Bidmio — ERP for trades, construction and service
    For gardeners and grounds maintenance firms

    Landscaping software the whole season of rounds, priced per visit

    A mowing agreement on every garden from April, hedges twice a year, a text to the customer before you come, photos of the finished lawn and an invoice at your agreed price. Below we follow one season at a residents' company in Bristol.

    • Rounds every 14 days from the start of the season
    • Fixed price per visit, extras charged on top
    • Customers reminded before you arrive
    Start your 14-day free trialBook a call
    Open the demoFollow the season ↓
    • UK GDPR compliant
    • 14 days to try it
    • Each firm's data kept separate
    Mowing visit at Elmfield Mews on a phone with before and after photos of the lawn
    Illustration. Real screens with demo data are coming soon.
    One season

    How the landscaping software works: 8 steps from April to invoice

    Owen Price runs a garden maintenance firm in Bristol with two gardeners and a trailer of mowers. Elmfield Mews, twelve houses with shared lawns and a beech hedge, has asked for mowing every fortnight at £120 a visit and the hedge cut twice a year at £340. Owen also looks after a dozen private gardens. Here is how the season runs in Bidmio.

    1. 1

      March · Customer and grounds

      The residents' company and its shared grounds

      Owen adds Elmfield Mews Residents Company as a customer and the communal grounds as a site, with a note for the crew: the water tap behind house 4, park on the gravel, the green waste goes to the bay by the garages. Private gardens get one site each under their owner, with the gate code and where the dog is kept.

      • Communal grounds and private gardens as sites
      • Access notes and a contact for each site
      • No machines or equipment to register

      SoloProfessional

      Elmfield Mews Residents Company with the communal grounds site and the crew's access note
      Illustration. Real screens with demo data are coming soon.
    2. 2

      March · Mowing agreement

      Mowing every 14 days from 1 April at £120

      Owen creates an agreement on the whole site: every 14 days, first visit 1 April, three days of slack for rainy weeks, £120 per visit without VAT, with the Lawn and edges checklist. A visit cut on Thursday instead of Monday still counts as on time, and the next one stays on its planned Monday.

      • Interval in days and a season start
      • Days of slack for bad weather
      • Fixed price per visit

      SoloProfessional

      Mowing agreement for the Elmfield Mews grounds every 14 days from 1 April at 120 pounds
      Illustration. Real screens with demo data are coming soon.
    3. 3

      March · Hedge cutting

      The hedge as its own agreement, twice a year

      The beech hedge is cut in late May and again in September, so Owen adds a second agreement on the same grounds: every 120 days from 25 May, £340 per visit, with the Hedge checklist that asks for a nesting-bird check before cutting. The mowing and the hedge each open their own visits and carry their own price.

      • Several agreements on one site
      • Each with its own interval and price
      • Checklist lines for what must be checked first

      SoloProfessional

      Hedge cutting agreement every 120 days at 340 pounds next to the mowing agreement
      Illustration. Real screens with demo data are coming soon.
    4. 4

      Day before · Reminder

      Private customers get a text the day before

      With customer reminders switched on under Settings → Service, the owners of private gardens get an SMS or an email the day before the visit. They confirm, or ask for another day from the link, and both the office and the gardener see the answer. Nobody arrives at a locked gate.

      • SMS, email or both before the visit
      • Confirm, cancel or ask for another time
      • The answer visible in the office and on the phone

      SoloProfessional

      Customer reminder settings with an SMS sent the day before the garden visit
      Illustration. Real screens with demo data are coming soon.
    5. 5

      Monday 08:00 · The visit

      Mown, edged and photographed

      The visit opened by itself and sits on today's list for Ellie. She starts the clock at Elmfield Mews, mows, strims the edges and blows the paths. She ticks the checklist and takes a photo of the lawn from the same corner as last time. When a resident later says the edges were skipped, the photo answers.

      • Today's gardens in order on the phone
      • Time on site measured from start to finish
      • Checklist and dated photos

      Professional

      Gardener's phone with the Lawn and edges checklist ticked and a photo of the mown lawn
      Illustration. Real screens with demo data are coming soon.
    6. 6

      Monday 10:30 · Extras

      The agreed price, plus the bark she was asked for

      A resident asks Ellie to top up the bark under the shrubs by the entrance. She adds four bags of bark from the price list to the visit. When she finishes, the report has the fortnightly cut at £120 as one line, her hours at £0, and the four bags of bark at their normal price.

      • The fixed price as one line per visit
      • Hours visible but not charged twice
      • Extra material at its own price

      SoloProfessional

      Report with the fortnightly cut at 120 pounds, hours at zero and four bags of bark
      Illustration. Real screens with demo data are coming soon.
    7. 7

      Friday · Invoice

      The week's gardens on one list, invoiced from the reports

      On Friday Owen opens the finished visits without an invoice. Elmfield Mews and nine private gardens are there with their amounts. He creates each invoice from the signed report, the lines and VAT move across, and his bank details and payment terms sit at the bottom. If a customer pays late, Bidmio can send the reminder.

      • Finished visits with the amount waiting
      • Invoices from the signed report
      • Automatic payment reminders

      SoloProfessional

      Finished garden visits of the week waiting for an invoice with their amounts
      Illustration. Real screens with demo data are coming soon.
    8. 8

      October · End of season

      The season closes, the history stays

      In late October the grass stops growing. Owen ends the mowing agreements, so no more visits open, and every visit of the year stays on the site with its photos and reports. In March he gives the same agreements a new first date and the round starts again with last year's prices and checklists.

      • End an agreement when the season ends
      • A new first date starts it again in spring
      • The garden's history kept from year to year

      SoloProfessional

      Ended mowing agreement with the season's visits and reports kept on the site
      Illustration. Real screens with demo data are coming soon.
    Where the season goes wrong

    Thirty gardens, every fortnight, and a notebook.

    Garden maintenance is a round that repeats all summer. It works until a customer asks why the hedge was not cut, a gate is locked when the crew arrives, or the August invoices go out three weeks late because nobody had time to type them.

    Today

    • The round lives in a notebook in the van
    • Customers forget you are coming and lock the gate
    • Extra bark or a skip mentioned on site and never billed
    • Disagreements about what was done last visit
    • Invoices typed in batches when it rains

    With Bidmio

    • Each garden's visits open by themselves all season
    • Customers get a text or email before the visit
    • Extra material goes on the report next to the agreed price
    • Before and after photos on every visit
    • Each finished visit waits on one list to be invoiced

    Live demo

    Try the service part of Bidmio with demo data

    A demo account with customers, sites, agreements, visits and reports already in it. No sign-up needed, and the data is reset every day.

    Today's overview for a gardening firm with visits due and visits finished
    Open the demo

    One look on Friday

    Gardens done this week that are not invoiced yet

    Finished visits without an invoice are listed with the amount waiting. Create the invoice from the list. Visits included in a contract stay out of it.

    Finished garden visits without an invoice and a Create invoice button for each
    In detail

    Garden maintenance in Bidmio: seasons, prices and proof

    The steps above followed one residents' company through a season. Here is how the same pieces work across all your gardens, and where Bidmio stops.

    Rounds and seasons

    Each garden or estate can have as many agreements as it needs: mowing every 7 or 14 days, hedges two or three times a year, leaf clearing in November. Each has its own interval in days, first date, days of slack and price. The cycle follows the planned dates, so a wet week does not push the whole summer back.

    Bidmio has no season end date on the agreement. You end it when the season is over, and in spring you give it a new first date. The garden's history stays in one place across the years.

    • Several agreements per garden
    • Slack days for the weather
    • End in autumn, restart in spring

    A price per visit, extras on top

    With a fixed price on the agreement, each finished visit gets one line at that price, without VAT. The hours the gardener booked stay on the report at zero, so a slow cut in long grass does not cost the customer more. Material and extra work you add are charged at their own price.

    If a customer pays a fixed monthly amount for the year, send it as a recurring invoice from Finance and mark the visits as included in the contract. Larger landscaping work, such as a new patio or planting scheme, runs as an ordinary project with a quote.

    • One price line per visit
    • Extra material and work at their own price
    • Monthly fees as a recurring invoice

    What Bidmio does not do for gardeners

    Bidmio does not move visits by itself when it rains, and it does not read weather forecasts. It has no plant database, no garden design drawings and no measurement of lawn areas from a map. It does not track green waste licences or waste transfer notes.

    Bidmio does not file anything with HMRC, has no Making Tax Digital submission and does not connect to Xero, QuickBooks or Sage.

    • No weather-based rescheduling
    • No plant database or design drawings
    • No HMRC filing or accounting software link

    How to start

    On a new account the service module is already on; on an older one an administrator switches it on under Settings → Service. Add your customers and their gardens before the season, create a mowing agreement on each, and let April's visits open by themselves.

    Typical work

    Landscaping software for the work that repeats

    From a fortnightly cut to the autumn leaf clearance.

    • Lawn mowing

      Rounds every 7 or 14 days from the start of the season, each with its price.

    • Hedges and shrubs

      Two or three cuts a year as their own agreement on the same garden.

    • Communal grounds

      Residents' companies and housing associations with one site per estate.

    • Private gardens

      Reminders before the visit and the gate code on the site.

    • Leaf clearance

      Autumn visits as a short agreement or a one-off request.

    • Landscaping projects

      Patios, fencing and planting as projects with a quote.

    Switching

    What you can stop using

    Customers and their addresses can come in from a spreadsheet. We help you on a call when you switch.

    • A round book in the van

      Visits that open on their due date

    • Texting customers the night before

      Automatic reminders with a reply link

    • Photos lost in a phone gallery

      Photos on the visit and the report

    • Rainy-day invoice typing

      Invoices from each finished visit

    See everything Bidmio does →

    Pricing

    Start with your own round, add gardeners as you grow

    14 days free, no contract.

    • Solo

      A gardener working alone or with a helper, up to 2 people

      €19/mo.

      • Gardens, agreements and visits
      • Fixed price per visit
      • Customer reminders before the visit
      • Signed reports and invoices in pounds
      • Website and enquiry forms
      Try Solo
    • For garden firms with a crew

      Professional

      A garden maintenance firm with a crew

      €49/mo.

      • Everything in Solo
      • More gardeners to share the visits
      • Checklists with photos on every visit
      • Stock in every van
      • Vehicles and trip log
      Try Professional

    • Developer

      Landscaping contractors with larger projects

      €99/mo.

      • Everything in Professional
      • Itemised budgets
      • Change orders and cost forecasts
      • Tools and machinery
      • Online appointment booking
      Try Developer
    • Plans in euros, your invoices in poundsBidmio plans are billed in euros. Everything you send to customers, quotes and invoices included, is in pounds with UK VAT.
    • Your accountant keeps the booksInvite your accountant as an external user or send a CSV export. Bidmio does not file with HMRC and does not replace Xero, QuickBooks or Sage.

    Compare every feature on the pricing page →

    Questions gardeners ask about Bidmio

    Can I set up a mowing round that only runs in summer?

    Yes. Give the agreement a first date in spring and an interval in days. In autumn you end it, and next spring you give it a new first date. Bidmio has no automatic season end.

    How does the fixed price per visit work?

    You enter the price without VAT on the agreement. Each finished visit gets one line at that price and the visit's hours show at zero. Material and extra work you add are charged on top at their own price.

    Can one garden have several agreements?

    Yes. Mowing, hedge cutting and leaf clearance can each be an agreement on the same garden with its own interval, price and checklist.

    Does Bidmio move visits when it rains?

    No. You set days of slack on the agreement, so a visit done a few days late still counts as on time, and the next visit stays on its planned date. Moving a visit is done by hand in planning.

    Do customers get told before we come?

    Yes, once you switch on customer reminders under Settings → Service. They get an SMS, an email or both, and can confirm or ask for another time from the link.

    Can I quote for a new patio or planting scheme?

    Yes. Larger work runs as an ordinary project with a quote the customer accepts online, and then hours, material and the invoice on the project.

    Is the service module switched on?

    On new accounts it is on from the start. On an older account an administrator switches it on under Settings → Service.

    Further reading

    Set up next season before the grass starts growing

    Add your customers and their gardens, create a mowing agreement on each, and see April's visits open by themselves.

    Start your 14-day free trialBook a call
    • UK GDPR compliant
    • 14 days to try it
    • Each firm's data kept separate