For garden services and landscapers

Quotes and invoices for garden services

Quote the monthly service once, invoice it on the 1st every month, and quote the hedges, trees and refuse loads before you do them. Rebill keeps the regular fee and the extras apart, so clients always know what they are paying for.

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Sample quote

New client, Durbanville

Item	Qty	Amount
Monthly garden service Weekly visit: lawn, edges, beds and blowing	1 × R1,800.00	R1,800.00
Hedge trimming Once-off, front boundary	1 × R950.00	R950.00
Garden refuse removal Per bakkie load	2 × R450.00	R900.00
Total		R3,650.00

Monthly service invoiced on the 1st. Once-off work invoiced when done.

Example figures for a medium suburban garden. Rates depend on the size of the property, the city and what the visit includes.

Quoting a new garden client

The sample quote is what a garden service sends after walking the property: a monthly fee for a weekly visit covering lawn, edges, beds and blowing, plus a once-off hedge trim and two bakkie loads of refuse to get the garden in shape. Once the client accepts, the once-off work becomes an invoice when it is done, and on Premium you set up the monthly fee as a recurring invoice.

The monthly fee and the extras, kept apart

Garden clients are happy to pay a steady monthly fee and unhappy when it changes without warning. Keep the fee for the agreed scope on its own line every month, and put anything outside that scope on separate lines: the hedge that has grown over the wall, the tree after a storm, the extra loads of refuse in spring. Each extra is quoted or at least agreed on WhatsApp first, then invoiced on its own when it is done.

Seasons change, the fee does not have to

Kikuyu needs cutting every week in a Highveld summer and barely at all in July. Rather than invoicing a different amount each month, many garden services charge a flat fee across the year and use the quiet months for pruning, beds and clean-ups. If you do adjust by season, agree the summer and winter rates on the quote so neither invoice is a surprise.

Estates, complexes and managing agents

Work for an estate or body corporate is usually a monthly contract paid by a managing agent who handles dozens of suppliers. They want a correct invoice on time, a reference they recognise and a statement when they reconcile. Put the estate name and contract period on every invoice, and let them pull statements from the client portal instead of emailing you for one.

Landscaping projects need a deposit

Laying a new lawn or putting in irrigation means buying plants, rolls of grass and pipe before the client sees any result. Quote these as projects, with materials listed separately, and ask for a deposit when the quote is accepted. The final invoice deducts what was paid, and a payment link lets the client settle by card on the day you finish.

What garden services use in Rebill

Quotes, invoices and the client portal are on the free plan. Recurring invoices, WhatsApp delivery, card payment links and automatic reminders are on Premium, R99 a month.

Quotes accepted online: The client accepts the quote from WhatsApp or email, and you turn it into the first invoice with no retyping.
Recurring monthly invoices: On Premium the service fee is invoiced automatically on the 1st. Extra jobs go on their own invoice, so the monthly fee never changes by surprise.
Estates and body corporates: Managing agents get a statement for any period from the client portal, with every invoice and payment listed.
Expenses for plants and fuel: Log what you spend on plants, compost and fuel against the client, so the cost of each garden sits next to what you invoice.

VAT for garden services

A garden service only charges VAT once it is VAT registered. With compulsory registration from R2.3 million of taxable supplies a year, and voluntary registration from R120,000, most owner-run garden services invoice without VAT. If you mostly work for estates and companies, they may prefer a VAT registered supplier, which is a reason some register early.

What a tax invoice must show: the SARS section 20 fields. Thresholds as SARS applies them from 1 April 2026, while the law change is finalised.

Questions garden services ask

Should a garden service charge per visit or a flat monthly fee?

A flat monthly fee for a fixed weekly or fortnightly scope is simpler for both sides and smooths out the seasons: lawns need more in summer than in winter, but the fee stays the same. Charge per visit only for clients who call you occasionally.

How do I charge for extra work like hedge trimming or tree felling?

Quote it separately before you do it, especially anything that needs extra hands, a chainsaw or a trailer. Once the client accepts, invoice it on its own so the monthly fee is never in question.

How do I bill garden refuse removal?

Per load is the clearest, for example per bakkie or trailer load, because the volume changes with the season and the job. Put the number of loads in the quantity column so the client sees what they are paying for.

Can I quote a landscaping project and take a deposit?

Yes. A new lawn, irrigation or a planted bed is a project, not a service visit, so send a quotation with plants and materials as their own lines and a deposit on acceptance. Rebill can put the deposit on the quote as an amount or a percentage.

Do I need to charge VAT as a garden service?

Not until you are registered. Registration is compulsory once taxable supplies pass R2.3 million in a year, which most small garden services are well below, and you can choose to register from R120,000.

Also see quotations for contractors, invoicing for cleaning services and how Rebill works.

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