Your company might define a “maintenance enhancement” one of two different ways. This will determine the workflow. Choose a scenario below and follow the correlating workflow:
Choose the scenario below and follow the corresponding workflow.
In this article:
Work Requested While Crews Are On-site
⚠️ Note: Crews cannot create this setup in the field. It must be anticipated and configured in advance.
When extra work is requested during a scheduled visit, many landscape companies choose to bill the work on a time-and-materials (hourly) basis. This is the simplest and most practical way to price unplanned tasks.
If your business encounters this frequently, the best practice is to set up a default task in your account (for example, “Extra Work,” “Unplanned Work,” or “Additional Work”) configured to “Track hours and rates for billing-by-the-hour.” This ensures that whenever a maintenance job is created, whether from an estimate or directly through the Job List, the task is already available.
To add hourly rates in bulk for this type of extra work:
Navigate to Jobs > Update Jobs
Set filters at the top:
Action dropdown: Add
Type of Add: Rates, then select the hourly rate to apply
Job Group - select either:
No Groups = if jobs are not grouped
Select the appropriate Job Group Name = if jobs are grouped
Select the Jobs you want to apply the rate to
💡Use the Set All Row option to add all rates quickly in bulk
Lastly, ensure any materials the crew may use on an ad-hoc basis are added to the Job and set up as billable.
💡This can also be managed in bulk through the Update Jobs screen, or added directly within the Job itself.
Client Requests to Add-on Work to Existing Maintenance Contract
The workflow for this is very similar to adding Change Orders to Design Build estimates.
In the existing Estimate, create a new Work Area for the Enhancement. Clearly label it (e.g., “Enhancement 1”).
⚠️ Do not modify any previously sold Work Areas
Add the details and required items for the Enhancement to the new Work Area.
If client approval is required, hide all other Work Areas and send only the Enhancement Work Area for signature.
Once approved, open the existing Job from the Jobs List
⚠️ Note: The approved enhancement estimate does not automatically import into the existing Job. Re-importing or uploading the estimate would overwrite existing timesheets and job data, so the enhancement work must be added to the Job manually using the steps below.
In the Timesheet Tracking menu, select Punch-in Tasks
Click + Task in the top right corner.
Enter the Task Name (e.g., “Enhancement 1”)
Set the Cost Code
Add notes and estimated hours as needed
When finished, click Save
Go to the Services tab, click + Service, and add the appropriate Service that matches the Enhancement.
If billing hourly, configure the Task to be billed by the hour, add a Rate under the Hourly Rates tab, then add a corresponding hourly Service in the Services tab and mark it as such.
Optional: Adjust the Task order if necessary.
For accurate Job Costing
Navigate to Job Costing > Overview
Click the Settings gear
Select Update Assignments
Link the new Task to the Enhancement Work Area.
⚠️ Note: If the enhancement was created as a separate estimate and linked via Relations (rather than as a new Work Area inside the original estimate), its estimated values will not automatically flow into the original Job's Job Costing — the Relations link is for reference/tracking only, and the resulting task won't appear as an option under Update Assignments. To have the enhancement reflected in Job Costing, the enhancement work must be brought into the original estimate as a Work Area (following the steps above), rather than kept as a separately linked estimate.
⚠️ Note: Adding the Task and Service alone does not connect the enhancement to Job Costing. You must complete the Update Assignments step above to link the new Task to the Enhancement Work Area — otherwise the estimated values won't reflect in the Job's cost tracking.
Schedule the Newly Added Work
Navigate back into the Job and open it
Go to the Schedule tab and click + Add
Select your seasonal Maintenance template. This will automatically match all newly created enhancement services in the Job to your template.
Assign the appropriate tasks to each service.
Click Next, then choose the weekday and crew for any recurring weekly services. Leave any services you want on the waitlist with an Unassigned Crew and ensure the Type says 'Wait List'.
⚠️ Note: If you add enhancement work mid-season, the Schedule Template will generate fewer visits than originally planned. This is because the schedule starts from the current date rather than the beginning of the season, leaving fewer visits remaining.
If invoicing for Seasonal Work, you'll need to adjust your Invoice Schedule as well doing the following:
Add to Invoice
Under Invoicing > Invoice Schedule, adjust the Contracted Total at the top of the page to the new amount for the total project.
Click + Scheduled Invoice to create a new invoice for the CO
Set the number of payments and click the Calculator icon to expedite and then click Add
You can then adjust the invoice date to today's date to bill right away, or adjust to a different date of your choosing.
For more information on creating and editing service invoices, see the
Create an Invoice article.
⚠️ Note: If seasonal billing has already started, update the contracted total, recalculate the remaining balance, and adjust the invoice schedule manually. If billing has not yet begun, simply use the Recalculate button.
Need more help? Contact our Support Team by email at lmn-support@granum.com, through Live Chat, or by phone at (888) 347-9864
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