InsightTrack Bookkeeping gives landscapers full-service monthly bookkeeping in QuickBooks Online — transaction coding, bank reconciliations, AR/AP, and monthly financial statements — on flat-rate packages starting at $300 per month. One bookkeeper on your file every month. See package pricing or book a free consultation.
Who This Is For
The two halves of a landscaping business behave differently. Maintenance — mowing, fertilization, irrigation checks, seasonal cleanups — is recurring, predictable, and priced per visit or per month. Installs — hardscape, planting, drainage, lighting — are bid work with materials, subs, and job-level risk. When both flow into one "Sales" line and one "Supplies" line, you can't tell whether the maintenance side is funding losses on installs or the other way around.
InsightTrack sets up landscaper books that separate maintenance from installs, track install jobs individually, burden crew labor with payroll taxes and workers' comp, and keep equipment and trucks on the balance sheet where they belong. Every month you get a P&L by line of business and a same-month-prior-year comparison that makes seasonal swings readable.
A good fit for landscaping, lawn care, irrigation, and tree service companies across Arkansas and remotely nationwide — from a two-truck mowing operation to design-build firms with multiple crews.
What Makes Bookkeeping for Landscapers Different
Maintenance vs. install revenue
Recurring contracts and one-off install jobs are classed separately so each shows its own gross margin. Install jobs are also tracked by customer:job so you can compare actual costs against the bid.
Seasonal cash flow
Revenue peaks in spring and fall and drops hard in winter, while truck payments and insurance don't. We build a rolling cash forecast so you know what December through February will need before you get there.
Crew labor and seasonal hires
Labor is the biggest cost and the easiest to underestimate. We burden wages with payroll taxes, workers' comp, and overtime, and code labor to maintenance or installs so the margin on each is honest.
Equipment, trucks, and fuel
Mowers, skid steers, trailers, and trucks go on the balance sheet with their loans. Fuel, repairs, and depreciation are tracked so you know your real equipment cost per revenue dollar.
How We Set Up Your Books
Landscaper books use a cost-of-revenue chart of accounts by line of business — Maintenance, Installs, and optionally Irrigation or Tree Work — with labor, materials, subcontractors, and dump fees under each. Overhead holds trucks, fuel, insurance, licensing, marketing, office, and owner pay.
- Classes for Maintenance and Installs — separate margins on the monthly P&L
- Job costing for installs — customer:job tracking with estimates entered so actual vs. bid reports work
- Prepaid contracts handled correctly — annual or seasonal prepayments recorded as deferred revenue and recognized as visits occur
- Field software reconciled — Jobber, Aspire, LMN, or Service Autopilot invoices and card batches tied to bank deposits net of fees
- Equipment schedule — fixed assets and loans on the balance sheet with a depreciation list ready for your CPA
The Numbers We Track for Landscapers
Every client gets a monthly P&L, balance sheet, and cash flow statement. For landscapers we also report the operating numbers that drive decisions, and can build them into a dashboard that updates as the books close.
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Gross margin: maintenance vs. installs
The number that tells you whether to buy another mower or hire another install crew.
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Labor as a percent of revenue
Burdened crew cost against revenue by month and by line of business. Drift here is the most common reason a busy year ends with no profit.
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Revenue per crew per day
Billed revenue divided by crew-days, so route density and pricing problems show up in the numbers instead of in the truck.
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Winter cash runway
Cash on hand against fixed costs for the off-season, updated monthly through the fall.
Serving Landscapers in Arkansas and Nationwide
InsightTrack is based in Conway, Arkansas, and works with landscapers in Little Rock, Conway, Maumelle, and across Central Arkansas, plus Fayetteville, Rogers, Bentonville, and Springdale in Northwest Arkansas.
The work is done in QuickBooks Online with documents shared through a secure portal, so location doesn't limit who we can help. We also serve landscapers in Texas and nationwide. See all locations.
Frequently Asked Questions
Can you track my maintenance contracts separately from install jobs?
Yes. Maintenance and installs are tracked with classes in QuickBooks Online so each has its own revenue, costs, and gross margin, and install jobs are additionally tracked by customer:job so you can compare actual costs to the bid.
How do you handle prepaid annual contracts?
Prepayments are recorded as deferred revenue and recognized as the visits are performed. That keeps a big March collection from distorting March profit and shows on the balance sheet what you still owe customers in service.
What does bookkeeping for a landscaping company cost?
Flat-rate packages start at $300 per month and stay flat through the busy season. A landscaping company with multiple crews, field software, equipment loans, and payroll would usually run around $1,200 per month depending on transaction volume.
Do you work with Jobber, Aspire, or Service Autopilot?
Yes. We reconcile the invoices, payments, and processing fees from your field software to the bank each month and manage the QuickBooks Online sync where one exists.
Do you serve landscapers in Arkansas?
Yes. InsightTrack is based in Conway and works with landscaping and lawn care companies in Little Rock, Conway, Northwest Arkansas, and statewide, plus remotely nationwide.
Get In Touch
Bring your current setup — QuickBooks file, spreadsheet, or shoebox — and we'll tell you what the monthly close would cost and what a cleanup would involve. Call (501) 697-1919 or email marcus@insighttrackbookkeeping.com.