Synthetic turf & landscaping CRM Every yard, every project, one intake.
Every call and walk-in gets logged on one intake form: the project, the square footage, the yard, pets, HOA and who else needs to be there. The follow-up, booking and reminders take it from there.
Talk to Trent and Jared. Custom CRM setup, built around how you sell.
Intake · logged during the call
- Pets
- 2 dogs
- HOA approval
- Needed
- At the visit
- Spouse too
The record
Putting green + synthetic grass · 1,420 sq ft
Back yard
- In New inquiry · rep assigned
- Tagged Google
- No booking text: you're on the call
Example data from a made-up business.
First call to installed, every stage timed.
ExampleEach stage stamps the time it was reached, so you see how fast your team answers, books and installs, without anyone filling in a spreadsheet.
- New inquiryMon 10:12 AM
- Discovery callMon 2:00 PM
- Home visitThu 3:00 PM
- Bid sentThu 6:30 PM
- InstalledBooked for the 14th
- 4 minLead to first response
- 3 daysLead to home visit
- 9 daysLead to signed
- 12 daysSigned to installed
Booked, confirmed, double-checked.
A five-minute discovery call first, then the home visit. Each has its own calendar, confirmations and reminders.
Two hours before the visit
Hi Dana, this is Marco from Cloverline Turf. I'll be at your place in 2 hours. Need to move it? Just call. See you soon!
To Marco, one hour out
Reminder: home visit with Dana R. at 3:00 PM.
- Moved to a visit stage, nothing bookedThe rep gets a text, so the confirmation never silently skips
- No phone or email on the leadThe office gets a heads-up to add one before the confirmation goes out
- Visit canceledThe homeowner gets a text confirming it
Answered while you're installing.
Facebook and Instagram messages
AI asks the intake questions
Project size, address, timeline and the best phone number, one at a time. Then it offers a discovery call on your calendar and hands the lead to a person.
- Project size
- Address
- Timeline
- Phone
- Call booked
Calls you can't take
A summary on your phone
When AI picks up a call, or someone leaves a voicemail, you get a text with who called and what they wanted, so you call back knowing the job.
New voicemail: Dana R. "Looking for turf and a putting green in the backyard."
After the install, it keeps going.
A review ask, every time
Moving a job to installed sends every customer the same friendly text and email with your review link.
Maintenance visits
Their own calendar and pipeline, with a confirmation text when one is booked.
- Interested
- Scheduled
- Done
- Paid
Past customers, grouped
Grouped by how long ago they first bought, so a seasonal text goes to the right yards and replies land in one inbox.
- Under 1 year
- 1+ year
- 10+ years
Where turf jobs leak
Common gaps we hear about from turf and landscape owners. Most of them happen before anyone sees the yard.
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Calls come in while the crew is installing
The owner is on a job with gloves on. The homeowner who called about a backyard putting green books whoever calls back first.
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The details live on a sticky note
Square footage, which yard, the dogs, the HOA and whether the spouse needs to be there all get asked on the phone, then lost before the home visit.
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Bids go quiet
The visit went well and the bid went out, but nobody follows up while they think it over, so the job goes to a cheaper quote.
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Past customers never hear from you
Turf needs brushing and top-offs, and happy customers have neighbors. Without a reminder, the maintenance visit and the referral never happen.
Turf CRM features that keep every project moving
Each piece is built inside your Clutch City CRM and set up around how you quote, visit and install.
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One intake form for every lead
Every call and walk-in is logged on the same form, whether they found you on Google, Meta or through a neighbor. It lands in your pipeline with its source, project and owner.
Project type
- Putting green
- Synthetic grass
- Pavers
- Retaining wall
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Discovery call, then home visit
Two calendars, two sets of confirmations. A short phone call first, then the visit at the property, each with its own reminders.
- Inquiry
- Call
- Visit
- Bid
- Won
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A reminder from the rep before the visit
Two hours before the home visit, the homeowner gets a text from the rep who's coming, with a number to call if they need to move it.
"Hi Dana, this is Marco from Cloverline Turf. I'll be at your place in 2 hours. Looking forward to seeing the backyard."
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Bid follow-up
Bids that go quiet get timed texts and emails that stop the moment the homeowner replies.
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Review requests after the install
When a job moves to installed, every customer gets the same friendly text and email with your review link.
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Maintenance and past customers
Maintenance visits have their own calendar and pipeline, and past customers are grouped by how long ago they bought, so the right offer reaches the right yard.
A sample turf automation
New inquiry to booked call.
This is the kind of workflow we build and maintain for you. These branches are a starting point; your rules are set on the first call.
- WhenNew inquiry
- If / elseLogged on intake?
- Yes ThenOffice has it
- ResultRep calls them
- No ThenFrom a web form
- ThenCall booking link
- ResultFollow-up tag
Three steps to a turf CRM that runs itself
About 10 days to live for most setups.
Talk to Trent and Jared
A free 30-min call to map your lead sources, your intake questions and how you get from first call to a bid.
We build it around you
The intake form, pipeline, call and visit booking, bid follow-up, reviews and maintenance, all set up and tested.
We run it with you
Training for your office and reps, then ongoing tweaks as your season, your offers and your crews change.
What week one looks like.
Example- MondayThe free 30-min call with Trent and Jared. We map your lead sources, the questions you ask on the phone and how you get from first call to a bid.
- TuesdayThe intake form is built with your questions: project type and size, which yard, pets, HOA and who else needs to be at the visit.
- WednesdayThe pipeline from new inquiry to installed is built, with the discovery call and home visit calendars and their reminders.
- ThursdayYour past customers come over and are grouped by how long ago they bought. Review and maintenance texts are written in your voice.
- FridayA short training for the office and your reps. The first calls get logged on the intake form while we watch.
An example first week. Your timeline is set on the call; most setups go live in about 10 days, and the second week is fixes and fine-tuning.
Stop losing turf jobs to slow callbacks
See what your setup would look like on a free 30-min call with Trent and Jared.
Turf CRM questions owners ask
What goes on the intake form?
Whatever you ask on the phone today. Most turf installers want the lead source, the project type and rough square footage, front, back or side yard, pets, the timeline, whether the HOA has to approve it, and who else should be at the home visit. We build it with your questions.
Who fills in the intake form?
Your office, during the first call or when someone walks in. Leads from your website and ads come in through their own forms. Either way each one lands in the same pipeline, with the lead source tagged and a rep assigned.
Why a discovery call before the home visit?
A short phone call sorts out the project and the budget before a rep drives out. Each one has its own calendar, confirmations and reminders, so the homeowner always knows which one is next.
What if a rep moves a lead to home visit but forgets to book it?
The rep gets a text saying the lead was moved to a visit stage with nothing on the calendar, so the confirmation doesn't silently fail to go out.
Can it handle maintenance visits too?
Yes. Maintenance gets its own calendar and pipeline, from interested to scheduled, done and paid, with its own confirmation text.
How do past-customer offers work?
Past customers are grouped by how long ago they first bought, under a year, one year or more, and ten years or more. A seasonal text goes to the group you pick, and replies land in your inbox with the customer's history.
Do we have to switch software to work with you?
Not always. We start by mapping how you take leads and send bids today. If our CRM is the right fit, we move your customers over for you; if parts of your setup should stay, we tell you what can connect.
How long does setup take?
Most setups go live in about 10 days, depending on how many lead sources, calendars and team members you have.