From first call to first cut, in under two weeks.
Adding a new portfolio to the cycle is a four-step process. We've done it enough times to know what slows it down, what speeds it up, and what your tenants will and won't notice during the switch.
What happens between "yes" and the first invoice
We don't disappear after the contract signs. The first two weeks are the most communication-heavy of the relationship.
- 01Days 1-3
Property walk and scope confirmation
We visit every property in the portfolio, document the scope of work per site, flag anything that needs attention before service starts (overgrowth, debris, hazards, irrigation issues), and lock per-property pricing. You get a written scope sheet and pricing for each address.
What we need from you- Property list with full addresses
- Site contacts or gate codes (where applicable)
- Any property-specific notes (sensitivities, special requests)
- 02Days 4-7
Contract, insurance, and access
Master service agreement signed. Certificate of insurance issued to your firm or building owner, with additional-insured endorsements where your contract requires them. W-9 sent. Per-property addenda finalized for anything portfolio-wide.
What we need from you- Signed MSA
- Additional-insured language requirements (if any)
- Vendor onboarding paperwork from your firm
- 03Days 8-14
First cut and crew introduction
The crew assigned to your portfolio runs the first cut on every property. Derek meets your property manager on site if helpful. We document each property layout, gate codes, hose bib locations, and any property-specific notes for the crew. First-visit photos sent if you want them.
What we need from you- Optional: site walk with your PM
- Optional: tenant-facing notice template (we can supply)
- 04Day 14+
Schedule lock and ongoing communication
Your portfolio gets a fixed slot in the route. Cycle day confirmed in writing. Direct line for callbacks. Monthly invoicing in your preferred format (per-property PDFs, consolidated, by building, however your AP team wants it).
What we need from you- Preferred invoicing format and cadence
- Preferred communication channel (call, text, email)
- Optional: monthly photo summary delivery
The transition story most PMs are actually worried about
Switching landscape vendors mid-season is a real friction point. Tenants notice the gap, owners notice the invoice change, and nobody wants a transition that fumbles the schedule. Here's how we handle it.
We can pick up mid-season
Best transition window is between mowing cycles, but emergency takeovers (vendor went out of business, dropped a portfolio, etc.) we handle on a compressed timeline. First-cut can happen within a week of contract sign in urgent cases.
Communicate to tenants if needed
For multifamily and HOA work, we can supply a short notice template you can send tenants before the first 4M visit. Reduces "who are those guys" questions and the courtesy calls that follow.
Inherit the schedule, then improve it
We slot your portfolio into our route on day one and stick to the existing cycle. If the inherited schedule was slipping or oversized, we propose adjustments after the first 30 days, not before. Don't change what tenants are used to in week one.
What ongoing service looks like
The boring stuff is the most important stuff. Predictable cadence, transparent communication, no surprises on the invoice.
Start the property walk this week
Send us your property list. We'll schedule the walk inside three days and have per-property pricing back to you within a week.