Recurring visit scheduler
Weekly, fortnightly, monthly and custom frequencies that roll forward with skips and holidays handled.
Gardening business software: rounds, rosters & invoicing
Gardeners: let the regular round run itself. More dirt, less desk.
Regulars live in a paper diary, gate codes live in your head and invoices get written at the kitchen table on the last Sunday of the month. We build recurring maintenance systems for gardening businesses that keep the round organised, the team briefed and the invoices flowing, then we host them and look after them.
Looking for gardening business software that handles recurring visits and billing?
A gardening business runs on regulars. Weekly, fortnightly, monthly and seasonal visits, each garden with its own quirks: the side gate that sticks, the dog that's friendly until it isn't, the client who wants the roses left alone. Add a wet week, a new offsider and a trailer full of green waste and the diary stops making sense fast.
Wollopit builds custom software around how your round actually works. Visits roll forward on their own, every garden has its notes and photos on the team's phones and the invoice builds itself as the work gets done, extras included. We connect to the accounting and job tools you already use, replace the ones getting in your way and look after the lot on our own servers.
01The problems
What we hear from gardeners
Does your gardening business have these problems? Here's how we'd fix them.
Most gardeners we talk to are flat out with good, loyal clients. The work isn't the problem. The diary, the notes and the month-end paperwork are.
- The problemRegulars tracked in a paper diaryWeekly, fortnightly and every-six-weeks clients get rewritten by hand each month. Miss one line and a garden goes unvisited.How we fix itRecurring visits that roll forward automatically, with skips, holidays and frequency changes handled in a tap.
- The problemGarden notes live in your headGate codes, the dog warning, where the tap is and which plants not to touch. Fine until you're sick and someone else goes.How we fix itA profile for every garden with access notes, photos, preferences and hazards that shows up on the phone at the gate.
- The problemNew staff ask the same questions every visitEvery new offsider needs a ride-along to learn what 'the usual' means at each house.How we fix itDaily run sheets with a checklist per garden so anyone on the team knows exactly what the usual is.
- The problemOne wet week wrecks the whole roundIt buckets down on Tuesday and you spend the evening ringing twelve clients to shuffle everyone along.How we fix itPush a day's round forward in one move. Clients get an SMS and the rest of the week reshuffles itself.
- The problemMonth-end invoicing eats a SundayAdding up hours, visits and trailer loads from a diary and a pile of receipts, then typing it all into Xero.How we fix itInvoices built from completed visits and sent automatically, straight into Xero or MYOB.
- The problemExtras never make it onto the billTwo bags of mulch, a punnet of seedlings and an extra trailer of green waste. Half of it gets forgotten.How we fix itAdd extras on the job in two taps. Plants, mulch, green waste and tip fees land on the next invoice.
- The problemSeasonal work left to chanceHedging, pruning, mulching and the spring tidy-up only happen when a client remembers to ask.How we fix itSeasonal jobs scheduled ahead and offered to clients before the season, with one-tap yes from their phone.
- The problemChasing slow payersA handful of clients always pay late and you hate ringing them about it.How we fix itCard on file or direct debit for regulars, plus polite automatic reminders for anyone who's overdue.
- The problemOne-off clean-up quotes by textSomeone sends three blurry photos of an overgrown yard and wants a price by tonight.How we fix itAn online enquiry form with photo upload that turns into a proper quote, then a booked job when they accept.
- The problemClients who never see the workRentals, holiday homes and body corporates want proof the gardens were done, so you send photos one by one.How we fix itBefore and after photos attached to every visit with a short visit report sent automatically.
- The problemDriving all over townThe round has grown over years and now the ute zigzags across the suburbs every day.How we fix itRounds grouped by area and ordered on a map so you spend more time gardening and less time in traffic.
- The problemNo idea which gardens make moneySome 'one hour' gardens take two every time and you only feel it in your back.How we fix itTime on site tracked per garden so you can see which clients need a price review.
02What we build
Solutions
What we build for gardeners. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Garden profiles
Access notes, gate codes, pets, hazards, photos and plant preferences for every property.
Team run sheets app
Today's round on every phone with checklists, directions and a tap to mark each garden done.
Weather rescheduling
Shift a wet day's round in one move and let clients know by SMS automatically.
Automatic invoicing
Visits, hours and extras billed per visit or monthly, synced to Xero or MYOB.
Extras & green waste logging
Mulch, plants, fertiliser, trailer loads and tip fees added on the job.
Payments & direct debit
Card on file, direct debit and payment links with automatic overdue reminders.
Seasonal work planner
Pruning, hedging, mulching and spring tidy-ups scheduled and offered before the season.
Quotes & clean-up enquiries
Photo-based enquiries, quick quote templates and online acceptance that books the job.
Visit reports & photos
Before and after photos with a short report for owners, agents and body corporates.
Client portal
Clients see upcoming visits, request extras, update their card and pay invoices.
Route planning
Rounds grouped by suburb and ordered on a map to cut drive time.
Staff rosters & timesheets
Who's on which round, hours on site and timesheets ready for payroll.
A website that grows work
Hand-built, quick on mobile, with an enquiry form and built to rank for 'gardener near me'.
03The systems
The big ones
Your whole round, on one system.
These are the systems gardening businesses ask us about most. Each one works on its own. Joined up, the round practically runs itself.
Recurring rounds
Set the regulars once. The diary fills itself.
Every regular client gets a frequency and a preferred day, then the visits roll forward on their own. Holidays, skips and wet weeks are handled without rewriting anything.
- Weekly, fortnightly and monthly visits
- Custom frequencies like every six weeks
- Preferred days and time windows
- Client holidays and skipped visits
- Rain day shuffle in one move
- SMS heads-up the day before
- Rounds grouped by suburb
- Map view of the day's run
- Capacity view per team member
- One-off jobs slotted into gaps
Garden profiles & team app
Every gate code and every grumpy dog, on every phone.
Each garden has a profile with access notes, photos, hazards and the client's preferences. Your team opens today's round, follows the checklist and marks each garden done without ringing you once.
- Access notes and gate codes
- Pet and hazard warnings up front
- Photos of beds, edges and no-go areas
- Plant preferences and 'don't touch' lists
- Checklist per garden
- Notes added on the job
- Before and after photos
- Time on site recorded
- Works with patchy reception
- Directions to the next garden
Invoicing & payments
The invoice writes itself while you're on the mower.
Completed visits, hours and extras build the invoice as the month goes on. It goes out on time, lands in Xero or MYOB and regulars on direct debit pay without you lifting a finger.
- Invoice per visit or monthly
- Fixed price or hourly gardens
- Extras logged on the job
- Green waste and tip fees
- Plants and materials at your markup
- Sync to Xero or MYOB
- Card on file and direct debit
- Payment links by SMS or email
- Automatic overdue reminders
- Price reviews per client
Seasonal work & quotes
Hedges, mulch and spring tidy-ups booked before the season.
Plan the seasonal jobs your regulars need and offer them ahead with a price and a one-tap yes. New clients send photos of the jungle out the back and get a proper quote that books itself when they accept.
- Seasonal job templates
- Offers sent to regulars ahead
- One-tap acceptance from their phone
- Accepted work added to the next visit
- Photo-based enquiry form
- Quote templates for common jobs
- Online quote acceptance
- Follow-ups on unanswered quotes
- Deposits for big clean-ups
- Seasonal revenue at a glance
Client portal & reports
Clients see the work without you sending a single photo.
Every visit sends a short report with before and after photos. Clients log in to see what's coming up, ask for extras, update their card or pay. Perfect for rentals, holiday homes and body corporates.
- Automatic visit reports
- Before and after photos
- Upcoming visits listed
- Request extras from a link
- Pause visits for holidays
- Update card and pay invoices
- Property manager logins
- Multiple sites per body corporate
- Visit history per property
- Reviews requested after visits
04How it changes
Before and after
A wet week, wolloped.
Here's how a rained-out Tuesday could change. Every gardening business runs differently, so we map yours first.
Before
- Wake up to rain and stare at the paper diary
- Ring twelve clients one by one to reschedule
- Rewrite the rest of the week in pencil
- Text the offsider the new order of gardens
- Forget the mulch you promised at Banksia Ave
- Add it all up at month end and hope it's right
After
- Rain forecast flagged the night before
- Push Tuesday's round forward in one tap
- Clients get an SMS with their new day
- The team's phones show the updated run
- Promised extras carry over with the visit
- Invoices build themselves as gardens are done
05Services
Everything under one roof
Software, websites and systems for gardeners.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for gardeners
Built around how your gardening business actually runs: recurring visit scheduler, garden profiles and the admin in between, in one system you own.
Websites for gardeners
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Gardening business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for gardeners
Team run sheets app and weather rescheduling: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and QuickBooks so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your gardening business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside job apps you're happy with or replace the ones getting in your way.
- Xero
- MYOB
- QuickBooks
- ServiceM8
- Tradify
- Jobber
- simPRO
- Stripe
- Square
- GoCardless
- Ezidebit
- Google Calendar
- Google Maps
- Twilio SMS
- Google Business Profile
- Mailchimp
- Deputy
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your gardening business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We ride along on a round, sit at the kitchen table where the invoicing happens and work out what's actually costing you time.
- 02
Archi-tech
We plan it before writing code: your regulars, frequencies, team, extras, billing, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the recurring round or invoicing first, so you feel the win by next month end.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things gardeners ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it handle clients on different frequencies?
Yes. Weekly, fortnightly, monthly, every six weeks or whatever odd pattern a client wants. Visits roll forward automatically and skips or holidays don't break the schedule.
What happens when it rains?
You move the day's round in one step. Clients get an SMS with their new day and the rest of the week reshuffles so nobody gets doubled up or missed.
Can clients add extra jobs online?
Yes. Clients can request extras like a hedge trim or mulching from a link or their portal. It's added to their next visit and onto the invoice automatically.
Can my team see garden notes on their phones?
Yes. Each garden's access notes, gate codes, pet warnings, photos and checklist show up on the run sheet. It works with patchy reception and syncs when they're back in range.
We already use ServiceM8 or Tradify. Do we have to switch?
No. If your job app is doing its job, we build around it and fill the gaps like recurring rounds, seasonal offers or client reports. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Does it work with Xero or MYOB?
Yes. Invoices and payments sync straight into Xero or MYOB so there's no retyping at month end.
How much does a gardening system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like recurring scheduling or automatic invoicing can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most gardeners we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a gardening business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.