--- title: "Field coordination at a commercial landscaping company" description: "A worked example: a landscaping company with 20 field teams, 100 leads a month, and no way to see which team is where. The math a coordination app would have to hit: 20 recovered leads a month and quotes in a day." doc_version: "2026-05-20" last_updated: "2025-10-17T05:35:07.322Z" canonical_url: https://www.lightforgeworks.com/blog/commercial-landscaping-field-coordination-case-study/ --- # Field coordination at a commercial landscaping company # Field coordination at a commercial landscaping company This is a worked example, not a named client. The company is composite: commercial landscaping, $3-5M revenue, 20 field teams. The workflow and the failure points are real patterns. The numbers are illustrative. ## The problem The office takes calls and emails. The field teams take walk-ups from property managers on job sites. Both streams produce leads, and neither stream can see the other. A hundred leads a month come in. Twenty to thirty of them die: the notepad note never becomes a site visit, the crew leader's text never becomes a quote, or a team starts work the office never approved. Quotes take four to seven days because the office cannot get photos and details back from the field. The office manager's phone holds 47 unread texts from 12 crew leaders, and when she is off, nobody has the thread. ## The build A coordination app with five pieces: - A deal board. Every lead, office or field, on one board: New Lead, Team Assigned, Site Visit, Quote Ready, Contract Signed, Scheduled. - SMS in both directions. The office assigns by text; teams text back updates and photos. Every message lands on the lead card, not in a personal thread. - Check-in codes. Each job site gets a code; a team texts it on arrival. The office sees who is where without GPS. - Site capture. Photos and details uploaded from the field, attached to the lead. - Routing suggestions. A new lead near a team that checked in there that morning: the board says so. Build time: 30 days, after two weeks of discovery mapping how leads actually move between office and field, and where they die. ## The numbers it would have to hit - Recovered leads: 20 to 30 a month that today go uncaptured - Quote turnaround: four to seven days down to 24-48 hours - Rogue work: zero jobs started without an office-approved quote - Revenue math: 20 recovered leads a month at $3-5K a job is $720K-$1.8M in quoted work. At typical win rates, recovered revenue lands around $60K-100K a year. The revenue line is the softest number in the set. It assumes recovered leads convert at the same rate as tracked ones. That is an assumption to test in the first 60 days, not a promise. **[Read the full walkthrough →](/blog/commercial-landscaping-field-coordination-case-study-full)** ## Interactive Demo

The deal board, SMS thread, and team check-ins

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