For landscaping & lawn care
Keep your crew rolling and your equipment running
1 day
Average cost of a mower down during peak season
40%
Of equipment failures are preventable with scheduled maintenance
3–5×
Longer equipment life with consistent service records
Also used by: tree services, irrigation companies, snow removal operations, hardscaping & design-build, and property management companies.
What you track
Every asset your business depends on, finally organized
Service records, costs, and maintenance schedules tied to each asset — so nothing slips when a crew lead changes or peak season hits.
Trucks & vehicles
Oil changes, inspections, tire rotations, registrations, and repair history per truck.
Mowers & large equipment
Blade sharpening, belt replacements, oil changes, and pre-season checklists per machine.
Trailers & attachments
Hitch maintenance, lighting checks, tie-down condition, and annual inspection records.
Small equipment & tools
Trimmers, blowers, edgers, and sprayers — service intervals, repair costs, and condition notes.
The shop & yard
Your storage facility or yard as a property — with spaces, maintenance tasks, and documents attached.
Documents & receipts
Invoices, purchase records, warranties, insurance certificates, and DOT paperwork.
Seasonal checklists
Pre-season startup and end-of-season winterization checklists for every asset class.
Cost tracking
See total maintenance and repair spend per asset over time. Know which equipment is costing you most.
Licenses & compliance
Business licenses, pesticide applicator certs, insurance certificates, and DOT compliance — with expiry tracking and document storage.
How setup works
Add your fleet and equipment in an afternoon
Photo-assisted setup gets you started fast. Add trucks like vehicles, tools like belongings — the structure works the same across everything.
Add your trucks and vehicles
Upload a photo of the registration or the vehicle itself — AI prefills make, model, year, and mileage automatically. Add each truck, van, or trailer as a separate vehicle.
Works for cars, trucks, vans, trailers, and heavy equipment with engine hours.
Add mowers, tools, and equipment
Add equipment as belongings with serial numbers, purchase dates, and purchase value. Upload a photo of the serial number plate for AI prefill. Group items by your shop or yard as the location.
Use room-style inventory mode to photograph your trailer or shop and identify multiple items at once.
AI builds your maintenance plans
For each vehicle, AI suggests a service schedule based on make, model, and mileage — including time and mileage intervals, cost estimates, and DIY vs shop guidance. For equipment, AI recommends seasonal and interval-based maintenance tasks.
Nothing is added without your confirmation. Approve, adjust, or skip any item.
Invite your team
Add crew members with role-based access. Assign maintenance tasks so the right person gets the right reminder — without you chasing it down.
Ask Copilot
Stop searching. Start asking.
When is Truck 3 due for an oil change?
Due at 87,400 miles — currently at 86,100. Last service was March 8 at Quick Lane. Invoice attached.
Which mowers need blades sharpened before next week?
2 mowers are overdue: the Scag 48" (last done April 2) and the Exmark 60" (last done March 18). Both flagged.
What have we spent on repairs this season?
$3,840 across 7 repair events. Largest: F-250 transmission, $1,620 in May. Full breakdown available.
Show me the warranty for the Husqvarna trimmer.
3-year warranty, purchased January 2024. Expires January 2027. Receipt and warranty card saved.
What's the pre-season checklist for the trailers?
6 items: lights check, tire pressure, hitch inspect, tie-down inventory, brake check, registration verify. 2 completed, 4 open.
When does our pesticide applicator license expire?
Due for renewal October 31, 2026. Certificate saved. Last renewed October 2023 for $220 with the state ag department. Reminder set for 60 days before.
Licenses & compliance
The paperwork that keeps you legal — tracked like everything else
A lapsed pesticide license or expired insurance certificate mid-season can shut down a job. iMaintain treats licenses and compliance documents the same way it treats equipment — with expiry dates, renewal reminders, and files attached.
Why this matters for landscaping specifically
Landscaping companies that apply herbicides or pesticides are typically required to hold a state-issued applicator license — regulated separately from your business license. Many states require renewal every 1–3 years with documented continuing education hours. A lapse can mean fines, stop-work orders, or loss of commercial contracts.
Business license
State or county business license with annual renewal date, fee, and certificate saved.
Pesticide / herbicide applicator
State-issued applicator license with expiry date, renewal cost, and CE hour requirements tracked.
Contractor's license
Required in some states for landscaping work above certain thresholds. Expiry and renewal tracked.
Liability insurance certificate
Annual renewal date, coverage amount, insurer contact, and certificate of insurance saved.
Workers' comp certificate
Annual renewal tracked alongside your liability coverage — ready to share with clients on request.
DOT / vehicle compliance
Commercial vehicle registrations, DOT number, and weight-threshold compliance per truck.
How it works in iMaintain — using providers
Providers keep renewals, documents, and costs in one place
Add the issuing entity as a provider — the state ag department for your pesticide license, your insurer for liability and workers' comp, your city or county for business licenses. Each provider has its own schedule, renewal reminders, document storage, and cost history.
State ag department
Provider for your pesticide license with annual or biannual renewal reminders, certificate attached, and renewal cost history over time.
Insurance company
Provider for liability and workers' comp with annual renewal reminders, certificates of insurance saved, and premium cost tracked per renewal.
City / county licensing office
Provider for your business license renewal — with fee history, filed documents, and renewal reminders on the calendar.
License renewals from your providers sit alongside truck oil changes and equipment service on your unified iMaintain calendar. Compliance and maintenance share the same view — nothing lives in a separate system or a sticky note.
For crews
Records that do not walk out the door when someone does
When a crew lead leaves, the service history and equipment knowledge usually goes with them. iMaintain keeps that information in one place your whole team can access.
Owners & managers can
- Assign maintenance tasks to crew members with due dates
- See what is overdue across the entire fleet at a glance
- Track repair costs per asset over the full season
- Pull up any invoice, warranty, or manual instantly
- Share records with mechanics or dealers without digging
Crew members can
- See assigned tasks and mark them complete
- Log a repair or issue right from the field
- Check what was last done on a piece of equipment
- Submit a maintenance request via QR code scan — no account needed
- Access Copilot to ask questions about any asset
QR codes in the field
QR codes make field reporting effortless
Attach a QR code label to any truck or piece of equipment. Crew members scan it to report an issue, attach a photo, or submit a service request — no app, no account. It lands directly in your iMaintain Inbox.
From the Inbox you can review the message, assess urgency, save attached photos directly to the asset's file library, and convert maintenance requests into trackable tasks — all without leaving iMaintain.
Why it matters
One breakdown in peak season costs more than a year of iMaintain
Catch service intervals before equipment fails at a job site
Know exactly what every truck and machine has cost you this season
Pre-season and winterization checklists that do not live in someone's head
Make smarter replace-vs-repair decisions with real cost history
Keep warranty and service records ready for dealer visits or resale
Onboard new crew members faster — records and history already organized
Never miss a license or insurance renewal that could shut down a job
Scales with your operation
Whether you run one truck and a trailer or a full crew with multiple rigs and a shop — iMaintain uses the same structure. Add assets as you grow. No relearning.
Works year-round
Spring startup, peak season tracking, and fall winterization — iMaintain gives you a checklist structure that repeats every year and builds a permanent service history as it goes.
Recommended plan
Built for landscaping teams — Business plan
The right plan to give you team access, multiple crew views, and the operational structure your company needs — starting at $49/mo.
Business
Starting point — scale with add-ons as you grow.
- Up to 5 users (owner, office, crew leads)
- 10 vehicles, 10 properties, 1,000 assets to start
- Multiple teams — separate crew, office, and owner views
- Task assignment with notifications
- Role-based permissions
- Full Copilot access
- Priority support
Add-ons scale with your operation
If the Business defaults are not enough — more trucks, more equipment, more crew — add-ons let you expand exactly what you need without moving to a different plan.
Field crew do not need seats
Crew members who only submit issues or maintenance requests via QR code do not use a seat. The 5 users cover owners, office staff, and crew leads who need full access.
14-day free trial
Start with a 14-day free trial on the Essential plan — no credit card required. Add your fleet, equipment, and compliance records, then upgrade to Business when you are ready.
Built on trust
Your data stays yours.
iMaintain is built for long-term ownership. Keep your records portable, searchable, and available as your life changes.
Privacy by default
Records kept secure, never sold or shared with advertisers.
Export anytime
Download your full records as a human-readable ZIP. No lock-in.
AI that doesn't train on you
Copilot uses your data to answer questions. It never trains on it.
Controlled sharing
Role-based access. Invite family or teammates with clear permissions.
Your equipment works hard. Give it records to match.
Start with a 14-day free trial on the Essential plan. Add your fleet, equipment, and compliance records — then upgrade to Business when your operation is ready.
Essential plan · 14-day free trial · No credit card · Upgrade to Business anytime