CRM & leads
The customers and leads a campaign is built from, and where replies land.
Mail merge & campaigns · Every plan
Landscaping Email Marketing Software and Mail Merge for Landscapers
Landscaping email marketing software is mail merge for landscapers: one letter, each customer’s details filled in, sent as a personalized email or a printed letter to the customers and leads you pick. The price increase letter. The spring announcement. The renewal reminder. The ones you rewrite badly every year at 10pm. Start from a letter written for this trade, send it to a list that keeps itself current, and let a sequence follow up on its own. Included on every plan.
The problem
The letter that pays for itself is the one you never send.
A 5% increase across a 300-customer book is real money, and it turns on one price increase letter that nobody has time to write in February. Same with the spring announcement that fills the schedule, and the fall aeration note that has a three-week window. They do not get sent because writing them from nothing, at the end of a long day, is miserable.
Start from written
Letters written for this trade, not a generic template pack.
The Template Gallery is stocked with letters for lawn and snow work, grouped into Seasonal, Upsell, Retention and Reputation. Click Preview full letter to read one, Add to my templates to take a private copy, and change the wording until it sounds like you rather than like a template.
Merge fields do the personalizing. Write «CustomerName» once and three hundred people get their own name. Start with "Dear «CustomerFirstName»," and each person is greeted by first name, while a business with no first name gets its full name, never a blank. «CompanyName» fills in with the business name on your documents.
Prefer your own words? New Template opens a full document editor built into the app; click a field in the side panel to drop it in, or upload a .docx you already use and add the fields to it. Need more to start from? Browse our free mail merge templates, written for the same trade.
One campaign, start to finish
- 1
Pick
Start from the gallery or write your own in the built-in editor, with merge fields for the personal bits.
- 2
Target
Filter the customer or lead list and click Mail Merge, or pick a saved segment that resolves at send time.
- 3
Send
Send as email, or produce editable documents or PDFs for the accounts that still want paper.
- 4
Follow up
Let a sequence chase the unanswered estimates and the plans about to end, without you remembering.
Lists that stay right
A saved segment beats an exported spreadsheet.
An exported list is wrong the moment you export it. A saved segment is a filter, not a snapshot, so “customers in Concord with a contract ending within 60 days” means whatever that is on the day you send, including the account you won last week and excluding the one you lost.
Filters cover city, ZIP prefix, program type, service recency, contract expiry, outstanding balance and customer-since date, or lead status, source, date and whether an estimate exists yet. Preview matches shows the count and a sample of names before you save.
Suppressions are checked the same way, as each email is attempted rather than when the list is built. Somebody who unsubscribed on Tuesday is skipped on Wednesday’s send, whether that is a campaign you queue that morning or a sequence that has been running for weeks.
What you get
- A Template Gallery of letters written for lawn and snow contractors
- Merge fields that personalize every recipient
- Saved segments that resolve at send time
- Four sequence types: estimate follow-up, renewal reminders, lead nurture and seasonal push
- A Suppressions list checked on every run
- History with sent, skipped, failed, opened and clicked counts
- Documents, PDFs or email from the same template
- Included on Essential, Professional and Premier
After you click send
Queued in the background, counted as it goes.
Click Queue email campaign and keep working. Emails go out one at a time in the background, and the History tab lists every run with a live tally: sent, skipped and failed. Skipped is not a failure. It means no email address on the record, an earlier unsubscribe, or the frequency guard, which skips anyone who already received a campaign email in the last few days.
Once your email provider’s delivery tracking is set up, the tally extends to delivered, opened and clicked, with bounced if any. Hard bounces and spam complaints go onto the Suppressions list alongside unsubscribes. Service emails such as invoices and receipts are separate and are not affected by any of this.
Before a big send
- Preview first customer downloads a sample document so you can proof the merged wording.
- No business address in Settings? The run page warns you, since anti-spam law requires it on marketing email, but still lets you send.
- A single run is limited to 5,000 records. If your filter matches more, narrow it and run in batches.
Follow-ups that run themselves
Turn a sequence on once. It watches for the right moment.
A sequence is marketing that runs itself. Pick a trigger, a template and a wait, turn it on, and the system watches in the background and emails people as they match. Nobody gets the same step twice. If you turn on one, make it estimate follow-up: it recovers quotes that would otherwise go cold.
Estimate follow-up
Nudges estimates that were sent or viewed but never approved or declined. Set the days to wait after the estimate was created, and one nudge or a second after twice the wait. It stops once the estimate is answered.
Renewal reminders
Emails customers on active service plans as the end date approaches. Enter the days before, say 60, 30, 14; each customer gets at most one email per reminder point, and when a plan renews the reminders restart for the new end date. Uses Renewals, on Professional and Premier.
Lead nurture
Follows up leads that still have no estimate, a set number of days after the lead came in, with a Lead template.
Seasonal push
Sends a template once to everyone a saved segment matches, and keeps watching for new matches. Each person gets it once per campaign key, so change the key next season to run it again.
Turning one on
You cannot turn a sequence on blind. Click Turn on… and a dialog shows how many emails would go out on the first run, within about the next hour, and a sample of who gets them, with unsubscribed and recently emailed people already left out. Zero is fine; it waits for matches. Confirm, and the status flips to Active.
Stopping or pausing
Turn off from the row and nothing more sends until you turn it back on. Delete it and it leaves the list, but its send history stays. The trigger is fixed once a sequence is created, so a different trigger means a new sequence.
Works together
The list is already in the product
Contracts & renewals
The renewal and price-increase letters that are hardest to write and easiest to template.
AI website builder
The other half of the funnel: forms that fill the list you are mailing.
All features
See how the whole platform fits together, from first contact to renewal.
Need a first draft for a campaign email? Draft with AI writes one for you to personalize and send yourself. See AI assistant and drafting, included on every paid plan.
The full year, month by month, is in our landscaping marketing calendar. Step by step in the help center: email campaigns, saved segments and email sequences.
Questions
Mail merge and email marketing FAQ
What is landscaping email marketing software?
Software that sends one personalized email or printed letter to a list of your customers or leads, with each person’s name and details filled in from their record. Here it lives in the same system as the customer, the estimate and the invoice: a gallery of letters written for lawn and snow contractors, saved segments, and sequences that follow up on their own.
Do I have to write the letters myself?
No. The Template Gallery ships with ready-to-send letters written for lawn and snow contractors, grouped into Seasonal, Upsell, Retention and Reputation. Click Preview full letter to read one, then Add to my templates for a private copy you can edit until it sounds like you.
How do the merge fields work?
Fields like «CustomerName» fill in per recipient when the run happens. In the editor you click a field to drop it in at your cursor, and anything in «brackets» is replaced for each customer or lead. «CustomerFirstName» and «CustomerLastName» split the name for a friendly greeting; a business with no first name gets its full name instead of a blank. You write the letter once and every recipient gets their own version.
Who does a campaign go to?
The customers or leads you filtered the list to, or a saved segment: a reusable set of filters that resolves to a fresh list when the campaign runs. Build “customers in Concord with a contract ending within 60 days” once and it stays correct as customers come and go, rather than going stale like an exported spreadsheet.
Can follow-ups run on their own?
Yes. A sequence watches for a trigger and emails the right people as they match: an unanswered estimate, a service plan approaching its end date, a lead with no estimate yet, or a saved segment for a seasonal push. You turn one on from a preview of how many emails would go out and to whom, and turn it off from the same row.
How does an estimate follow-up sequence work?
Pick a Customer or Lead template, set the days to wait after the estimate was created, and choose one nudge or two, the second after twice the wait. It nudges estimates that were sent or viewed but never approved or declined, and stops once the estimate is answered. Nobody gets the same step twice.
What stops me emailing someone who asked me not to?
The Suppressions list. Every campaign email carries an unsubscribe link, and anyone who opts out, bounces or marks a message as spam lands on the list and is skipped on every campaign and sequence from then on. Remove an address only when that person has asked to hear from you again.
Can I see whether anyone opened it?
Every email run in History shows a live tally of sent, skipped and failed. Once your email provider’s delivery tracking is set up, the row extends to delivered, opened and clicked, with bounced if any.
Can I see what was sent?
History keeps every run: when it started, the template, the source list, how many records, its status and the counts. Delete a segment or a sequence later and the runs it already sent stay on the record.
Print or email?
Both, from the same template. Choose editable documents, one file per customer, PDFs for print-ready files, or Send as email for a personalized email each. Printed letters can carry your company letterhead with one tick, the same as your invoices.
Which plan includes it?
Every plan. Mail merge and campaigns are included on Essential, Professional and Premier alike. The one exception is the renewal reminders sequence type, which also uses Renewals, on Professional and Premier.
Write it once. Send it every season.
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