Three Systems I Tried to Implement in “Dom i Sad” — And Why They Didn't Stick

Over the years of working in the landscape business, managing the 'Dom i Sad' company, I repeatedly faced a pressing need for automation and accounting. Each new implementation of systems designed to simplify our work ultimately led to disappointment. The reason is simple: none of the solutions took into account the unique specifics of landscape design and construction, turning attempts at automation into an endless process of adaptation and compromise. This became one of the main driving forces behind the creation of formspace.design – a tool initially tailored to our real needs.

The Eternal Problem: Why 'Universal' Doesn't Mean 'Suitable'

My automation journey began long before 'Dom i Sad'. Back in the 90s, working at 'Alkar-invest', I manually kept records, understanding that without a system, scaling was impossible. Back then, it was notebooks and basic spreadsheets, but even then, I was setting tasks for programmers regarding management accounting. With the advent of 'Dom i Sad' and the company's growth, we faced classic problems: chaotic project management, lost information, difficulties with estimate calculations, and the lack of a unified client and plant database. I understood that without automation, we would simply drown in routine. We worked with plots ranging from 6 to 25 'sotkas', each being a unique project with its own flora, terrain, and engineering systems. Universal CRMs, designed for selling goods or services, simply didn't 'see' this multi-layered complexity.

System #1: Attempting to Adapt a Universal CRM/ERP

The first step was implementing one of the popular universal systems – let's call it 'Classic CRM'. At first glance, it offered everything we needed: client management, tasks, projects. We spent a lot of time and money setting it up. Expectations were high: finally, everything would be transparent, estimates would be calculated quickly, and managers wouldn't lose leads.

However, reality quickly dampened our enthusiasm. The system was too cumbersome and inflexible. For example, for a landscape project where dozens of plant species with their unique characteristics (height, frost resistance, soil requirements), as well as materials for paths, irrigation systems, and lighting, needed to be accounted for, the standard products and services module was extremely inconvenient. Each item in the estimate required a detailed description, turning the input process into a long and painful ordeal. If an estimate consisted of 50-70 items, its compilation dragged on for 2-3 days, and any revision became a real challenge. Furthermore, employees accustomed to their spreadsheets and notes struggled to transition to the new, unfamiliar interface. Training took weeks, and the level of resistance to change was very high. Ultimately, the system was used only to 30-40% of its potential, and some data was still managed 'the old way'.

System #2: An Industry-Specific Solution – Seemingly What We Needed

Disappointed with universal systems, I started looking for specialized solutions for the construction or landscape industry. We found several programs that positioned themselves as 'CRM for builders'. This was a step in the right direction, but again with many caveats. These systems were better at managing construction phases, tracking materials, and brigades' working hours. However, the specifics of landscaping, where not only the act of planting a tree is important, but also its species, variety, age, care requirements, and the aesthetic component of the project, were once again overlooked.

For example, the project management module was too linear. In landscaping, work often runs in parallel, depending on the season, weather, and availability of planting material. We needed to plan flexibly, postpone deadlines, and change suppliers, but the system didn't allow for this. There was no possibility of project visualization, attaching photos to work stages, or quickly making changes to the site zoning plan. And for the client, the 'picture' is often more important than dry figures. We tried to 'fine-tune' the system, hiring third-party developers for customization, but this resulted in colossal budgets – up to several thousand dollars for minor functionality – and endless cycles of revisions. The result was only slightly better than with the first system. Employees again complained that 'it's easier to do in Excel'.

System #3: Custom Solutions and Cloud Spreadsheets

After two unsuccessful attempts, I decided to go another way: create something of my own, as simple and adapted as possible. We experimented with cloud spreadsheets (Google Sheets), trying to create our own mini-CRM. It was cheap and relatively flexible. I personally developed the table structure, formulas for calculations, and tried to link data about clients, projects, estimates, and payments.

This solution gave us a certain freedom: we could quickly change fields and add new functions. For example, I was able to implement the simplest material accounting, linking them to estimates and automatically calculating costs. But even here, there were pitfalls. Manually linking data between dozens of spreadsheets led to errors, especially when a project was managed by several managers, not just one. The lack of a centralized database, version control, access rights, and automatic notifications made the system fragile and vulnerable. Any careless step could lead to data loss or a breach in calculation logic. This required constant oversight and support from me, consuming an enormous amount of time that I could have spent on business development or creative tasks. I'll tell you how I tried to explain to a neural network what a coniferous corner is in another article: how I explain to a neural network what a coniferous corner of a garden is.

How formspace.design Helps Avoid Past Mistakes

All these years and all these failures led me to a single conclusion: the landscape business needs a tool created by landscapers for landscapers. This became the foundation for formspace.design. For me, a person who started programming independently with AI at 61, it became obvious that this was the only way to solve the problem.

formspace.design does not try to be a universal CRM or a complex ERP. It is a focused planner that takes into account the main stages of a landscape designer's work. For example, with the '1.x plan/zones/objects' module, you can easily zone a plot, arrange objects, and manage collections of plants and materials. This allows for quick creation of detailed plans, which then easily transform into estimates. And thanks to the '2.1 AI concept' module, you can get initial ideas for a project, saving hours on brainstorming. And, of course, '3.1 design by photo' is a revolution in client communication, allowing you to show how the garden will look on an actual photo of the plot, rather than an abstract 3D model. These are not just functions; these are solutions to specific pain points I encountered daily. You can read more about why most landscape companies don't have a proper CRM here: why most landscape companies don't have a proper CRM. My journey to creating formspace.design is not the path of a professional programmer, but the path of an entrepreneur who got tired of imperfect tools and decided to create his own.

FAQ

Why aren't universal CRMs suitable for the landscape business?

Universal CRMs are designed for a wide range of tasks and do not account for the specifics of landscape design. They cannot handle plant collections, complex site zoning, terrain and soil considerations, nor do they offer visualization tools, which are critically important for clients. Adapting them requires huge investments of time and money, yet the functionality remains limited.

What were the biggest challenges when implementing new systems?

The main challenges were team resistance, the systems' inflexibility to our unique processes, and the high cost of customization. Employees saw no value in complex interfaces that complicated rather than simplified their work, preferring proven, albeit inefficient, methods. Each system required retraining, which consumed resources and slowed down work.

What distinguishes formspace.design from the systems you tried before?

formspace.design stands out because it was initially designed with all the peculiarities of the landscape industry in mind. It offers intuitive modules for zoning, working with objects and plants, as well as innovative AI-powered functions for concepts and photo design. It's not an attempt to adapt a universal tool, but the creation of a specialized solution that I built based on my own many years of experience.

How can you convince a team to use a new system?

You can only convince a team if the new system genuinely simplifies their work, rather than adding bureaucracy. formspace.design, as a tool created for landscapers, strives to be as intuitive and useful as possible. It's important to show employees exactly how the system saves them time, minimizes errors, and improves client interaction, as well as to provide quality training and support at all stages.

What mistakes did I make when choosing software?

The main mistake was striving to find the 'ideal' universal solution that could do everything. I underestimated the uniqueness of the landscape business and overestimated the adaptability of ready-made programs. I also didn't always consider the factor of human resistance to change and didn't fully understand that the high cost of implementation and customization might not pay off if the system wasn't user-friendly for the end-user.

Is it possible to completely do without specialized software in landscape design?

Theoretically, yes, but it would be extremely inefficient and fraught with constant errors and loss of profit. Without specialized software like formspace.design, you would spend an enormous amount of time on routine calculations, approvals, and corrections, which would reduce your productivity and competitiveness. It's like trying to build a house without blueprints and modern tools – possible, but very difficult and expensive.

A Look into the Future

My experience with implementing systems at 'Dom i Sad' was long and sometimes painful, but it was precisely what led me to understand what tool the market truly needs. formspace.design is not just a program; it's the culmination of many years of experience and a striving for efficiency. I am confident that it will become a reliable assistant for everyone who, like me, loves landscape design and wants to make their work simpler and more enjoyable. Try formspace.design and see for yourself how much it can change your approach to plot planning.