Expenses
Every receipt, mile and repeating bill in one place
Log what the business spends next to the work it pays for. Snap a receipt and it is read for you, track mileage without a calculator, and bill materials to the customer with your markup.
The expense log is free on every plan. Mileage, billing to customers and receipt reading on Starter; crew receipts, the profit and loss and accounting exports on Pro; job profit with expenses on Business.
Snap a receipt
Take a photo and the vendor, date, amount and category are filled in (Starter and up). Check them and save.
Your own categories
Start with the common ones for lawn care, then rename, add or switch them off, each with its QuickBooks and Xero account.
Recurring bills
Rent, insurance, phone plans and software are added on their day by themselves.
Mileage without the math
Choose where you drove from and to and the driving distance is filled in. Or type the miles, read the odometer, or take a crew’s whole route for the day.
Bill it to the customer
Tag mulch or parts to a customer, set your markup, and it goes on their next invoice.
Receipts from the crew
Crews add receipts and trips from their phones; the office approves or rejects them (Pro). Turn it on or off in Settings.
Profit and loss
Invoiced work less expenses, mileage, equipment repairs, salt used and subcontractor pay already recorded in GroundsQuote (Pro).
To your accounting program
Expenses and mileage as bills for QuickBooks Online and Xero, and checks and card charges for QuickBooks Desktop (Pro).
Questions
Does it connect to my bank?
No. You log expenses (or snap receipts) in GroundsQuote and send them to QuickBooks or Xero with the export files.
Do receipts read with AI cost extra?
No. Each receipt counts as one question of the AI assistant’s monthly allowance on your plan.
Can crews see what the business spends?
No. Crews only see the receipts and trips they added themselves.
Works hand in hand with
Invoicing & payments
Invoices built from finished visits, emailed with a PDF, paid online or by autopay.
Crew stats & job profit
Revenue per crew hour, time on site against plan, labor costs and margin by job, crew and customer.
QuickBooks, Xero & Zapier
Accounting and payroll exports, calendar feeds, live spreadsheet links, an API, webhooks and Zapier.
Free forever plan, no card · 30-day free trial on paid plans · Cancel anytime
Run your whole season from one app
Start free with quotes that measure the lawn from the address. Add scheduling, crews and invoicing when you are ready.
Free forever plan, no card · 30-day free trial on paid plans · Cancel anytime