Landscape maintenance reports, drafted from crew notes and photos for your account manager to send.

Today an account manager or branch manager pulls the period together by hand: crew check-ins and check-outs, hours from the timecards, a foreman's notes, photos texted from each site, the irrigation tech's repair list, and whatever the property manager asked for last time. Then it is sorted by property, rewritten for someone who wasn't there, and sent on the day that customer expects it.

For the test, AI reads copies of those records for periods you already reported and drafts each report in the shape that customer asked for: visits with their times, work done by area, what is planned for the next visit or the next weeks, issues found with a suggested follow-up, and photos captioned with where and when each was taken. What the records don't show is marked as missing, and possible extra work appears as a question, never as an offer.

The contract often writes the outline. Mill Creek, Washington's request for landscape maintenance, with proposals due January 9, 2026, wants a weekly report for each site: the date, the arrival and departure time at every site, a detailed account of the work on each visit, and any hazard or property damage the crew saw, in the public works supervisor's hands by the following Monday. Incidents involving park visitors or staff go to the same supervisor within one business day, and crews log their work in the field on an account the city provides. The draft follows that order site by site, so a visit with no departure time or no account of the work stands out.

Some customers want the coming weeks as well as the last one. Pleasanton, California's 2026 request for its medians, five fire stations, park and ride, transportation corridor and Main Street asks for a schedule every week that recaps the week before and lays out the next two, with map book pages and crew locations by day. With each monthly invoice it wants a copy of the county pesticide use report, the irrigation schedule for each downtown controller, the status of resident contacts and work orders, last month's work by crew and the next 30 days of work. The city aims for 4.0 to 5.0 on a five-point scale and checks it on monthly site visits with your representative. The draft fills the look-ahead only from your own schedule and leaves it empty where the schedule says nothing.

A photo counts only if it shows the right thing. The land bank for Hamilton County, Ohio, whose mowing qualifications for two-year contracts were due March 11, 2026, wants before and after photos of every lot on every cycle, uploaded within 24 hours: the frontage taken from across the street, both side lines, the rear line, and close-ups of anything unusual, such as dumping or a hazard. Photos must be clear and carry the date and time, and shots taken mid-mow are refused. Missing or poor photos appear on its list of reasons a contractor can lose future work, next to billing for a lot nobody serviced. The draft captions each photo with its site, area and time from the file and the visit it falls in, sorts before from after, and lists every visit that has neither.

Findings and recommendations are part of the deliverable. Jonesboro, Georgia's request, released October 22, 2025 for a contract set to start January 1, 2026, asks for a monthly maintenance schedule and quarterly service reports covering the work completed, the areas that need attention and recommendations for the month ahead. For HOAs, EPA's WaterSense program publishes sample contract language calling for a walk-through with the irrigation running each month of the watering season, and a report on the prior month's weather and irrigation water use, set against the same month a year earlier where that data exists, with a list of the month's maintenance; the same language has water meters read and recorded at least every two weeks. The draft keeps findings apart from finished work and words each recommendation as a question for your account manager.

What your account manager decides. Your reviewer, usually the account manager who sends these reports, checks each visit against the timecards, each caption against its photo, and each issue against what they know about the property. They decide what the customer reads, what gets quoted as extra work, and when the report goes out. During the test, no report reaches a property manager, an owner, a board or an agency.

If your reviewer says yes, each new reporting period gets a draft from that period's crew records for about 30 days, in the format each customer already receives.

Your account manager edits, approves and sends every report. Replies to the manager, quotes for extra work and calls about complaints stay with your team.

Anything after that is decided and priced on its own.