Odoo ERP for landscaping companies
From first enquiry to final invoice. One connected system.
Odoo for UK landscape design and build, grounds maintenance, arboriculture, forestry and ecological consultancy businesses. Capture leads from Outlook and your website, turn signed quotes into scheduled projects, log time and costs from site, and see live job margins, WIP, VAT and CIS in one place.
- Official Odoo Partner
- ISO 27001 and ISO 9001
- Cyber Essentials certified
- UK team in Northampton
In one sentence
What is Odoo for landscaping companies?
It is Odoo's CRM, Sales, Project, Planning, Timesheets, Employees, Time Off, Expenses, Purchase and Accounting apps configured for how landscape businesses win, deliver and maintain work. One database carries every job from enquiry to invoice, so the office and site teams work from the same live numbers. In short: complete landscaping business software for UK contractors, from grounds maintenance scheduling to job costing and accounts.
- 01Who it is for
- Landscape design and build, grounds and estate maintenance, arboriculture and forestry, ecological consultancy, garden design and landscape architecture
- 02Core Odoo apps
- CRM, Sales, Sign, Project, Planning, Timesheets, Employees, Time Off, Expenses, Purchase, Inventory, Documents, Accounting
- 03Typically replaces
- Sage or Xero plus spreadsheets, paper timesheets, and separate job, time-tracking and expense apps
- 04Your partner
- Thoughtlogik, Official Odoo Partner with a UK team in Northampton
The bigger picture
A growing industry, carrying more admin every year.
More crews, more sites and stricter tax rules all add paperwork. The landscape businesses that grow profitably are the ones whose systems keep up.
contributed to UK GDP by landscape services in 2023
Oxford Economics for EHG →jobs supported by UK landscape services, 235,000 of them direct
Oxford Economics for EHG →of landscape businesses surveyed expect to hire within 12 months
Lantra and BALI, 2025 →CIS deduction on labour paid to unverified or unregistered subcontractors
HMRC, CIS guidance →Sound familiar?
The problems we hear from landscape businesses every week.
Growth adds crews, sites, suppliers and subcontractors. Disconnected tools stop keeping up, and the office spends its week moving information around.
Every lost lead, unlogged hour and unapproved purchase quietly erodes the margin on a job.
Enquiries lost between inboxes
Leads arrive by email, web form, phone and referral. With no single pipeline, follow-ups slip and quotes go out late.
→ Odoo fix: CRM with Outlook and website capture
Quotes rebuilt from scratch
Design fees, plants, materials, plant hire and labour are priced in spreadsheets, so margins vary by estimator and revisions get lost.
→ Odoo fix: Quotation templates and e-signature
Won work retyped three times
A signed quote is keyed into a job sheet, a schedule and the accounts. Scope and budget get lost along the way.
→ Odoo fix: Projects created from the sales order
Timesheets chased every Friday
Paper sheets and messages from site arrive late, so payroll, chargeability and job costs are always a week behind.
→ Odoo fix: Mobile timesheets with approvals
Margins known after month end
Supplier bills, plant, hours and expenses reach jobs late, so WIP is a guess and overruns surface when it is too late to act.
→ Odoo fix: Live project profitability and WIP
CIS, VAT and bills done by hand
Supplier invoices are keyed, CIS deductions are worked out in spreadsheets and reverse charge invoices are checked line by line.
→ Odoo fix: AI bill capture and UK localisation
Today versus tomorrow
Six tools and five hand-offs, or one record.
Follow a typical landscape job through a business today. Every orange dot is a hand-off where someone retypes, chases or checks. Then flip to Odoo.
TodaySix tools, five hand-offs, no single version of the truth
With OdooOne record from first enquiry to final report
CRMEnquiry
SalesQuote
PlanningPlan
TimesheetsSite
PurchaseCosts
ProjectWIP
AccountingInvoice
DashboardsReportsHow Odoo works for landscape businesses
One record, from first enquiry to final payment.
Follow a job through Odoo. Each step picks up exactly where the last one finished, so nothing is retyped and nothing falls through the gaps.
CRM, quotes and e-signature
Win the work
CRMSales
Sign
WebsiteEvery enquiry from Outlook, your website, phone or referral lands in one pipeline. Estimators build quotes from templates with design fees, materials, plant and labour, and clients sign online.
- Outlook add-in creates leads and logs emails in one click
- Website forms create leads automatically, with source tracking
- Opportunity pipeline with stages, activities and forecasts
- Quotation templates, optional extras and online signature
- Full CRM in the Odoo mobile app
A signed quote becomes a confirmed sales order in one click.
New £86k
Qualified £112k
Proposal £164k
Won £97k
Projects, budgets and crews
Plan and resource
ProjectPlanning
SubscriptionsConfirming the order creates the project, its tasks and milestones automatically. Planners schedule crews, designers and ecologists by role and availability, and see clashes before they happen.
- Projects and tasks created from the sales order, nothing retyped
- Flexible structures: phases, activities, tags and categories
- Resource planning by role, skill and availability on a Gantt view
- Multi-project views across design, build and maintenance
- Recurring maintenance contracts that schedule their own visits
Everyone knows who is where, on which job, this week.
Mobile timesheets, expenses and POs
Deliver on site
Timesheets
ExpensesPlanning
DocumentsSite teams use the Odoo app on iOS and Android to see their schedule, start a timer on a task, snap receipts, raise purchase orders and open drawings, all against the right project.
- Timesheet entry and timers against project tasks
- Expense submission with receipt photo and AI capture
- Purchase order creation and approval on the move
- Schedules, project updates and documents on site
- Approved time off visible in the schedule, so no one is double-booked
Time and costs reach the job the same day, not next week.
Expense submitted
Awaiting manager approval
Job costing and profitability
Control costs and WIP
ProjectAccountingBudgetsLabour, materials, plant, subcontract and expenses post to each project as they happen. Project managers see budget against actual, work in progress and forecast margin while there is still time to act.
- Detailed job costing by cost type and activity
- Analytic budgets per project, phase or department
- Work in progress: costs incurred against revenue invoiced
- Revenue recognition with deferred revenue entries
- Milestone, fixed-fee and time-and-materials invoicing
Know every job's margin while the work is live, not after month end.
Actual against budget. Milestone 3 of 5 ready to invoice.
Purchasing and accounts payable
Buy and pay
Purchase
InventoryAccountingPurchase orders follow approval rules, goods are booked in against the order, and supplier bills emailed to Odoo are read by AI and matched to the PO and receipt before payment.
- AI-driven supplier invoice capture from email or upload
- Purchase order approval above a set amount
- Three-way matching: order, receipt and bill
- CIS deductions applied to subcontractor labour lines
- Batch supplier payments with Bacs files
Pay only for what was ordered, approved and received.
Groundworks subcontractor
Labour, block paving: £3,200.00
Materials, sub-base: £1,150.00
VAT: domestic reverse charge
Total due: £4,350.00
Order to cash and dashboards
Invoice and report
AccountingDashboardsTimesheetsInvoices go out by email or client portal with online payment links. Bank feeds reconcile automatically, and live dashboards show pipeline, utilisation, project performance and cash on one screen.
- Invoices, credit notes and payment links
- Bank statement integration and automatic reconciliation
- Pipeline, utilisation and chargeability reports
- Project performance and profitability dashboards
- Profit and loss, balance sheet, aged debt and VAT reports
One version of the truth, from first enquiry to board pack.
Chargeable vs non-chargeable hours Last 6 months
Inside real Odoo
Screenshots from standard Odoo with Odoo demo data.
Screens above show illustrative sample data based on standard Odoo. Your solution is shaped around your processes in discovery.
Mobile and field working
Built for teams who work outdoors, not at desks.
The Odoo app gives site teams the same live data as the office, in a simple screen they can use with gloves off for a minute. No separate apps to learn, no paper to post back.
Schedules and shifts
Crews see where they are working today and this week, with job details and directions.
Timesheets and timers
Start and stop a timer on a task or enter hours at the end of the day, against the right project.
Expenses from a photo
Snap a fuel or materials receipt. Odoo reads it and routes it for approval.
Purchase orders
Raise a PO for materials or plant hire from site, approved by a manager from their phone.
Shift confirmed
Review now
Approvals on the move
Managers approve timesheets, expenses and purchase orders wherever they are.
Drawings and documents
Planting plans, method statements and specifications open on site, always the latest version.
Project updates and photos
Record progress, notes and site photos against each task, straight onto the job.
CRM on the go
Contract managers log site meetings, update opportunities and send quotes from a phone.
People and HR
Manage your people in the same system.
Employee records, skills and tickets, holidays and absence, timesheets and expenses all live alongside your projects. Approved leave shows in Planning, so nobody is scheduled while they are off.
EmployeesProfiles, contracts, skills and qualifications such as chainsaw or pesticide tickets- Time OffHoliday requests and approvals from the app, with live allowances
- TimesheetsHours by project and task, approved by managers
- ExpensesReceipts captured on a phone and reimbursed through payroll or bank
Finance and UK compliance
UK accounting that understands landscape work.
Odoo's UK localisation covers the rules landscape businesses deal with every month. Finance stops keying and checking, and starts managing the numbers.
Making Tax Digital VAT
VAT returns built from the ledger and submitted to HMRC from Odoo, on a VAT100-ready tax structure.
Construction Industry Scheme
Deduction rates per subcontractor, CIS on labour lines of bills, and the monthly CIS return sent to HMRC from Odoo.
Domestic reverse charge VAT
Reverse charge tax codes and fiscal positions so construction invoices and bills carry the right VAT treatment.
Department and location reporting
Analytic plans tag every line by department, location and discipline, for P&L by division without extra ledgers.
Bank feeds and reconciliation
Bank statements imported automatically, with matching rules that reconcile most lines for you.
AI supplier invoice capture
Bills emailed to Odoo are read by AI: supplier, lines, VAT and totals, ready to check and post.
Approval workflows
Purchase orders above a set amount go to a manager, and bills can follow a sign-off step before payment.
Revenue recognition
Deferred revenue entries spread contract income over the right periods, alongside milestone and fixed-fee billing.
Moving from Sage or Xero? We migrate your chart of accounts, contacts, open balances and history, and run both in parallel until you are confident to switch.
Talk to a finance consultantTwo-minute check
How connected is your landscape business?
Switch on everything that is true today. Your score shows how much time and margin a connected system could give back.
One platform, every discipline
Multidisciplinary business? Odoo fits every part of it.
Most landscape businesses run several types of work at once: consultancy, design, practical delivery and ongoing maintenance. Odoo handles each its own way, while finance sees one set of books.
Odoo for design and build
Large, staged jobs with materials, plant and subcontractors, where margin depends on tight cost control and timely stage billing.
- Stage and milestone invoicing from the sales order
- Materials reserved to the project through Purchase and Inventory
- CIS on subcontractor bills and reverse charge on invoices
- Variations added as new quote lines, approved by the client online
Odoo for grounds and estate maintenance
Recurring contracts, hundreds of visits and seasonal workloads, where profit comes from efficient rounds and reliable recurring billing.
- Maintenance contracts on Subscriptions with automatic recurring invoices
- Visits scheduled by crew and round in Planning
- Visit tasks with notes and photos logged from the app
- Profitability per contract, site and crew
Odoo for arboriculture and forestry
Contracting and consultancy with expensive plant, specialist crews and safety-critical paperwork.
- Plant, vehicles and servicing schedules in Fleet and Maintenance
- Tree survey and inspection quotes with photos and online approval
- Crew timesheets and equipment costs posted to each job
- Reports and method statements stored on the project in Documents
Odoo for ecological consultancy
Fixed-fee and time-based surveys tied to seasonal windows, where chargeability and report deadlines decide profit.
- Survey season planning by ecologist, skill and availability
- Fixed-fee, time-and-materials and milestone projects side by side
- Chargeable versus non-chargeable time for every consultant
- Report deliverables tracked as milestones and invoiced on sign-off
Odoo for garden design and landscape architecture
Design fees by stage, small specialist teams and drawings that change often, where utilisation is everything.
- Design fees invoiced by stage or as hours are logged
- Utilisation and chargeability per designer
- Drawings and revisions in Documents, shared through the client portal
- Hand-off from design to build on the same project record
Why Thoughtlogik
A UK Odoo partner that connects your whole business.
We are a Northampton-based consultancy implementing Odoo for project-led and service businesses. Our consultants understand how landscape jobs are won, delivered and paid for, so workshops are about your work, not software jargon.
We speak finance, not just software
CIS, reverse charge VAT, WIP and revenue recognition are designed in from day one, with your accountant in the room.
Standard Odoo first
We configure before we customise, so your system stays easy to upgrade and affordable to run.
Clear scope, clear plan
A fixed scope, phased plan and named consultants, agreed before any build starts.
Support after go-live
Hypercare at launch, then ongoing support and improvement through Thoughtlogik Shield for Odoo.
How we deliver
SCALE: five phases, clear deliverables.
Scope
Define success and lock the scope
- Success criteria and KPIs
- Approved requirements and process maps
Craft
Design the right solution first
- Solution design blueprint
- Integration and data migration plan
Assemble
Configure, integrate and test
- A configured, working system
- Tested automations and integrations
Launch
Train, go live and stabilise
- Trained, confident users
- Go-live with hypercare
Evolve
Optimise and keep improving
- Continuous improvement roadmap
- Regular health checks
What changes
From chasing information to running the business.
Every enquiry in one pipeline
Signed quotes become projects in one click
Hours logged from site the same day
Live margin and WIP on every job
Bills read by AI and matched to POs
VAT and CIS returns from the same ledger
Try Odoo free
Start your free Odoo trial
Explore Odoo's apps in your own trial database. When you are ready, we will help you configure it for how your business really works.
FAQs
Odoo for landscaping companies: your questions answered.
Cannot see your question? Our UK Odoo consultants are happy to talk it through.
Is Odoo suitable for landscaping companies?
Yes. Odoo's CRM, Project, Planning, Timesheets, Employees, Time Off, Purchase and Accounting apps cover the full landscape job lifecycle, from enquiry and quotation to scheduling crews, job costing, invoicing and maintenance contracts. Because everything shares one database, design, build, maintenance and consultancy work can run side by side with one set of books.
Does Odoo support CIS and domestic reverse charge VAT?
Yes. Odoo's UK localisation includes a Construction Industry Scheme module: you set deduction rates per subcontractor, apply CIS to labour lines on bills and send the monthly CIS return to HMRC from Odoo. Reverse charge tax codes and fiscal positions handle domestic reverse charge VAT, and VAT returns are submitted under Making Tax Digital.
Can site teams use Odoo on their phones?
Yes. The Odoo app for iOS and Android lets site teams see their schedule, log timesheets with a timer, submit expenses from a receipt photo, raise and approve purchase orders, open project documents, request time off and update tasks with site photos.
How does Odoo handle job costing, WIP and revenue recognition?
Labour from timesheets, supplier bills, expenses, materials and subcontract costs post to the project's analytic account as they happen. Project managers see budget against actual, revenue invoiced against work done and forecast margin. Finance can use deferred revenue entries and milestone invoicing to recognise revenue in the right periods.
Does Odoo integrate with Outlook?
Yes. The Odoo Outlook add-in lets you create leads and contacts and log emails against opportunities directly from your inbox, so the CRM always holds the full conversation history.
Can we move to Odoo from Sage or Xero?
Yes. We migrate your chart of accounts, customers, suppliers, open balances and the history you need, map your departments and locations into analytic plans, and can run both systems in parallel until you are confident to switch.
How long does an Odoo implementation take?
It depends on the apps, integrations and data involved. Most landscape businesses go live in phases, starting with CRM, projects, timesheets and finance, then adding more. After discovery we give you a fixed scope and a clear timeline.
Which Odoo hosting option should we choose?
Odoo Online suits standard processes and the fastest start, Odoo.sh suits tailored processes in the cloud, and on-premise suits strict IT policies. See our Odoo hosting options guide or ask us to recommend one in discovery.
Can we manage employees, holidays and timesheets in Odoo too?
Yes. Odoo Employees holds staff records, contracts, skills and qualifications, Time Off handles holiday and absence requests with approvals, and Timesheets and Expenses capture hours and costs against projects. Approved leave appears in Planning, so crews are never scheduled while someone is away.
Odoo by industry
Explore Odoo for other industries.
From installers to manufacturers and distributors, see how Odoo fits other sectors we work with.
Start your project
Ready to run your landscape business on one system?
Tell us about your projects, crews and maintenance contracts. A certified Odoo consultant will get back to you within one working day with practical next steps.
- Free, no-obligation consultation
- Review of your enquiry-to-invoice process
- Clear plan, milestones and pricing
Timesheets on paper, job costs in spreadsheets?Talk to a UK Odoo consultant for landscape businesses.
Book a free call