How We Help Landscapers Stay Booked and Organised

See how landscapers across the UK are using our team to follow up leads, clear admin, and grow without the stress

How We Help Landscapers Stay Booked and Organised

See how landscapers across the UK are using our team to follow up leads, clear admin, and grow without the stress

Case Study 1

Design & Build Landscaper – Manchester/Cheshire

From missed leads to booked out months in advance

A bespoke garden design and landscaping business based in Manchester and Cheshire came to us after getting burned by generic overseas VAs. They were missing good leads, dealing with patchy communication, and struggling to qualify enquiries properly. That meant wasted time on site visits that led nowhere.

They didn’t need a receptionist.

They needed someone who understood their industry, their leads, and how to stop solid work slipping through the cracks.

What we did:

Took over lead follow-up and outbound calls, getting back to every new enquiry within 24 hours
Set up a Trello-based system to track new leads, quote requests, and key notes from every call
Refined their sales process to sort time-wasters from serious customers early on
Supported with admin and quote communication so they could focus on delivering top-tier garden builds

The result:

Every high-quality lead is now followed up quickly and properly
Clients looking for "just a rough price" are handled without wasting time on site visits
Their pipeline is solid and they're currently booked out 6 months ahead
No more stress about keeping the team busy through the winter
Their bank account is more stable and they're no longer stuck in feast or famine mode

Case Study 2

Domestic Landscaper –

North Manchester

From booked out to building a team the smart way

A domestic landscaping business in North Manchester was flying. Specialising in design-manage-build garden projects, they were booked out six months in advance and ready to scale. But finding reliable staff through traditional routes was proving a nightmare.

They knew they needed to hire.

They just didn’t have time to deal with no-shows, spam messages, and dead-end interviews.

What we did:

Worked alongside their marketing agency (New Leaf Media) to craft a clear, engaging Facebook job advert
Set up a custom-built candidate database to collect, track, and manage applicants
Pre-screened every applicant with an initial call before they ever reached the business owner
Arranged first-round video interviews to save time and only escalated quality candidates to in-person stage

The result:

The job ad reached the right people and brought in solid applicants
Time-wasters were filtered out before they ever touched the client’s calendar
Serious candidates were scheduled for video interviews first, saving time and travel
The business owner only spoke to people who were already qualified and interested
They saved hours every week and avoided the usual hiring chaos that comes with Facebook recruitment

Case Study 3

Multi-Service Landscaper -

East Midlands

From paper chaos to a million-pound operation with 18 staff

Four years ago, this landscaping business was running lean — a team of four with no systems, no processes, and everything tracked by paper. They were great on-site, but behind the scenes it was messy, manual, and holding them back from growing.

They didn’t need just admin support.

They needed a long-term partner who could bring order, systems, and structure to the business.

What we did:

We stepped in as a hands-on operations lead, taking on key admin responsibilities from day one, including payroll, invoicing, onboarding new staff, and keeping the office running while the owner focused on delivering projects.

Over time, the role expanded into full operational support:

Replaced all paper quotes with a digital system using Jobber for job tracking and client management
Introduced Trello to manage project workflows, new leads, and admin tasks across a growing team
Migrated the business to Microsoft business to professionalise internal communication and document storage

Hiring and Team Growth

Created repeatable onboarding processes that helped integrate 15+ new hires across four years
Set up training schedules, tax documentation handling, and email setups for all new staff
Implemented basic HR processes to create consistency and reduce handover issues

Marketing and Brand Visibility

Supported social media and project marketing with consistent content and updates
Helped maintain a local presence by coordinating before-and-after job photos and online visibility
Assisted with web copy and brand presentation as the business scaled

The result:

The team grew from 4 to 18 employees
Revenue passed the £1 million mark
Onboarding, quoting, job scheduling, and team comms now run like clockwork
No more admin bottlenecks or “where did that quote go” moments
The owner now has time and space to focus on strategy instead of chasing paperwork

From doing the doing to driving the growth

As the business scaled, our role shifted from day-to-day admin into strategy and optimisation. We now provide high-level input across:

Process improvements to keep systems running smoothly as the team expands

Strategic support with hiring, marketing, and workload planning

Mentorship and training for internal admin staff to increase in-house capability

This kind of transformation doesn’t happen overnight. It takes trust, consistency, and real operational thinking. We didn’t just help this landscaper grow — we built the systems to make that growth sustainable