Customer portal
Where the activity comes from: payments, approvals and document views.
Reviews & customer comms
Review Requests and Customer Emails for Landscapers
A review request is a short, branded “How did we do?” email that goes out by itself after a customer pays an invoice or a visit is completed: happy customers are sent to your Google review page, and unhappy ones reach a private feedback form that comes to you instead. The two things that quietly decide whether a maintenance customer renews are whether they believe you turned up, and whether anyone listened the one time they were unhappy. This is the half of the product that handles both, automatically.
The problem
The first you hear about it is the one-star review.
Maintenance customers rarely complain. They go quiet, they do not renew, and once a season they write something public that costs you the next three prospects who search your name. Meanwhile the customers who are perfectly happy never think to say so anywhere it would help you.
Reviews, with a safety valve
Ask everyone. Hear the bad news privately first.
A review request goes out after a visit is completed or an invoice is paid in full, whichever you choose. Customers who click “Great!” are sent to your Google review page. Customers who click “Not so great” reach a private feedback form instead, and what they write comes to you, listed on your Customer Feedback page rather than anywhere public.
The point is not to hide the bad ones. It is to get a chance to fix the problem while the customer is still your customer. That only works if you answer them, so treat the Customer Feedback page as a queue, not an archive.
What sends itself
- 1
Work completed
A "we were there" email when a visit is finished, with the crew’s photos where you share them.
- 2
Review request
After a paid invoice or a completed visit, routed by how the customer answers.
- 3
Daily briefs
A Morning Brief and a Yesterday Recap, for the people who subscribe.
- 4
Activity events
Portal payments, approvals, declines and first logins, into your inbox as they happen.
How review requests work
From switched on to a Google review, in six steps.
Review requests are part of the Professional and Premier plans. They are emails, so your email sending has to be set up before any go out; once it is, the engine runs quietly in the background and you work the results.
- 1
Turn it on
Open Settings, then Reviews & Referrals. Set Send a review request to after an invoice is paid in full, after a visit is completed, or after both; Never is the fourth choice.
- 2
Set the pace
Days between asks is a per-customer throttle, from 1 to 365 days. Each customer is asked at most once in that window, however many visits or payments fall inside it, so sending after both payments and visits does not mean asking twice.
- 3
Paste your Google review link
It is in your Google Business Profile under "Ask for reviews" and must start with https://. Without it, happy customers land on a plain thank-you page instead of your Google page. Add a referral line if you want one (every request carries a referral ask, yours or the default), then save.
- 4
The request sends itself
After a qualifying payment or completed visit, the email goes out automatically within about 10 minutes. Customers who have unsubscribed from your marketing emails are never asked.
- 5
What the customer sees
A short, branded email asking how it went, with two answers. "Great!" opens your Google review link. "Not so great" opens a private feedback form, and nothing written there is posted publicly.
- 6
Watch the results
Click View Feedback at the top of the Reviews page to open Customer Feedback. It shows requests sent, "Great!" clicks, "Not so great" clicks and your response rate, with the private negative feedback listed beneath for follow-up.
Work-completed emails
Proof the crew was there, without anyone having to ask.
A work-completed email is a branded visit summary the customer receives when a crew finishes: the service performed, the date, the crew’s notes and any photos you have chosen to share. It is on every plan and runs by itself once you turn it on under Settings, then Customer Communications.
Photos stay private by default. Nothing a crew uploads is shown to a customer until you mark it visible on the job’s photo page, and the ones you share appear in the email and in the Photos section of the customer portal. A customer gets at most one of these emails a day, however many visits you completed, and crew notes go in exactly as written, so keep them customer-friendly.
A one-two for reputation
Pair the visit summary with review requests: the customer sees the work was done, with photos, and then gets asked how it went.
- Service, date, crew notes and shared photos in one branded email
- Photos private until you mark them visible, per photo
- At most one email per customer per day
The activity inbox
A failed card is invisible everywhere else.
When a customer's payment is declined, the invoice looks exactly as it did before: still open, nothing happened. The customer, meanwhile, thinks they have paid. Nothing else in the product will tell you; the activity inbox does, which is why it is worth working daily.
It is also where an estimate approval lands, usually well before the customer thinks to phone you about it.
Open it from the bell in the top bar, which carries the unread count everywhere in the product, or from the Customer Activity card on the Dashboard. Filter to Unread, mark lines read one at a time or all at once, and each line reads as a sentence: who did what, when.
Everything in your name
Review requests and work-completed emails both go out branded as yours, so a customer who gets a visit summary and then a “How did we do?” sees one company, not two systems.
- Automatic review requests, routed by how the customer answers
- Private feedback form, with results on a Customer Feedback page
- Work-completed emails with per-photo sharing
- Morning Brief and Yesterday Recap, subscribable
- Customer activity inbox across seven event types
Works together
Proof, then a reason to say so
Mail merge & campaigns
The outbound half: letters, segments and automated sequences.
Crew mobile app
The photos that make a work-completed email worth opening.
All features
See how the whole platform fits together, from first visit to renewal.
Not sure how to answer a review? Draft with AI writes a first reply for you to edit before it goes anywhere. See AI assistant and drafting, included on every paid plan.
See where review requests fit in a year of sends in our landscaping marketing calendar.
Questions
Reviews & customer comms FAQ
How do review requests work?
A short, branded "How did we do?" email goes out automatically after a customer pays an invoice in full or a visit is completed, whichever you choose. Customers who click "Great!" are sent to your Google review page. Customers who click "Not so great" reach a private feedback form that comes to you, so you hear it before it becomes public and get the chance to fix it.
Is routing unhappy customers away from public reviews legitimate?
Asking every customer for feedback and acting on the bad ones is. What you must not do is ask only the happy ones for public reviews. The feature is an early-warning system for service problems, and it works because you actually answer the private feedback.
How soon after a visit does the review request go out, and can it pester people?
Within about 10 minutes of the qualifying payment or completed visit. Days between asks caps each customer at one request per window you choose, from 1 to 365 days, and customers who have unsubscribed from your marketing emails are never asked.
What if I do not have a Google review link yet?
Requests still go out, but happy customers land on a plain thank-you page instead of your Google page. The link is in your Google Business Profile under "Ask for reviews", and it must start with https:// or the settings page will not save it.
What can I see once review requests are running?
The Customer Feedback page shows requests sent, "Great!" clicks, "Not so great" clicks and your response rate, with every piece of private negative feedback listed below it. When you reply to a review, Draft with AI writes the first draft for you to edit.
What is a work-completed email?
An automatic "we were there" email when a visit is finished: the service performed, the date, the crew notes and the photos you have chosen to share. It answers the question customers ask most about maintenance work: did anyone actually come?
What are daily briefs?
Two subscribable emails: a Morning Brief with today’s schedule and follow-ups, and a Yesterday Recap with what actually happened. Briefs are personal: each teammate subscribes themselves, at their own send time, so nobody gets mail they did not ask for.
What goes in a Morning Brief and a Yesterday Recap?
You pick the sections. A Morning Brief can carry today’s schedule (visit count, per-crew breakdown, scheduled job value), follow-ups due (unanswered estimates, overdue invoices, cold leads) and yesterday’s incomplete or skipped visits. A Yesterday Recap can carry visits completed against scheduled, money invoiced and received with refunds on their own line, new leads, and estimates created and approved. Each brief has its own send time and timezone, can skip days with nothing to report, and can be paused or removed.
Do review requests and work-completed emails look like they came from my company?
Yes. Both are branded, so a customer who receives a visit summary and then the "How did we do?" ask sees your name on each, rather than something that looks like software output.
How do I know a customer opened something?
The customer activity inbox records portal events as they happen: payments, estimate approvals and declines, deposits, failed payments, first logins and first document views, with an unread count on the bell in the top bar.
Which plans include these?
Work-completed emails, daily briefs and the customer activity inbox are in every plan. The reviews and feedback engine is on Professional and Premier. Draft with AI, which writes the first draft of a review reply, is part of every paid plan.
Find out what customers think before they tell everyone else.
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