From Client Brief to Invoice — A Step-by-Step Project Breakdown in formspace.design

As the founder of formspace.design and someone who has transitioned from a landscape company director to developing my own tool, I understand the critical importance of a systematic approach to project work. From the first call to the final acceptance certificate, every step must be well-thought-out. In this article, I will share my approach, breaking down the stages of a typical landscape project, so you can see how I achieve efficiency and transparency for the client.

My Approach to Initial Client Communication

The first client contact is not just about gathering information; it's an opportunity to build trust. I always start by deeply understanding their needs, dreams, and even hidden desires. My goal is not to sell a service, but to understand the person who will live on this plot. I ask questions about family composition, lifestyle, leisure preferences, favorite colors, and even how they envision their morning in their future garden. This helps me create not just a beautiful landscape, but a functional space that will bring joy for many years.

At this stage, I always try to ascertain the initial budget and timelines to immediately understand the project's scope. Clients often don't have a clear idea of the cost, and my task is to gently guide them by explaining what influences the price. This helps avoid misunderstandings in the future. Unfortunately, many landscape companies still don't use a proper CRM, which complicates the systematization of briefs and communications.

Developing the Terms of Reference (ToR) — The Foundation of Success

After the initial communication, I move on to developing a detailed Terms of Reference. This is the cornerstone of any project. In the ToR, I record all key aspects: functional zoning (e.g., barbecue area, children's playground, vegetable garden), stylistic preferences, desired plants, materials, and technical requirements for engineering systems (lighting, irrigation, drainage). I cannot stress enough that rushing this stage is the most common mistake. If the ToR is superficial, it will almost certainly lead to rework and a budget increase of 15-20% or more.

The ToR must be as specific as possible. For example, not just «a beautiful pond,» but «a decorative pond 0.8-1.2 m deep with filtration and the possibility of keeping a small number of fish.» Every detail matters and affects the final result and cost. I always give the client time to carefully review and sign the ToR to ensure we are on the same page.

Preliminary Zoning and Site Concept

Once the ToR is ready, I proceed with developing the overall concept and preliminary zoning. At this stage, I don't delve into minor details but work with large blocks: where the house will be, where the terrace will be located, how the main paths will run, and where functional zones will be placed. For a plot of 10-15 ares, I usually offer 2-3 zoning options so the client can choose the most suitable one. For example, one option might focus on active recreation areas, another on privacy and relaxation, and a third on aesthetics and decorativeness.

It's important to me that the concept is not only beautiful but also logical in terms of movement around the site and its use. For instance, a barbecue area of about 12-15 m² should be conveniently located relative to the kitchen and dining area, and a children's playground (20-30 m²) should be in a safe place visible from the house. At this stage, I often use quick sketches and collages to visually convey the idea.

Detailed Project Development and Material Selection

After the concept is approved, the most labor-intensive stage begins: detailed design. This involves developing all necessary drawings: master plan, dendroplan, layout plan, planting plan, lighting and irrigation schemes, paving plans, and plans for small architectural forms. For paths, I often recommend a width of at least 1.2 meters for main thoroughfares and 0.8 meters for secondary ones, to ensure comfortable movement.

Concurrently, specific materials and plants are selected. Here, I strive to consider not only aesthetics but also practicality: climatic conditions, maintenance, durability, and market availability. For example, for paving paths, I might suggest granite sett, clinker, or concrete slabs, explaining the pros and cons of each option. Plant selection is also critical: it's important that they establish well, are resistant to diseases and pests, and do not require excessive care, especially if the client does not plan to hire a gardener. My experience using AI for plant selection, which I previously wrote about in the article can AI select plants, also comes in handy here.

Coordination and Adjustments: Flexibility is Key to Success

The design process is always a dialogue. I regularly meet with the client to show intermediate results, listen to their comments, and make adjustments. It's important to be flexible, yet also able to defend professional decisions when they are justified. Sometimes clients request changes that could negatively impact the project's functionality or durability. My task is to find a compromise or offer an alternative solution that satisfies both parties.

Adjustments can be minor, such as changing the tile color, or more substantial, requiring the rework of entire blocks. I always warn that every significant adjustment beyond the approved ToR can affect the project's timeline and cost. Typically, detailed project approval takes 2 to 4 weeks, depending on the complexity and the client's responsiveness.

Estimating: Transparency and Accuracy

After final project approval, I proceed to compile a detailed estimate. This document outlines all types of work, material quantities, their cost, as well as the cost of design services and author's supervision. My goal is to make the estimate as transparent and understandable as possible for the client, so they can see what every ruble is paying for.

I break down the estimate into main sections: earthworks, drainage, paving, plant installation, irrigation and lighting systems, and small architectural forms. For each item, the unit of measurement, quantity, unit price, and total cost are indicated. This approach allows the client to easily track expenses and understand the budget structure. I strive to automate this process as much as possible to minimize errors and speed up calculations. I have already shared my experience on how estimate automation reduced calculation time in the article case study: how estimate automation.

Implementation and Control: From Drawing to Reality

After the estimate is approved and the contract is signed, the implementation stage begins. My company «Dom i Sad» (which I founded in 2000) has always strictly monitored the quality of work performed. I regularly visit the site for author's supervision to ensure that all work is carried out in accordance with the project and approved standards. This includes controlling adherence to technologies, material quality, and deadlines.

For example, when laying paving, I check the correctness of base preparation (a layer of crushed stone no less than 15 cm, a layer of sand 5 cm); when planting plants, I check the correspondence of varieties, root system sizes, and correct planting. Any deviations are promptly recorded and rectified. It's important to remember that even the most ideal project can be ruined by poor implementation, so control is a continuous process.

Project Closure and Ongoing Support

Once all work is completed, we conduct a final acceptance of the object with the client. I provide all executive documentation, instructions for plant and system care, as well as recommendations for further site maintenance. This might include a watering calendar, fertilization schedule, or tree pruning advice.

For me, a project doesn't end with signing the acceptance certificate. I always offer ongoing service maintenance, especially in the first year after completion. This ensures that plants have established, systems are working correctly, and the client is completely satisfied with the result. Long-term client relationships are what I always strive for.

How to Plan a Project in formspace.design

When I started my journey in landscape design, I always lacked a convenient tool that would allow me to quickly translate ideas into visual projects. It was from this pain that formspace.design was born. Imagine a client comes to you with a photo of their 12-are plot and says: "I want something modern, but with space for children and a barbecue area." My first step is to upload the plot photo to the design by photo (3.1) module. This allows for basic visualization and understanding of the initial data.

Next, I move to the AI concept (2.1) module. Here, using simple prompts, I can generate several layout options, for example, in minimalism, eco-design, or classical style. These are not just pretty pictures, but functional ideas that consider zoning. We select 2-3 of the most preferred concepts with the client, and based on them, I begin detailing in the planning module (1.x). Here I can precisely place zones (e.g., a children's playground of 25 m², a recreation area with barbecue of 18 m²), lay paths 1.2 m wide, arrange main objects, and even start selecting plants. This approach allows me to quickly and clearly show the client what their future plot will look like and avoid costly reworks during the construction phase, as all details can be discussed and adjusted even before work begins.

FAQ

How long does project development usually take?

The project development timeline heavily depends on its complexity and the size of the plot. For small plots (up to 10 ares) with simple functionality, it might take 3-4 weeks. Larger and more complex projects, involving detailed engineering systems and numerous small architectural forms, can require 2-3 months. The client's responsiveness in approving stages is also an important factor.

What if the budget is limited?

In the case of a limited budget, I always recommend focusing on the essentials: functional zoning, main paths, irrigation system, and basic landscaping. Some elements, such as complex decorative compositions or expensive small architectural forms, can be postponed and implemented in stages in the future. The main thing is to lay a foundation that will be easy to develop.

How often are project revisions necessary?

Making revisions is a natural part of the creative process. I try to record all wishes as accurately as possible in the ToR to minimize their number in later stages. Typically, most adjustments occur at the concept and preliminary zoning stage. At the detailed design stage, changes become more labor-intensive and can affect timelines and costs.

Do you provide a warranty for the work performed?

Yes, my company "Dom i Sad" has always provided a warranty for the work performed and planting material. This typically includes 1 year for plant establishment (provided proper care) and 2-3 years for construction and engineering work, assuming no external impacts. The details of warranty obligations are always stipulated in the contract to ensure transparency for both parties.

Is it possible to start work without a complete project?

I strongly advise against starting work without a complete and approved project. This leads to chaotic construction, inefficient budget use, constant reworks, and consequently, disappointment. A project is a roadmap; without it, you risk getting lost and spending far more resources than planned. Remember, "measure seven times, cut once" — this rule is especially relevant in landscape design.

How to choose a contractor for project implementation?

Choosing a contractor is a critically important stage. I advise paying attention to the company's experience, portfolio, client reviews, and estimate transparency. Always conclude a contract that clearly specifies timelines, cost, warranty obligations, and party responsibilities. Don't hesitate to ask questions and check licenses or certificates, if applicable.

In Conclusion

This entire journey — from the first brief to the final invoice — is a complex yet fascinating process where every detail matters. My experience in landscape design and my drive for automation led me to create formspace.design, a tool that helps make each of these steps more efficient and understandable. I believe that the right approach and modern technologies allow us to create not just beautiful, but truly functional and durable landscapes. If you want to make your plot perfect, start with thoughtful planning — it will save you time, money, and nerves.