We follow the same five-phase process on every project — regardless of size. It keeps expectations aligned, eliminates scope creep, and ensures the plan we deliver actually fits your property.
The first thing we do is come to your property — not your inbox. We want to see the land before we say anything about it. We walk every inch of the area in question: noting how water moves across the surface, where the shade falls, what the soil looks and feels like, where existing plantings are healthy versus struggling, and how you describe using the space.
This visit isn't a sales call. We're not trying to upsell you on services you don't need. We're gathering the information we need to make good recommendations — and listening to what you actually want out of your outdoor space.
Most companies skip this step or rush through it. We build our entire process around it.
After the site visit, we do actual research. That means verifying material availability and pricing, checking local permit requirements, researching plant species performance in your specific conditions, and — where applicable — consulting with drainage or structural specialists.
We don't pull a proposal out of a drawer. We design your project from scratch based on what we observed and what you described. This phase takes longer than most clients expect — but it's the reason our proposals are accurate and our installs go smoothly.
If your project requires permits, we identify that in this phase and factor the timeline and cost into the proposal rather than surprising you later.
We present a written proposal that is specific, detailed, and transparent. Every line item is explained. Material quantities are justified. Labor costs are broken out. If there are optional additions or phased alternatives, they're presented clearly so you can make informed choices.
We walk you through the proposal in person or on a call — not just email it and wait. If you have questions, we answer them. If something doesn't make sense, we revise it. We don't pressure you to sign on the first pass.
Once we reach agreement, we document the scope in a signed contract. That document protects both of us — it defines exactly what's in and what's out, sets the payment schedule, and establishes how changes are handled if they come up during execution.
Once the agreement is signed, we move into procurement and scheduling. We source all materials specified in the proposal — plants from quality nurseries, hardscape materials from licensed suppliers, drainage components from professional-grade distributors. We do not substitute materials without notifying you first.
Scheduling is coordinated around your calendar and the availability of any subcontractors or specialty crews. We give you a project start date and a projected completion window before work begins — and we communicate immediately if anything changes that timeline.
If permit pull timelines affect the schedule, we manage that process and keep you updated throughout.
We manage execution from first shovel to final walkthrough. We are on-site or in close communication throughout the installation — not just at the beginning and end. Quality checkpoints are built into the process so problems are caught early, not after the concrete is poured.
If an unexpected condition is discovered during excavation or installation (a buried obstruction, a drainage configuration we didn't anticipate, plant health issues), we stop and communicate with you before proceeding — we don't just charge you for the change and inform you later.
The job isn't done when the crew leaves. We do a formal walkthrough with you, create a punch list of any remaining items, and don't consider the project closed until you sign off. Post-project care instructions are provided in writing for plantings and sod installs.
A defined process prevents misunderstandings, scope creep, and rework. When both sides know what phase we're in and what comes next, projects run cleaner and close faster. The process isn't bureaucracy — it's how we deliver consistent results.
We don't guess. Before we recommend a plant, material, or drainage approach, we verify it's the right choice for your specific conditions. That due diligence in Phase 2 is what makes Phase 5 go smoothly.
Every number in our proposal is explainable. Every change we make mid-project is communicated before it happens. We'd rather have a hard conversation about a cost change than surprise you with it on the final invoice.
Yes. The discovery site visit is complimentary and comes with no obligation to hire us. We believe you should be able to talk to us and see how we operate before committing to anything.
It depends on project complexity and material lead times. For a straightforward install — sod, plants, a patio — the process from site visit to first day of work is typically 2–4 weeks. For larger projects requiring permits or specialty materials, plan for 4–8 weeks. We'll give you a realistic timeline in the proposal.
Yes. If your project requires a permit (retaining walls over a certain height, drainage work in flood zones, etc.), we identify that during Phase 2, include the permit cost in the proposal, and manage the application process. We will never start work that requires a permit without pulling one first.
We stop and call you. Buried obstructions, drainage configurations we couldn't see from the surface, plant health issues that weren't visible at first — these things happen. We document what we found, explain how it changes the scope, and get your approval before proceeding. No surprise charges on the back end.
Absolutely not. Many of our clients implement their landscape design in phases over months or years based on budget. We'll design the full plan in Phase 2, then you can select which elements to implement first. We'll sequence the plan so each phase makes sense on its own.
We primarily serve Leon County — all parts of Tallahassee — as well as Gadsden County (Havana, Quincy) and parts of Jefferson County (Monticello). Call or email us if you're outside this range and we'll let you know whether we can accommodate your location.
Call us at (850) 822-0481, email us at clayton@southlandworksfl.com, or fill out the contact form on our website. We'll schedule the initial site visit and take it from there. The first step is always a conversation — and it's always free.
The first step is a free walkthrough. No quotes, no pressure — just an honest look at your property.
Book a Site Visit Call (850) 822-0481