Glossary

Profit Genie

Budgeting tool that calculates what to charge per day/hour to meet profit goals.

PMM (Production Minus Materials)

Pricing model that excludes materials to focus on labor, overhead, and profit.

ISPS

Integrated Sales Psychology & Strategies used to boost conversions through behavioral framing.

Proposal

A client-facing project estimate containing scope, pricing, and optional packages.

Takeoffs Page

Starting point for proposals; used to enter job, client, crew, and setup information.

Landscape Work Areas

Individual zones of a project used to organize sections (e.g., Patio Area, Front Yard).

Sections

Distinct installable elements in a proposal like Beds, Lawn, Pavers, etc.

Templates

Pre-built section configurations with reusable materials, labor, and equipment data.

Custom Sections

User-defined sections not in the system’s default library (e.g., Firepit).

Custom Groups

Groupings of multiple sections presented with one bundled price in client proposals.

Mainframe

A strategic Custom Group name for bundling foundational items like Mobilization, Irrigation, etc.

Proposal Packages

Good/Better/Best tiers used to show structured pricing options via checkbox logic.

Markup Screen

Financial breakdown screen showing pricing, profit metrics, and PMM alignment.

Daily PMM

Required daily billing target to cover overhead and meet profit goals.

Hourly PMM

Hourly target per employee needed to stay profitable.

Real-Time Pricing Feedback

Dynamic updates to section pricing based on crew, markup, or PMM settings.

Proposal PMM

Overall PMM value across all sections of a proposal.

Proposal PMM + Subs and Equip

PMM including subcontractor and equipment costs.

Gross Profit

Total profit after costs for labor, materials, subs, and equipment are subtracted.

Gross Profit Margin

Percentage representation of gross profit relative to proposal value.

Efficiency Calculator

Tool used to model profitability impact of adjusting crew sizes or finishing early.

Unbillable Labor

Non-revenue time (e.g., travel, loading) factored into Profit Genie and crew rates.

Hidden Labor Cost

Financial impact of unbillable labor over time.

Fully Loaded Rate

Labor rate including taxes, insurance, and employer burdens.

Field Employees

Direct revenue-generating crew members added to proposals and Profit Genie.

Overhead Employees

Non-field staff like office workers and owners, recovered via labor billing.

Employer Tax Settings

Tax rates applied to employee pay to calculate fully loaded labor costs.

Crew Size

Number of employees assigned to a section or job.

Crew Hours

Billable daily hours of labor excluding unbillable time.

Labor Summary

Snapshot showing crew size, total hours, and estimated install days per section.

Man Hours

Combined labor time for a section based on crew size and install duration.

Materials Catalog

Database of all items with pricing, unit types, install times, and descriptions.

Install Time

Time needed to install one unit of material; used in crew-hour calculations.

Unit Type

Measurement used for materials (e.g., Each, Sqft, Yard, Gallon).

Equipment Catalog

Detailed breakdown of equipment costs and usage-based billing rates.

Fuel Prices

Input settings used to calculate equipment operating costs.

Subcontractor Catalog

Contact info and service rates for subcontractors added to proposals.

Client Catalog

Stored client details including name, address, and communication history.

Annual Overhead

Full yearly operating expense used to calculate PMM targets.

Overhead Expenses

Fixed monthly costs (insurance, rent, phones) entered for budget planning.

Miscellaneous Expense

Suggested 5–10% buffer for unexpected spending.

Proposal Statuses

Stages of a proposal: Draft, Sent, Viewed, Accepted, Rejected.

Crew Notes

Internal instructions visible only to crews (e.g., staging, access notes).

Description of Services

Client-facing explanation of work performed for each section.

Project Overhead

Non-labor project costs such as travel, rentals, or port-a-potty fees.

Mobilization

Client-facing renaming of Project Overhead to emphasize logistics and coordination.

Contract for Services

Proposal payment terms including down payment and progress schedule.

Client Accept

Signature event that locks in proposal terms and initiates project workflow.

Change Order

Structured proposal update post-acceptance for scope or pricing changes.

Update Package Feature

Post-sale upgrade tool allowing clients to select a different package with automated pricing.

Project Folder

Location for files, images, and documents tied to active projects.

Project Budget Page

Tracks material ordering and delivery status by section.

Vendor

Supplier selected when logging material orders.

Smart Calendar

Live scheduling board that auto-adjusts crews and timelines when projects change.

Assign Crew

Action used to designate team members to a project within the calendar.

Active Stages

The default filter on the Proposals page. Shows every proposal except rejected ones.

Email History

A record of every email sent for a proposal or change order: when, to whom, BCC, subject, and who sent it.

BCC

Optional addresses copied on a proposal, change order, or resend email so you keep a record of what was sent.

Project Notes

Job-wide instructions at the top of the Project Budget page, such as gate codes, parking, and access.

Row Header

Your own internal name for a row in a Materials table. Never shown on the client's proposal.

Material Groups

Headings in a template's Materials table (for example Pipe, Heads/Nozzles) that rows are dragged under. Set up in the Template Editor.

Misc

The catch-all heading for material rows that aren't in a group.

Invoice Client Page

Where a project's invoicing lives: the Payment Summary, the invoice schedule, credits, and each invoice.

Draft Invoice

An invoice created on its scheduled date but not yet emailed. You review it and click Send Invoice.

Billed to Date

Everything already invoiced on a contract, paid or not. Change orders only recalculate payments after this point.

Credits

Amounts you take off what a client owes. Added with Manage Credits and applied to the remaining schedule.

Payment Link

A Stripe link on an invoice that charges what is still owed on it.

Pay Online

The button on an invoice email, PDF, and client invoice page that opens the payment link.

Stripe

The payment service you connect to accept card and bank transfer payments. Payments go to your own Stripe account.

Progress Billing Export

A CSV of the contract priced by line, with each accepted change order, for commercial jobs billed by percent complete.