Landscaping & Groundworks - Quote to Final Invoice

Customer inquiry received via phone, web, or referral. Logged with contact details, site address, project description, and preferred timing.

Site visit completed. Areas measured, ground conditions assessed, access and drainage noted. Site photographed before works begin.

Materials priced by area and quantity. Labour priced at day rates. Plant hire and disposal noted as inclusions or exclusions. Quote sent and acceptance confirmed in writing.

Customer accepts the quote. Deposit invoice raised - typically 30 to 50 percent of contract value - to fund material procurement before works begin.

POs raised for all materials once deposit is confirmed. Delivery dates sequenced to match the works programme - base materials before surface materials.

Delivery notes recorded as materials arrive. Quantities checked against POs. Shortfalls, substitutions, or damaged goods noted before delivery is accepted.

Works completed. Any scope changes or ground condition variations recorded in writing with customer agreement before additional work proceeds.

Final invoice raised for the contract balance plus any agreed variations. Customer sign-off confirmed. Invoice sent with payment due date per agreed terms.

Ground conditions discovered during excavation add material and labour costs not included in the original quote, with no agreed process in place to recover them.

Material deliveries arriving out of sequence hold up the crew on site, with paving slabs delivered before the aggregate base is laid and ready.

Customers request additional work verbally during the project and dispute the extra charge when the final invoice arrives.