Customer Education Series – Episode 5Your Landscaping Timeline—Start to FinishHelping Clients Understand the Full Process (and Why It Matters)

You’ve seen it before: a homeowner eager to revamp their backyard, scrolling Pinterest for inspiration, and expecting results by next weekend. But landscaping isn’t like ordering a pizza or buying furniture online. There’s a real process, and skipping steps (or rushing them) leads to disappointment, rework, or worse—long-term damage to the property.

That’s where you come in.

As a landscaping professional, one of the best things you can do for your business (and your sanity) is to walk your clients through a clear, honest timeline from the very start. It builds trust, prevents misunderstandings, and keeps expectations realistic. This blog is designed to help you do exactly that—by educating your clients on what really goes into a landscaping project, from that first call to the final walkthrough.

Feel free to share this with new clients as a primer before you kick things off.

Step 1: Discovery & Site Visit

Timeline: Week 1

This is the starting point. Someone reaches out, curious about transforming their yard. Maybe they want a clean, modern outdoor kitchen. Maybe it’s a pet-friendly turf area. Maybe it’s just that the grass is dead and they’re over it.

This is where you visit the site, listen to their ideas, take notes, and—most importantly—look at the reality of the space. What’s the grade like? Drainage? Sunlight? Soil condition? Trees you have to work around?

What clients need to hear:

“We can absolutely get creative here. But first, I need to understand the space. What’s hiding underground, how the water flows, and what restrictions we’re working with—that’s what drives everything else.”

If you’re upfront at this stage, you’ll avoid headaches later.

Step 2: Design & Concept Development

Timeline: Week 2–4

Once the site is assessed, it’s time to sketch, plan, and visualize. This is the fun part—clients start to see their ideas come to life. You’re talking about layout, materials, plants, lighting, maybe even water features or fire pits.

But it’s also the decision-heavy phase. And that can slow things down.

Clients might change their minds about pavers halfway through. Or ask if you can fit in a vegetable garden too. It’s part of the process.

What clients need to hear:

“Design is a two-way street. We’ll give you options, but we also need decisions—because lead times, costs, and construction flow all depend on it.”

Let them know: thoughtful decisions now save money and time later.

Step 3: Bids, Permits & Scheduling

Timeline: Week 4–6

Once the plan is approved, it’s go-time on the backend. You’re gathering quotes for materials, lining up your subcontractors, checking availability of equipment, and—if necessary—submitting permit applications.

Here’s where things can feel slow for the homeowner, because nothing’s happening on-site. But a lot is happening behind the scenes.

What clients need to hear:

“Right now, we’re doing the heavy lifting that makes your project go smoothly later. We’re ordering materials, locking in dates with crews, and pulling permits to make sure this is all by-the-book.”

Be transparent. Tell them upfront that permits can take 2–3 weeks in some areas. That avoids the “Why haven’t you started yet?” call.

Step 4: Site Prep & Demolition

Timeline: Week 6–7

Finally, machines roll in. Old patios get ripped out. Trees are trimmed or removed. Grading begins. It’s noisy, dusty, and looks chaotic—but it’s laying the foundation.

This part is messy. There’s mud. Neighbors might raise eyebrows. It’s all part of the process.

What clients need to hear:

“It’s going to look worse before it looks better. We’re reshaping your yard to set up proper drainage, stable foundations, and long-term durability.”

And if utilities are involved—gas lines, electrical, irrigation—this is the moment to rough them in.

Step 5: Installation (Hardscaping First, Then Softscaping)

Timeline: Week 8–11

This is where the vision starts to become real. Hardscapes go in first—pavers, walls, stairs, decks, edging. Then comes planting, lighting, sod, and mulch.

This stage varies the most depending on the size and complexity of the job. Weather can also affect things. A few days of rain? That can push things back a bit.

What clients need to hear:

“We're building this in layers, and each step builds on the last. Some days will show dramatic progress. Others might feel slow—but they’re just as important.”

Clients appreciate seeing movement. Keep them in the loop even on small updates. That transparency pays off.

Step 6: Finishing Touches & Walkthrough

Timeline: Week 12

The last few days are all about detail work. Final tweaks. Clean up. Pressure wash. Add fresh mulch. Adjust irrigation zones. Walk the yard.

This is where you hand the space back to the client. It should feel done. Complete. Cared for.

What clients need to hear:

“We’re not just wrapping up. We’re setting you up. I’ll walk you through everything—how to care for the plants, when to water, and what to keep an eye on.”

Some pros even leave behind a simple care sheet. It’s not required, but it’s a thoughtful touch that makes a lasting impression.

Bonus: Realistic Timeframe Summary

Want to give your clients a sense of the full timeline in one snapshot? Here’s a general outline:

Phase	Approx. Duration
Discovery + Site Visit	1 week
Design & Planning	2–3 weeks
Bids, Permits & Scheduling	1–2 weeks
Demo & Site Prep	1–2 weeks
Installation	3–4 weeks
Finishing & Walkthrough	1 week

Total: 8 to 12 weeks (depending on project size, weather, and complexity)

Final Advice for Clients (That Also Makes Your Life Easier)

Here are a few things your clients will benefit from hearing—right at the start:

1. Start Planning Early

Late winter is the ideal time to start consultations. By the time the ground thaws, you’ll be ready to roll. Waiting until May often means getting slotted in mid-summer or later.

2. Be Flexible With Changes

Material delays happen. Weather delays happen. Being patient means fewer compromises in quality.

3. Set Aside a Contingency Budget

No one likes surprise costs, but hidden pipes or rotted wood are real. A 10-15% buffer avoids tough conversations later.

4. Ask Questions Early

Encourage clients to speak up during the planning phase. It’s a lot easier to adjust a drawing than rip up freshly poured concrete.

Wrapping It Up

Landscaping is never just about laying sod or planting shrubs. It’s about creating something that lasts. That flows with the seasons. That turns a house into a home.

When clients understand the timeline—from that first phone call to the last rake stroke—they’re more engaged, less anxious, and far happier at the end.

This guide isn’t about managing them. It’s about partnering with them.

And when that partnership works, the result is more than just a great-looking yard—it’s a five-star experience they’ll rave about for years.