Free template · Excel · Estimates by trade
Free landscaping estimate template
A landscaping estimate for installs and hardscape: design, grading, a patio by the square foot, plants by size, soil by the yard, and your plant warranty.
Landscaping estimate template
Excel workbook (.xlsx) · 20 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Design | Site plan and planting plan (credited on acceptance) | 1 | 450.00 | 450.00 | Y |
| Grading | Excavate, grade and compact base (hours, crew) | 10 | 145.00 | 1,450.00 | Y |
| Patio | Paver patio with base and polymeric sand (sq ft) | 320 | 24.00 | 7,680.00 | Y |
| Plants | Trees, 5 ft (each) | 3 | 285.00 | 855.00 | Y |
| Plants | Shrubs and perennials, mixed (each) | 40 | 32.00 | 1,280.00 | Y |
| Soil | Garden soil and mulch (cubic yards) | 8 | 62.00 | 496.00 | Y |
| Irrigation | Drip zone for new beds | 1 | 950.00 | 950.00 | Y |
| Subtotal | 13,161.00 | ||||
| HST (Ontario) | 1,710.93 | 13% | |||
| ESTIMATE TOTAL | 14,871.93 | ||||
| Deposit required | 3,500.00 | ||||
| BALANCE ON COMPLETION | 11,371.93 |
Why a landscaping estimate needs its own layout
Landscape estimates are often big numbers for things the customer can't picture yet. Breaking the job into areas (the patio, the beds, the lawn) and units (square feet of pavers, yards of soil, plants by pot size) makes the price feel earned, and lets the customer phase the work if the budget is tight.
This template prices each area of the job with its own units, has a line for design, and includes warranty and phasing terms. The example is a backyard install in Ontario.
What to include on a landscaping estimate, and why
- Each area priced separately. The customer can phase the job or cut an area without a new quote.
- Units and quantities. Square feet of pavers and yards of soil let the customer compare quotes properly.
- Base preparation. A patio's life depends on its base. Say how deep and what material, because cheaper quotes skimp here.
- Plant warranty and watering. Most landscapers guarantee plants for a season or a year if watered. Put the condition in writing.
- Utility locates and access. Say who arranges utility locates and whether equipment can get into the yard.
How to price it
Unit pricing
Patios and walls per square foot installed, plants per item, bulk material per yard. Fast to re-price when the plan changes.
Design fee
Charge for the design and credit it if the customer goes ahead. It filters out people collecting free plans.
Phasing
Offer the job in phases for big budgets. Each phase becomes its own invoice.
Deposits and payment terms
- Deposit to book the crew and order materials
- Progress payment at hardscape completion on bigger jobs
- Balance on completion
- Price valid 30 days; plant availability can change
Put the deposit and payment schedule on the estimate itself, so the customer signs up to them and they carry straight onto the invoice. For how to record a deposit you take up front, see customer deposits and retainers.
Sales tax, GST/HST and PST on landscaping work
United States
Plants and materials are taxable goods in most states with sales tax; some states tax landscaping labour, others don't, and some treat hardscape as a real property improvement.
Check your state's rules, and state on the estimate whether tax is included.
Canada
GST/HST applies to the whole estimate once you're registered.
In provinces with PST, installed materials and plants can be treated differently from goods sold over the counter. Check your province's contractor guidance.
Check a rate with the US sales tax calculator or the GST/HST calculator, then set it beside the tax lines in the template. Both tax lines can be renamed, so one estimate works for sales tax, HST, or GST plus PST or QST.
The example, filled in
The Estimate sheet opens filled in with the example in the preview: an Ontario landscaper quoting a backyard install, estimate LE-26-044 for an example customer. The lines come to a subtotal of $13,161.00 and a total of $14,871.93, with a deposit required of $3,500.00 and a balance on completion of $11,371.93. The price holds for 30 days. The figures are made up to show the layout; they are not market rates.
In Ontario, a registered landscaper charges 13% HST on design, labour, plants and materials.
The notes box reads: “Design fee credited when this estimate is accepted. Plants guaranteed for one year if watered as shown. Can be done in two phases (patio now, planting in spring). Excludes fencing and utility relocation.”
Lines on the price list sheet
The Price list sheet starts with the lines landscaping businesses usually charge for. Add your rates once and copy them onto each estimate.
| Line | Unit | Note |
|---|---|---|
| Design | flat | Credited on acceptance, if you choose. |
| Excavation and grading | per crew hour or per job | |
| Patio or walkway | per sq ft installed | Pavers, flagstone, concrete. |
| Retaining wall | per face sq ft | Block or stone. |
| Plants | each by size | Trees, shrubs, perennials. |
| Sod or seed | per sq ft | With prep. |
| Soil, mulch, stone | per cubic yard | |
| Irrigation | per zone | Drip or spray. |
| Lighting | per fixture | Low voltage. |
What's in the file
| Sheet | What it holds |
|---|---|
| Estimate | The printable landscaping estimate, filled in with the example on this page: your details, the customer, property, 15 lines, two tax lines, deposit required, scope and terms, and signature lines. |
| Price list | The lines landscaping businesses usually charge for, with the unit for each. Enter your own rates once and copy them onto each estimate. |
| Estimate log | One row per estimate: status (Pending, Accepted, Declined, Expired), the invoice number once billed, a follow-up date and your win rate. |
| Instructions | How to fill it in, plus the notes on this page about what to include. |
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines or change the layout. The Instructions sheet repeats the steps and the notes on this page.
Download the landscaping estimate template (.xlsx)
Or send it from AcboBooks
Need one estimate today? The free invoice generator makes a PDF in your browser. Sending them every week? AcboBooks keeps your landscaping price list, turns an accepted estimate into the invoice (see estimate software), tracks what each customer owes and adds up the tax you collected. It's Windows desktop software, bought once; try it free for 15 days.
Sources
Checked October 25, 2026. Tax rules change and differ by state and province; confirm with the tax agency or your accountant.
- Canada Revenue Agency: input tax credits (information an invoice needs)
- CRA RC4022, General Information for GST/HST Registrants
- CRA: GST/HST rates by province
- IRS Publication 583, Starting a Business and Keeping Records
- Federation of Tax Administrators: links to every state tax agency
Questions
Should I charge for a landscape design?
Many landscapers do, and credit it against the install if the customer goes ahead. It values your time and the plan.
How do I estimate a paver patio?
Measure the area, add a cut-waste factor, and price per square foot installed, including excavation, base, edging and sand. State the base depth.
How long should my plant warranty be?
Commonly one season or one year, conditional on proper watering. Exclude damage from pets, wildlife and extreme weather if you choose, and say so.
Can the customer do the job in phases?
Yes. Price each area separately and note which phases make sense together.
Related
- Landscaping invoice template
- Customer deposits and retainers
- Estimate (glossary)
- Markup and margin calculator
- Accounting software for landscapers
- General estimate and quote template
- All invoice and estimate templates by trade
General information, not tax, legal or accounting advice. Check with your accountant or the tax agency before relying on a template for tax.
AcboBooks
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