Landscaping Service Client Intake Form

Transform Your Outdoor Space: Streamlined Client Intake for Landscaping Services

Whether you're a boutique landscaping business, a garden design studio, or a full-service landscape maintenance company, gathering comprehensive client information is the first step to creating stunning outdoor spaces. This Landscaping Service Client Intake Form template helps you collect everything you need—from property measurements and current conditions to style preferences and maintenance expectations—all in one professional, easy-to-use form.

Why Landscaping Businesses Need a Dedicated Intake Form

First impressions matter in landscaping, and that includes your client onboarding process. Instead of juggling email threads, phone notes, and scattered property photos, this template centralizes all discovery information in one place. You'll capture:

• Property specifications including lot size, measurements, and sun exposure
• Current landscape photos showing existing conditions and problem areas
• Style inspiration to understand your client's aesthetic vision
• Plant and material preferences including color schemes and maintenance level
• Practical requirements like irrigation systems, seasonal needs, and budget expectations
• Design consultation scheduling to book the next step seamlessly

By collecting this information upfront, you can arrive at the first site visit fully prepared, create more accurate proposals, and set clear expectations that lead to happier clients and smoother projects.

Built for Landscaping Professionals and Their Clients

This template is designed specifically for:

• Residential landscaping companies handling yard renovations, garden installations, and outdoor living spaces
• Commercial landscape maintenance firms managing HOAs, business properties, and municipal contracts
• Garden designers and landscape architects who need detailed aesthetic and functional requirements
• Hardscaping specialists planning patios, walkways, retaining walls, and outdoor structures
• Lawn care and maintenance services establishing ongoing service relationships

The form uses Paperform's intuitive interface to make it easy for clients to share their vision while giving you the structured data you need to plan and price projects accurately.

What Makes This Landscaping Intake Form Template Stand Out

Unlike generic contact forms, this template includes industry-specific fields that matter to landscaping professionals:

Property & Site Information: Collect lot size, current landscape features, soil conditions, drainage issues, sun/shade patterns, and access considerations that impact design and installation.

Visual Documentation: Multiple image upload fields let clients share photos of their current landscape, problem areas they want addressed, and inspiration images that communicate their style preferences.

Design Preferences: Capture their desired landscape style (modern, cottage, Mediterranean, native, formal, etc.), preferred plant types, color preferences, and must-have features like outdoor kitchens, fire pits, water features, or play areas.

Maintenance Expectations: Understand their commitment level with questions about time available for upkeep, interest in sustainable/native plantings, irrigation preferences, and whether they'll need ongoing maintenance services.

Practical Considerations: Budget ranges, project timelines, HOA restrictions, pet considerations, and seasonal priorities help you scope the project realistically from day one.

Consultation Booking: Built-in scheduling lets clients choose a convenient time for the design consultation or site visit, reducing back-and-forth coordination.

Automate Your Landscaping Workflow from Intake to Invoice

Paperform does more than capture client information—it can power your entire client journey:

Instant Project Kickoff: When a new client submits their intake form, use Stepper (stepper.io) to automatically create a project folder in your project management tool, send a welcome email with what to expect next, and notify your design team to review the submission.

Seamless Proposal Process: Connect the intake form data to your proposal template, pre-filling property details and client preferences so you can generate accurate quotes faster. Then use Papersign (papersign.com) to send your landscape design agreement or service contract for eSignature, keeping everything linked and creating a clean paper trail from inquiry to signed contract.

Payment & Deposits: Once the proposal is accepted, trigger a payment request for the design fee or project deposit using Paperform's built-in Stripe, PayPal, or Square integration—no separate invoicing tool needed.

CRM Integration: Automatically add new landscaping leads to your CRM (HubSpot, Pipedrive, or your system of choice) with all their property details, preferences, and project notes, so your sales and design teams have everything at their fingertips.

This end-to-end automation means less administrative work, faster response times, and a more professional experience that helps you win more landscaping projects.

Customization Tips for Your Landscaping Business

While this template is ready to use immediately, Paperform's flexible editor makes it easy to adapt to your specific services:

• Add service-specific sections for pool landscaping, xeriscaping, edible gardens, or commercial maintenance packages
• Include pricing calculators that estimate project costs based on square footage, plant quantities, or hardscape materials
• Upload your portfolio images to inspire clients and showcase your signature style
• Use conditional logic to show different questions based on project type (new installation vs. renovation vs. maintenance-only)
• Match your brand by customizing fonts, colors, button styles, and adding your logo and project photos

Designed for Accessibility and Mobile Clients

Many homeowners will fill out your intake form on their phone while walking around their yard taking photos. Paperform's mobile-responsive design ensures a smooth experience on any device, and image uploads work seamlessly from smartphone cameras.

The form uses clear, jargon-free language that homeowners understand while still gathering the technical details your crew needs to plan the work.

Trusted by Small Business Landscapers Nationwide

Landscaping companies of all sizes use Paperform to professionalize their client intake process while saving hours each week on admin work. The platform is SOC 2 Type II compliant and offers dedicated support, so you can trust it to handle your client data securely.

Whether you're a solo landscape designer or managing a team of installers and maintenance crews, this intake form template helps you start every project with clarity, confidence, and all the information you need to create outdoor spaces your clients will love.

Ready to streamline your landscaping business? Start with a professional client intake form that sets the stage for successful projects from the very first interaction.