How to Build Landscaping Proposals in ClickUp

Using ClickUp to create landscaping proposals lets you move from rough notes to polished, professional quotes in a fraction of the time. This how-to guide walks you step by step through building a simple, reusable proposal system so you can win more clients and keep every job organized.

The process below is based on the workflows and ideas highlighted in the landscaping proposal templates article on the ClickUp blog, adapted into a clear, repeatable setup you can follow today.

Step 1: Plan Your Landscaping Proposal Workflow in ClickUp

Before you touch any template, map how you want proposals to move through your business inside ClickUp. A simple workflow helps you avoid missed details and keeps your team on the same page.

Define your proposal stages in ClickUp

Create a basic set of stages that every landscaping proposal will pass through. For example:

• Inquiry received
• Site visit scheduled
• Site visit completed
• Proposal drafted
• Proposal sent
• Approved
• Declined or on hold

In ClickUp, you can represent these stages with statuses in a List dedicated to proposals. Each task represents one client proposal and moves from status to status as you progress.

Decide what every proposal must include

Next, outline the standard sections you want in every landscaping proposal. Typical sections are:

• Client and property details
• Project overview and goals
• Scope of work and services
• Materials and plant selections
• Timeline and milestones
• Pricing, payment, and terms
• Warranty and maintenance notes
• Signature or approval area

This checklist becomes the backbone of your ClickUp proposal process so you never send an incomplete document.

Step 2: Create a Proposal List and Template in ClickUp

With your workflow planned, set up a dedicated space where every new proposal will live inside ClickUp.

Set up a Landscaping Proposals List

1. Create or open a Space for your Operations or Sales team.
2. Add a new Folder called “Landscaping Sales” or similar.
3. Inside that Folder, create a List named “Landscaping Proposals.”

This List will store all proposal tasks. You can then use different ClickUp views—List, Board, or Calendar—to track proposals by stage or due date.

Add custom fields for proposal essentials

Custom fields in ClickUp let you capture the key details that drive your quote and timeline. Helpful fields for landscaping work include:

• Property type (residential, commercial, estate)
• Project size (small, medium, large)
• Estimated project value
• Proposal due date
• Lead source (referral, website, ad, walk-in)
• Service type (design, installation, maintenance, full-service)

These fields make it easier to filter, sort, and report on your proposals in ClickUp later.

Build a reusable proposal task template in ClickUp

1. Inside your Landscaping Proposals List, create a new task called “Proposal Template – Do Not Edit.”
2. In the Description, add headings for each section you want in your final document: overview, scope, materials, pricing, terms, and so on.
3. Add a checklist with items such as “Confirm site dimensions,” “Attach design files,” “Verify pricing,” and “Review terms.”
4. Attach any standard files you reuse, such as your company brochure or terms PDF.
5. Save this task as a task template in ClickUp, so you can spin up identical proposal tasks with one click.

Now every new opportunity starts from the same structured ClickUp template, keeping your process consistent.

Step 3: Draft the Proposal Document Using ClickUp Docs

The next piece is turning your data and notes into a client-ready document. ClickUp Docs help you write, edit, and collaborate on your proposals in one place.

Create a master proposal Doc template in ClickUp

1. Open Docs in your Workspace and create a new Doc called “Master Landscaping Proposal Template.”
2. Build a structure that matches the sections you use in your task template. For example:
   • Cover page with logo and client name
   • Introduction and company overview
   • Project understanding and goals
   • Scope of work with bullet points or tables
   • Timeline and milestones
   • Itemized pricing table
   • Terms, conditions, and warranties
   • Signature or acceptance section
3. Use placeholders like [Client Name], [Property Address], [Start Date], and [Total Price] so you can quickly personalize each proposal.
4. Save this Doc as a template in ClickUp so your team can generate new proposal Docs instantly.

Link Docs to your proposal tasks in ClickUp

To keep everything organized, attach the relevant proposal Doc directly to its task in ClickUp:

1. Create a new proposal task from your task template.
2. Open the Master Landscaping Proposal Template and use it to create a new Doc for that specific client.
3. Use the “Relationships” or attachment options to link the Doc to the proposal task.

Now all discussions, files, and approvals for that landscaping proposal live together in ClickUp.

Step 4: Use ClickUp to Capture Site Visit Details

Accurate quotes depend on accurate site details. Turning those details into a structured workflow inside ClickUp keeps you from missing important measurements or client preferences.

Create a site visit checklist in ClickUp

Within your proposal task template, add a checklist specifically for the site visit, including items like:

• Confirm property boundaries
• Note sun and shade patterns
• Check drainage and irrigation
• Document existing plants and hardscapes
• Capture photos of all key areas
• Ask about maintenance preferences

Your team can open the task on a mobile device and check off items in real time during the visit using ClickUp.

Attach photos and sketches to the proposal task

Right after the site visit, upload your photos, quick sketches, and any markups directly to the proposal task in ClickUp. This ensures:

• Nothing gets lost in email threads.
• Designers and estimators see the same visual references.
• You have a clear record of the site when questions come up later.

Step 5: Price and Review Your Landscaping Proposal in ClickUp

Once you have your site data and scope, you can finalize pricing and quality-check the document before sending it to the client.

Use subtasks or checklists for pricing steps

Turn your pricing workflow into a repeatable process in ClickUp by adding subtasks such as:

• Estimate materials and plants
• Estimate labor hours
• Factor equipment costs
• Add contingency or overhead
• Review margins and final total

Assign each pricing step to the right team member and add due dates where needed. This makes it easy to track progress and avoid bottlenecks.

Run an internal review workflow in ClickUp

Before you send the proposal, use ClickUp to coordinate an internal review:

1. Add a subtask like “Management review” and assign it to your manager or estimator.
2. Use comments in the proposal task to discuss questions and changes.
3. Update the status to “Proposal drafted,” then “Proposal sent” once approved.

This workflow, inspired by the structured approach recommended in ClickUp’s landscaping proposal templates content, helps you keep every quote accurate and professional.

Step 6: Send, Track, and Improve Proposals with ClickUp

After sending the proposal, continue to use ClickUp to track outcomes and refine your process over time.

Track proposal status and follow-ups in ClickUp

Use statuses, comments, and reminders to manage follow-ups:

• Move tasks to “Proposal sent” when you deliver the document.
• Set reminders or due dates for follow-up calls or emails.
• Change status to “Approved” or “Declined” once you receive a response.

Over time, you can create views in ClickUp that show open proposals by value, due date, or stage, helping you prioritize your sales efforts.

Analyze performance and refine your ClickUp templates

Regularly review your proposals to see what works best. Look for patterns like:

• Which services or packages convert most frequently
• Average time from inquiry to approval
• Common client questions you can answer earlier in the proposal

Use what you learn to update your proposal task and Doc templates in ClickUp. Improving these templates a little at a time leads to faster, more persuasive proposals.

Next Steps: Connect ClickUp to Your Bigger Systems

Your proposal workflow is just one part of a larger operations system. To connect ClickUp with your CRM, website forms, or marketing tools, it can help to work with specialists who understand automation and workflow design.

For advanced help building an end-to-end system around ClickUp—including lead capture, quoting, and project delivery—consider partnering with consultants like Consultevo, who focus on turning scattered processes into streamlined, repeatable workflows.

By structuring your proposals with clear stages, templates, and Docs, and by centralizing every note and file inside ClickUp, you give your landscaping business a reliable, scalable way to pitch work—and win more of the projects you actually want.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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