From Missed Estimates to Coordinated Outdoor Operations
The moment an estimate request is captured with Project DNA — service type, property size, urgency, and budget — and routed to the right estimator while crews are still finishing their current job.
Recommended starting point:Foundation Package
The Problem
Landscaping and outdoor service businesses don't lose revenue because of poor workmanship — they lose it in the 'Estimate & Intake Gap.' Calls come in while crews are on-site, owners are driving between jobs, or weather shifts priorities in real time. High-intent homeowners don't leave voicemails; they call the next company. Meanwhile, owners waste hours each week driving to low-budget estimates, answering repetitive questions about pricing and availability, and manually chasing photos, addresses, and scope details. Without a system to capture Project DNA up front — service type, property size, urgency, and budget — landscaping businesses scale chaos instead of margin.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Intake Specialist
Routing Manager
Engagement Lead
Policy Expert
System Logic: Inbound inquiry received via phone or web
Intake Specialist
Qualifies intent and gathers core requirements.
Policy Expert
Checks internal SOPs for case-specific compliance.
Routing Manager
Assigns to appropriate department with full context.
Engagement Lead
Schedules automated follow-up sequence.
Where Most Landscaping Companies Start
Most landscaping companies begin with the Foundation Package, which installs the core, private infrastructure required to run Operator locally — ensuring customer lists, property photos, and estimate logic stay on your hardware, not a third-party cloud.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One HQ deepened beyond Lite mode (e.g., Voice or Data/RAG)
What It Can Do
- Answer inquiries 24/7, capturing after-hours and weekend demand
- Capture Project DNA: service type (Maintenance, Hardscape, Tree, Irrigation, Snow), property type (Residential, Commercial, HOA), address and timing
- Route 'Estimate-Ready' inquiries to owner or estimator with a structured summary
What it intentionally does NOT include: Automated pricing or instant quote guarantees. Crew scheduling or route optimization. Payment processing or contract execution. Advanced photo or video analysis. The Foundation Package stops the missed-call revenue leak — it is the on-ramp, not the engine.
Capability Expansion Path
HQ Pro applies niche-aware logic for Residential vs Commercial clients, Maintenance vs Design/Build projects, and Emergency vs Routine requests. Includes Scope & Budget Branching.
Emergency tree-down gets immediate escalation. Low-budget residential requests get deferred or filtered.
Operator HQ represents Full Outdoor Operations Sync. The Core Stack operate as a single system. For landscaping companies, this typically includes:
Data HQ identifies repeat seasonal customers. Marketing HQ triggers spring/fall reactivation campaigns. Voice HQ handles inbound with full customer context.
Custom Operator is the 'Outdoor Services Command Center' — for multi-crew, multi-division, or regional operators.
This includes photo-based intake, multi-crew & division logic (lawn vs hardscape vs tree routing), and private SOP & capability RAG. This is bespoke, not templated.
Every tier reduces the Estimate & Intake Gap — higher tiers add scope qualification, seasonal coordination, and ultimately full outdoor operations control.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level and configuration.
Pricing Notes
Packages cap scope, not capability.
Operator does not provide instant quotes, schedule crews, or process payments. Capabilities depend on deployment, configuration, and existing systems.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.