Outdoor spaces and grounds: Digital job cards for tree care companies
Digital job cards for tree care companies: a tree work card with location, agreements and photos for the crew, with hours and removal reported back from site.
What a job card for tree care companies should hold.
In the morning, crews from tree care companies stand in front of a garden with three trees and a paper sheet that says "prune". Which tree is meant, that the logs should stay and that the greenhouse under the walnut must not be damaged are in an email the crew leader never saw. Afterwards, hours go on a scrap of paper, photos stay on a climber's phone, and whether the stump was ground or not only surfaces at invoicing. The checks before starting, such as walking the drop zone and checking for cables, are rarely recorded anywhere.
Digital job cards for tree care companies
Example- 1
Prepare the tree work card
DoneFor each job the planner creates a card with a sketch or aerial photo of the garden where every tree has a number.
- 2
Record during the work
In progressBefore starting, the crew leader runs through a short checklist: drop zone clear, cables checked, cordon in place.
- 3
Hand over and report back
NextAt the end of the day the crew records hours, the machines used and how much chip or timber was taken away.
From preparation to signed-off card.
Prepare the tree work card
For each job the planner creates a card with a sketch or aerial photo of the garden where every tree has a number. Each tree lists what is to be done, which obstacles are present and what happens to the timber. Photos from the enquiry and agreements with the customer are attached.
Record during the work
Before starting, the crew leader runs through a short checklist: drop zone clear, cables checked, cordon in place. During the job he records what was done per tree, with before and after photos. If the work departs from the agreement, he notes why and whether the customer approved.
Hand over and report back
At the end of the day the crew records hours, the machines used and how much chip or timber was taken away. The planner sees at once which jobs are finished, which need another day and which deviations must be discussed with the customer before invoicing.
No more paper and loose photos.
Crews currently use paper sheets, a group chat for photos or a generic job app that was not set up for tree work. The card runs on the phones crew leaders already carry, even with poor signal in a back garden. Hours go to the timesheet records the company already keeps; removal and machine use go to invoicing. The planner owns the card, and the crew leader owns what was recorded on the day.
Record everything or only exceptions
Detailed recording per tree gives a complete file, but costs time on site while the crew is busy cutting. Reporting only exceptions is quicker, but makes it hard to show later what did go to plan. Many tree surgeons settle on before and after photos per tree and text only for deviations.
Sign off by customer or crew leader
A customer signature at handover avoids disputes, but the customer is often not home. An alternative is that the crew leader signs off with photos and the customer receives a summary by message with a chance to respond within a reasonable time. Which works depends on the client.
One card per job or per tree
For a private garden with two trees, one card is enough. For a management contract covering a whole avenue, each tree needs its own line with a number and location, so you can later trace which tree was treated when. The card supports both, with the same screen for the crew.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
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L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhat goes on the job card.
At the start the job card holds the numbered trees, the pre-start checklist, recording per tree with photos, and reporting back hours and removal. We walk through two situations together: an ordinary pruning day for a homeowner, and a job where the crew finds decay and has to agree extra work on the spot. Management contracts with tree numbers, customer sign-off and the invoice from the completed job card are added when you are ready for them.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDoes the card work without signal in a back garden?
Yes. The card is loaded onto the phone beforehand and entries are stored until there is a connection again. The crew can take photos and fill in hours without signal; as soon as the phone reconnects, the data reaches the planner.
Can we record a safety check before starting?
Yes. You build the checklist yourselves, for example drop zone, cables, cordon and communication between climber and groundworker. The crew leader ticks it off before starting and can add a photo. Afterwards you can see that the check was done and by whom.
How do we record extra work the customer agrees verbally?
The crew leader notes the extra work with a short description and photo, and records who approved it and how. The customer then receives a message to confirm. On the invoice there is not just an extra line, but also the moment and the reason it arose.
Does the crew see the prices from the quote?
Not necessarily. The card shows what has to be done and which assumptions were made, without amounts. The crew knows what was agreed, while pricing stays with the planner and the owner. Amounts are simply left off the card.
What often connects to this.
- Quotation software for tree care companiesQuotation software for tree care companies that works out working height, equipment and timber removal per tree, with the assumptions visible to the customer.
- Scheduling software for tree care companiesScheduling software for tree care companies that brings climbing crews, cherry picker and chipper to the same place on the same day, allowing for weather and access.
- Customer portal for tree care companiesA customer portal for tree care companies where clients see work agreements, site images and the status of their trees, and can give approval or ask questions themselves.
Job cards that come back complete.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Digital job cards for tree care companies: a tree work card with location, hazards and agreements, with hours, photos and removal recorded on site.
- Prepare the tree work card
- Record during the work
- Hand over and report back