports, team tasks | Enquiries, site visits, quotes, seasonal contracts, instalments, invoices |
| Price | From €60 plus VAT per six months up to €99 a month, where stated | Not stated on the page we read | From €19.90 a month, published |
| How to try it | Downloadable or online demo | 30-day trial | 14 days with the Full plan switched on |
This is you if you look after green spaces on contract
- you look after gardens you know plant by plant, on your own or with a few workers;
- what matters to you is the proposal to the property manager, the signature and the instalments coming in;
- you want the software price in writing, without an appointment with a salesperson.
In RegiaPro from day one for garden maintenance
- one record for each green space, with site visit photos and measurements in the notes;
- numbered proposals and, with the Pro plan, seasonal contracts and invoices;
- instalments with an expected date, a calendar synced with your phone, your own WhatsApp messages.
How to start: three steps, no card needed
You sign up, try it on your real work, and only decide at the end.
-
Sign up in a minute
Your name, your business name and your email. We don’t ask for a credit card: access starts when you confirm your email.
Start the trial -
Set it up for your trade
Menus, record fields and job stages speak your language. You connect the calendar you already use.
Choose your trade here -
Try everything, then choose
Fourteen days with the Full features. At the end you choose a plan, or you stop: nothing renews on its own.
See the plans
How much RegiaPro landscape maintenance software costs
Public price list. For contract grounds maintenance three plans matter, plus the two-week trial.
Start for February proposals, €19.90 a month
Or €199 a year. Unlimited client book, follow-ups, WhatsApp messages and ten quotes a month, which is enough for proposal season. For contracts and invoices you need Pro.
Pro for grounds contracts, €34.90 a month
Or €349 a year. Seasonal contracts as PDFs and invoices with the year’s numbering, made out to the building or company paying for the cuts. It’s the plan for those who work all year round between mowing, pruning and leaves.
Studio with XML for buildings and businesses, €59.90 a month
Or €599 a year. It adds the XML format for Italian e-invoicing and, at the end of the year, all your invoices in a single file for your accountant.
Two weeks’ trial before spring
No credit card and the whole Full plan switched on: access opens by itself as soon as you confirm your email. When the fourteen days are up, you keep the plan you prefer.
The Full plan, €44.90, exists for those who deliver photos and videos to clients; every line of the plans is in the table on the pricing page.
Why you can trust it: your data stays yours
What matters before you put your clients into a new program.
Your data stays in Europe
On servers in Europe. Each business sees only its own data: the database itself enforces the separation.
If you stop, your data stays yours
The account goes read-only and nothing is deleted unless you ask. We send you a copy in a readable format.
Prices written up front
A public price list, the same for every trade: you can read it on the pricing page before you sign up.
You talk to a person
Born in a studio in Tuscany, not in an office. Write to info@regiapro.it or use the contact page.
FAQ from grounds maintenance contractors on the software and CRM
How do I prepare a quote with mowing, pruning and disposal?
On the record you enter the total for the season, and in the quote note you list mowing, pruning, treatments and clippings disposal with their frequencies. The note is printed in the PDF: the property manager compares the items with the other offers, and the total stays prominent.
Can I send two proposals with different frequencies to the same building?
Yes. You update amount and details, then create another proposal for the same building: it has its own number, and the previous one stays archived with the terms of the time. Both go to the residents’ meeting, and you always know which version you sent and on what day.
How do I split the season’s fee into monthly instalments?
You record the start-of-season advance and split the rest into instalments, giving each an expected date. When the bank transfer arrives you mark it as paid; on the record, and adding up all your clients, you see how much is still to come in before winter.
Who gets the invoice if the property manager signs the contract?
The record keeps the property manager’s contact, and separately you link whoever pays: the building, with its details. From the Pro plan the invoice is made out to the building, and you link the same recipient to extra jobs and later seasons without retyping it.
Where do I keep photos of the garden before starting?
On the green space’s record, straight after the site visit: JPG or PNG images and PDF or Word documents, each up to 15 MB, including the site plan and any specification you received. If a dispute about a hedge comes up at the end of the season, the starting photos are there.
How do I log the outside tree surgeon and green waste disposal?
On the job record you enter the collaborator with their fee, and among the out-of-pocket costs the clippings disposal and materials. The Report subtracts them from the month’s payments received, so the season’s result takes every outgoing into account.
Can I see the week’s jobs from my phone?
Yes. Open RegiaPro from your smartphone’s browser, or look at the calendar you already use: if you’ve connected Google Calendar or iCloud, confirmed contracts appear there, and a site visit postponed because of rain comes back into RegiaPro with the new day after a few minutes.
How do I get going again with clients at the end of winter?
In November, once the season is over, you create next year’s record for each client with a follow-up date, for example mid-January. On that day the home page lines them up for you, and from each record you open your WhatsApp message to book the site visit.
Page written on 14 September 2026, after checking every feature mentioned in the CRM. The building, people and figures in the example do not exist; the comparison uses the software’s public pages, opened on the same date. Something here doesn’t match the software you use? Tell us at info@regiapro.it and we’ll fix it.
Try RegiaPro on next season’s gardens
Pick your next site visit and bring that client into RegiaPro, from the first phone call to the signed contract: in two weeks you’ll see whether it really lightens your spring. For fourteen days you work with the complete Full plan.
Other contract or outdoor work: gardener software, pool service software, building cleaning software. The index of trades RegiaPro covers is on the who it’s for page.