Free Landscaping Estimate Template

This free landscaping estimate template works for a season of mowing, a spring cleanup, a mulch and planting job or a small patio. It has your business name, address, phone and license number, the customer and job address, estimate number and date, labor and material line items, subtotal, tax and total, deposit and payment terms, warranty and notes, and a signature line. Fill it in on the page, then print or save it as a PDF to send, or download a CSV for Excel or Google Sheets. For software that handles estimates and routes, see our landscaping software guide.

What's on the template

Header. Your business name, address, phone and license number (if your state licenses landscape or irrigation contractors or pesticide application), plus the estimate number and date.

Customer and job. Customer name and address, and the property address if different. HOAs and commercial properties often bill to a management company.

Labor lines. Description, quantity, unit, rate and amount. Typical lines:

Material lines. Mulch by the yard, plants by size and count (#1 or #3 containers, balled-and-burlapped trees by caliper), sod by the square foot or pallet, gravel or base by the ton or yard, edging, fabric and stone.

Totals and terms. Subtotal, tax, total, deposit and payment terms, warranty and notes, signature line.

How to fill it in

1. Measure, don't eyeball. Bed square footage times mulch depth gives you yards. At 3 inches deep, a cubic yard covers roughly 108 sq ft. Write the depth on the estimate so the customer knows what they're paying for.
2. Name the plants. "Install 6 #3 boxwood and 3 #5 hydrangea" beats "foundation planting." It also stops a customer from expecting bigger plants than you priced.
3. Separate maintenance from installs. A seasonal maintenance agreement and a one-time patio job have different terms. If you're quoting both, consider two estimates.
4. Set seasonal terms. For maintenance, state the season start and end, cuts included, the billing schedule (per visit or equal monthly payments), and how weather skips are handled.
5. Add disposal and access. Green waste disposal, dump fees, and anything that slows the crew down, such as gated backyards with no truck access, belong on the estimate.
6. Take a deposit on installs. Material-heavy jobs usually start with a deposit to cover plants and stone. Check your state's rules on home-improvement deposits, since some states cap them.
7. Write the warranty and the watering instructions. The plant warranty only works if the customer knows they're responsible for water.
8. Add an expiration date. Plant and stone prices change by season. "Valid for 30 days" protects you.

A sample bed refresh, written out

Say a homeowner wants the front beds cleaned up and refreshed. The beds measure about 540 sq ft, and they want new mulch at 3 inches plus a few shrubs replaced. Written on the template, the job might read:

• Labor: Bed cleanup, weeding and edging, 1 flat
• Labor: Remove and dispose of 3 dead shrubs, 3 each
• Labor: Install shrubs, 4 each
• Labor: Install mulch, 5 cubic yards (540 sq ft at 3 inches)
• Materials: Double-shredded hardwood mulch, 5 cubic yards
• Materials: #3 container shrubs (name the variety), 4 each
• Materials: Green waste disposal, 1 lot

Put your own rates in the rate column; each amount is quantity times rate. In the notes: "Plants warrantied for one year with watering as instructed. Estimate valid 30 days." That's an estimate a customer can read in a minute and compare fairly against a competitor's.

Common mistakes

• Pricing mulch by the bag when you buy by the yard. Customers compare bulk prices. Quote the way you buy.
• No mulch depth. "Mulch beds" invites a dispute over whether 1 inch or 3 inches was promised.
• Forgetting disposal. Hauling away old mulch, sod or shrubs takes truck time and dump fees.
• Unclear cut count. A seasonal mowing price without a number of cuts turns a wet spring into a margin problem.
• Open-ended plant warranty. Without conditions, you'll be replacing plants the customer never watered.
• One lump sum for a hardscape job. Show base, pavers, edge restraint and labor so the customer understands why your bid isn't the cheapest.

When to switch to software

A template is fine when you're writing a few install estimates a month and keeping maintenance customers in a notebook. It breaks down when you have 80 weekly stops, crews to route, and seasonal agreements to bill every month.

Landscaping software ties the estimate to a recurring schedule, routes the crews, and bills agreements automatically. As of October 2026, Jobber Core is $29/mo billed annually for one user, with route optimization on Grow. Service Autopilot's Startup plan is $49/mo on an annual subscription plus a sign-up fee. LMN, now part of Granum, starts at $297/mo for its Starter plan with one office license and five crew licenses, and it's built around budgeting and estimating for larger landscape companies.