Starting a Lawncare Business | Planning and Administration

The Business Side:
Building a Lawn Care Operation

Build Out a Business Plan

The Action Stage

Administration

Safford VIP Marketing Program

Welcome back to the guide to starting your own lawn care business

After our last article discussing the essential equipment needed for your venture, it’s time to shift our focus toward the basic steps required to build a successful business. Having the right tools is just the beginning; how you lay the groundwork for your lawn care company will determine your path ahead. 

Now that you have a clear idea of what to buy let’s explore all the aspects of running a successful business. 

Business Plan and Administrative Tasks

Build Out a Business Plan 

So, you know you want to start a lawn care company. What’s the first step to making it a reality? Create and follow a business plan.

A strong business plan is not just a document; it’s a roadmap to success. It outlines your business goals, strategies for achieving them, the structure of your business, and the capital and budget required to finance your operations. Here’s how to create a robust business plan: 

Understand your Audience

Dive into who your customers are and what they want from a lawn care company. Consider the following questions to get a clear picture of who your customers are:

  • Will you provide professional services for businesses with large lawns?
  • Are you planning on landscaping, mowing or both? 
  • Will you focus more on individuals with smaller lawns in urban areas? 
  • Will you be cutting rural lawns and large acreages?  
  • Are there specialty services you would like to offer clients in your community? 

These questions will help you understand who your clients are so you can provide the right service and target the right people with ads, promotions, and your website.  

Know Your Market Size

Analyzing your market size involves looking at the volume and value of your potential customer base. Use your best estimate to see if you only need to work within your local community or travel to neighboring communities to meet your financial goals. Understanding your potential market size can help you accurately estimate your budget and equipment needed to get started. You can always add to your fleet when things start going well; it’s more difficult to take away and makeup losses if you grossly overestimate.

Highlight and Learn About Your Competitors

When building a business, it’s a good idea to learn who your competitors are and what services they provide. Why is it important to know what your competitors are doing?  

  • Determine accurate pricing for your services. Don’t price too low, or your revenue could suffer, and don’t price too high, or you won’t attract customers. 
  • Improve on the services they offer—Look at their services to fill gaps with new services or add a bundle package they don’t already provide. 
  • Develop new strategies and innovations – if you can’t find any competitors on social media, creating a social media profile may get you more customers.  
  • Learn from their successes and mistakes!  

You can get a basic understanding of your competitors by: 

  • Looking at their social media profiles
  • Reading online reviews in their Google Business profile on maps, Facebook page, and local directories to see how customers rate their services and 
  • Looking through community newspapers or websites to see if they advertise in local papers or shops. 

The Action Stage of Your Lawn Care Company Business Plan 

Highlight Actions for the First Six Months, 12 Months, and 18 Months

Break down your plan into short, medium, and long-term goals.  

Months

For the initial six months, focus on building your business, getting new customers, and setting up operations, like storage, employees or contractors, and equipment purchases.  

In the first year, dream about how you would like to expand and where you would like to end the year. This could be a financial prediction or a number of customers you hope to have. Maybe you want to add new services or buy a new piece or equipment.  

Months

Months

By the end of 18 months, you should have a clear pathway to a growing business, steady operations and processes for invoicing, accounting, and paying contractors, and an idea of big plans for the future!

Set Long-term (3-5 year) Goals

Your long-term goals should be developed around where you see your business in the next three to five years. As you get started, these can be very basic, but after one year in business, you can start to use your data to make informed goals. Consider the following goal ideas: 

  • Expanding your services
  • Entering new communities 
  • Specific revenue or financial targets
  • Buying new equipment or fancier products
  • Hiring full-time employees  
Create a Budget

This is very important if you want your business to be successful! Your budget must account for fixed costs (like rent, equipment, and salaries) and variable costs (such as marketing expenses and raw materials). A business budget should have the following information:  

  • Startup costs: How much money did you invest? Do you have interest to pay off, or did you take out a loan? 
  • Operational expenses: Include storage, memberships, lawn care products, contractors, and more. 
  • Estimated income: You’ll need to know how much income you expect to earn each month to help keep your costs in line.  

Helpful tip: Financial software can help model different scenarios and their impact on your budget without you having to input all the information manually all the time!  

Determine Which Equipment You Will Need

If you haven’t already, read our first blog about choosing the right equipment for your lawn care company! Lawn care equipment is an essential piece of your business, so you should invest time reviewing our suggestions to help you pick the right equipment for your company. The Safford team has years of experience working with lawn care companies and different lawn care equipment brands, and we want to be sure you get the equipment you need to build a successful business. The blog covers topics like lawn care equipment brands, financing, maintenance, and more.

If you have further questions, don’t hesitate to reach out to our team!  

Outline Team Requirements

Plan your team structure around your business needs. Decide which roles are crucial for your startup phase and which can be filled later. Consider the mix of skills and experience you need in your team to achieve your business goals. You don’t always have to hire staff full-time; you can contract out work until you need a year-round staff. 

Administration

This part of the business plan deals with setting up the necessary administrative framework to support your business operations. It includes: 

Business Registration 

When registering your lawn care business, consider the most common legal structures: sole proprietorship, partnership, limited liability company (LLC), and corporation. Each has distinct advantages and disadvantages in terms of personal liability, tax obligations, and operational flexibility. An LLC might be preferable for a lawn care business due to its liability protection and tax flexibility. Ensure you: 

  • Research the specific legal requirements for business registration in your state or country. 
  • Understand the costs associated with each type of legal structure, including initial setup, ongoing fees, and reporting. Most states provide free resources to help you navigate setting up a business. 
Taxes and State Requirements 

The tax implications of your chosen business structure are crucial as you will be responsible for any outstanding taxes. For example, LLCs can choose between being taxed as a sole proprietorship, partnership, or corporation. Additionally, state-specific requirements could include environmental regulations related to lawn care chemicals and waste disposal. To help complete your federal and state tax requirements, do the following: 

  • Consult with a tax professional familiar with your industry to determine your business’s most advantageous tax treatment. 
  • Review state and local regulations affecting lawn care companies regularly to ensure compliance with licensing, environmental protection, and safety standards. 
  • Register for any required state and federal taxes, including obtaining an Employer Identification Number (EIN) from the IRS if you plan to hire employees. 
Accounting Tools and Accountants

Consider using accounting software to help make money, taxes, and business management easier. Choose your accounting software based on your specific business needs, considering features like invoicing, expense tracking, and payroll management. Most providers offer a simplified version for small businesses. QuickBooks and FreshBooks are popular choices.  

Helpful tip: Consider hiring a part-time or freelance accountant familiar with your industry. They can provide valuable insights into tax planning, cost management, and financial strategy, especially during startup.