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Lawn care invoice template free for Research and Development

um so um I got like a weird question or or I don't know if it's a question or maybe just should um asking for a suggestion um how do you approach uh an HOA um so my situation currently that I have is that this this HOA um hired me for some shrub pruning so I showed up and I did some uh some training to the shrubs and whatever and when I gave out my estimate and I get my prizes to this guy he was the president of the HOA and he really liked the prices so he's like oh you know I really like it and I'm actually not satisfied with my current lawn care company um we're trying to see and accommodate for different budgets to see what we can redo the costs on uh would you mind giving me your your estimate and I was like happy to do so because I was thinking okay you know in order for me to grow um this I trade is going to be a good opportunity so when I was just typing this uh spreadsheet with my with my prices I was doing it based on okay how many budget hours I'm gonna do to do 23 units their mirrored to each other you know I don't have to move the truck um it's a lot of weed whacking because the the side the sidewalks and and the front porches are really next to each other so this HOA Community is um it's kind of like like so small in this area and I was thinking okay this is going to be my my estimate but then I I quickly asked the guy hey just for curiosity use for kicks and Giggles how much are they charging you currently and and see and see what what would it be like right I was not hoping for him to give me the numbers because I was like okay what if he lowballs that number and and now I don't know you know it's kind of like that that kind of situation so so he did came back and said you know what this is the budget this is the budget that we're looking for 2023. and the price that I was getting them it was like a third of it of what he's currently uh paying for okay so you're asking how do you get the contract now or are you worried about the fact that you're the price no well because because he gave me the numbers all I had to do was reduce a little bit of that budget that they had for 2023 and he said okay let me submit it to the board and then we'll get back to you and then he did came back to me and said you know it's all years uh you came in lower than the rest of the guys the the rest of your competitors around here so it's yours for 2023. so now how do I get the contract types in how do I you know do I ask in advance for it I mean what I was estimating was a third of the cost but I had to go way above that because I only took I only knock off a few hundred of the prices that they had okay so let me be clear so oh I see you're saying so you're saying you did the budget hours came out to a third of what you what they were charging before and then what you did is just a couple hundred dollars below they're currently getting charged so you won the contract and now you have all of this extra money is that what you're saying yes yes technically on paper you know good problem to help because guess what right you're gonna need that you're gonna need the time like uh how many laws do you currently do uh 19. yeah so so you're doubling the size of your business right and so by having 23 more uh Lawns you're gonna find that you underbid that job I guarantee it 100 I would bet my life on it so don't worry about that right now you did the budget hours correctly in terms of budgeting creating the estimate based on budget hours but you are you are 100 underestimating those budget hours and that's fine because we like what I was hoping I was glad you said is you just went below what theirs was I'm glad I didn't go for a third okay so that's that's a good problem to have for now set it up with the budget hours that you previously thought that's fine and then just realize that you probably have to recalibrate that in the next Spring right once you actually know what the real budget hours are then you can just change them later on but don't stress out about oh man like now I've got to like fix it you could if you wanted to just divide out how many more budget hours you can tack onto these jobs uh each visit you could do that that's fine as well um but I wouldn't stress about it at your current size because you're not it's not like you're doing p4p where this is going to affect the guys uh pay if it was affecting the guy's pay on P for P I would definitely take whatever that extra amount was divide up by your hourly rate okay that's the amount of budget hour to have extra split it up across all the visits and give more so the guys have the money and the budget hours are accurate but at your size roll with the punches I think it'll be a good experience for you and just realize that you'll probably have to recalibrate budget hours in Spring so so in part of and like as far as the contract goes um do you how do you structure a contract with the nature so they're uh which software do you use uh none okay so what I would do um if you're going to if you're not going to use software you're going to charge them a monthly amount every single month um I would highly recommend using something you could you go free like yard book or Lawn PRO is cheap uh to get started so you can send them an invoice every single month and uh for that oh okay yeah I would send them a month yeah like a CRM yep okay yeah that's uh I use Wade okay perfect wave app yep absolutely yep I've used them before so um what you can do is just uh invoice them every single month this is the same month same amount every single month but then on your end in terms of budget hours that's going to be per visit and that doesn't change right like that doesn't matter that you don't have to see that side but just invoice them at the end of every single month right and then as far as um so so and then tires to that then I got the snow removal for for that property as well um I did uh send out a contract I typed in a really easy contract uh copy and paste just basically saying uh my company is going to be liable for whatever damages um they do to um the cars or whatever just kind of like covering that aspect and and then being liable for for that aspect but is it fair for me to ask for like okay I would have to have 20 down of what this is going to cost HOA typically they're going to want more of a maintenance schedule right where they're paying the same amount every single month it's it's less likely that they're going to want 20 down they're one like a full package every single month they just pay the same level billing um for commercial work it's pretty common I think the big thing that I'd be warning you of is adding too many services too early in the business because just adding your like adding snow as a service to your insurance for example will more than triple it it'll also more than double your auto insurance so things like that could potentially wipe out all profits from the contract so I'm not saying no you already have the contract I'm just saying you might potentially think about subbing out the the moment the snow plowing or services that are going to cause you create like we have to buy extra extra equipment increase your liability insurance all the rest of it that'd be a consideration in the back of my mind if I was you as you begin to get into this contract