Product Guide

• Landscaping company owners who want forward-looking cash visibility
• Fractional CFOs managing multiple green industry clients
• Operations managers tracking division-level profitability
• Bookkeepers who need to present financial summaries to ownership

• Owner View / Advisor View dual-mode across every page, with comparison-column charts (this year vs last year) throughout
• Home period filter — last month, last quarter, or year-to-date
• AR aging & cash recovery, profit reality check, crew pricing, and outstanding-checks tools
• 13-week cash forecast with prior-year seasonality
• Weekly cash projection and reconciliation
• P&L dashboards by division with year-over-year trends
• 4-bucket Direct Cost GPM (Labor, Materials, Subs, Equipment) benchmarked to industry standards
• Budget vs actual variance analysis
• Unclassified transaction monitor (catches suspense & Ask My Accountant balances)
• Automated alerts when KPIs hit thresholds
• CSV and PDF exports for every report

Go to greenbizkpi.com and click Start free trial. Enter your name, work email, company name, and a password. Your company workspace is created immediately and your 14-day trial starts on the spot — no payment method required to begin.

You'll receive a verification email. Click the link, then log in. During the trial you have full access to every feature: Owner View, Advisor View, all dashboards, the 13-Week Cash Forecast, and exports.

Any time during the trial, go to Billing in the top-right menu and pick a plan — $299/month or $249/month billed annually (save $600/year). You'll be sent to Stripe's secure checkout to add a card. After checkout, you're returned to the app and your subscription activates automatically.

If you don't add payment by the end of day 14, your workspace is paused and you'll be prompted to upgrade on your next login. Your data is kept — nothing is deleted — and you pick up right where you left off once you subscribe.

To change plans, update your card, download invoices, or cancel, click Manage subscription on the Billing page. That opens Stripe's customer portal where you control everything self-serve. Cancel anytime — no contracts.

Navigate to Settings → QuickBooks and click "Connect QuickBooks." You will be redirected to Intuit's secure OAuth page. Sign in with your QuickBooks credentials and authorize read-only access. GreenBizKPI never stores your QuickBooks password.

• Business type — Select your company type (Lawn Care, Landscaping, Tree Care, Irrigation, Fertilization & Chemical, Enhancements, Pest Control, Snow Removal, or Multi-Service) to get industry benchmarks
• State — Set your state for regional benchmark comparisons
• Divisions — Map your QBO Classes to divisions for per-division reporting
• Direct cost accounts — Tag specific accounts into 4 buckets (Labor & Taxes, Materials, Subcontractors, Equipment & Job Costs) for accurate Direct Cost GPM
• Bank accounts — Select which bank accounts to include in your cash starting balance

Go to the Home dashboard and click Refresh. GreenBizKPI will pull your P&L reports, bank balances, AP bills, and transaction history from QuickBooks. This typically takes 15-30 seconds.

• Bank accounts — Up to 3 bank accounts with starting balances (auto-populated from QBO if configured)
• Cash inflows — AR Deposits, AR Transfers, Clearent/card processing, Other cash in
• Cash outflows — Payroll, ACH payments, Credit card payments, Lease/loan payments, Transfers out, Other cash out
• Open bills — Select specific AP bills to pay that week from your QBO open bills list
• Minimum reserve — Set your target cash floor (default $50,000)

Once a week passes, you can reconcile by entering actual bank balances. The system compares your projected ending cash to the actual, showing dollar and percentage variance. This helps you calibrate your projections over time.

Before the details, the forecast shows a plain-English status: Safe, Watch, or Action Needed. Each comes with a one-sentence summary written for owners, not accountants — e.g. "You're safe for the next 13 weeks. You'll bring in $2.4M and pay out $2.3M. Ending cash: $190K." The technical table stays below for anyone who wants it.

Every number has a source. The forecast blends four different methods because different items behave differently:

• AR Collections — Last year's same-week QBO deposits, multiplied by your year-over-year growth factor (capped 0.5x–2.0x). If a specific week is missing prior-year data, falls back to a trailing 12-week average.
• Payroll — Prior year's monthly total from your P&L (using the payroll accounts you map) divided by weeks in that month, scaled by growth factor. This captures seasonality — landscape crews in January vs. June are dramatically different. Pulls from the P&L report rather than transactions, so it correctly handles payroll booked as Journal Entries, Paychecks, or Checks, not just standard Purchase transactions.
• Bill Payments — Your real open bills from QuickBooks, bucketed by actual due date. Past-due bills spread evenly across the first 4 weeks (labeled as "overdue 1/4", "2/4" etc.) rather than dumping a phantom lump-sum into week 1. Bills due beyond 13 weeks are excluded.
• Variable Costs — Trailing 12-week average of your ACH, credit card, and other miscellaneous outflows. These don't have strong seasonality for most businesses, so an average is more stable than trying to project per week. Not growth-adjusted.
• Manual Cash Events — Known upcoming inflows or outflows you add yourself. Useful for big one-offs the algorithm can't predict (tax payments, equipment purchases, customer deposits).

Week 1 starting cash is pulled live from your QuickBooks bank account balances (the accounts you mapped in Weekly Cash). Each subsequent week's starting cash = prior week's ending cash — rolling forward from reality, not a guess.

Set the minimum cash balance you want in the bank before you take action. The forecast flags any week where ending cash dips below this threshold. Edit it inline directly on the forecast page — the page suggests a reasonable starting point (roughly 2 weeks of your typical outflows), but you pick the exact number. Stored per-tenant, persists across sessions.

Every forecast we generate is logged silently. Each week, the product automatically compares the 1-week-ahead forecast's net cash change (inflows minus outflows) against what actually happened in QuickBooks. You get an aggregate accuracy percentage over trailing 4 weeks plus a per-week table showing forecast vs. actual.

This runs entirely on QBO actuals — you don't reconcile weeks manually, the product grades itself. If a week doesn't have a qualifying snapshot yet, that row shows "Not enough forecast history — check back next week."

Any week where ending cash drops below your cash safety net is marked critical (red highlight). The summary tells you time to act (weeks until the first critical week) and the lowest point across all 13 weeks.

Below the forecast, a "Are you tracking ahead of last year?" table shows your last 4 completed weeks of actual QuickBooks inflows and outflows compared to the same 4 weeks one year ago. The current in-progress week is skipped automatically so you're always looking at full-week numbers.

• A large equipment purchase you know is coming in Week 4
• A client deposit expected in Week 2
• A recurring weekly fuel or supply cost
• An insurance payment due in a specific week
• A loan disbursement or line-of-credit draw
• Correcting for a one-off expense last year that won't repeat (add an offsetting inflow)

1. Go to the 13-Week Forecast page
2. Find the "Manual Cash Events" card below the summary cards
3. Click "Add Event"
4. Enter a description, amount, type (inflow or outflow), and target week (1-13)
5. Toggle "Recurring" on if it applies to every week
6. Save — the forecast recalculates immediately

Weeks with manual events show a blue bolt icon. When you expand a week's breakdown, each manual event is listed individually under Inflows or Outflows with a bolt icon. Events are also included in CSV and PDF exports.

A toggle in the top-right switches between two modes — and it now works the same way on every screen, remembering your choice:

• Owner View — a plain-English verdict at the top, then three "question" cards (Am I making money? Am I growing? Are margins holding?), each with a comparison-columns chart and the numbers behind it
• Advisor View — Revenue, EBITDA, and Gross-margin KPI cards, a condensed P&L statement, and a key-ratios panel

A segmented control in the header rescopes the headline numbers — the verdict, the three question cards, and the supporting tiles — to the last completed month, the last complete quarter, or year-to-date (the default). The prior-year comparison shifts to match. The 12-month trend charts and Book Health stay full so you keep the long view.

A letter grade (A–F) that tells you whether the numbers above can be trusted — are your books reconciled, current, and free of uncategorized transactions? Expand Book health details for the per-account reconciliation breakdown.

If suspense accounts or "Ask My Accountant" balances exceed the threshold, a warning banner appears above the Key Metrics with the total, per-account breakdown, and a monthly trend chart.

A toggle in the top-right of the page switches between two modes:

• Owner View — plain-English hero cards, the 3 questions that matter, maximum 5 things on screen
• Advisor View — full CFO grid: EBITDA, GPM by division, ratios, variance, benchmarks, every metric

• Monthly revenue, COGS, gross profit, operating expenses, net income
• Margin percentages (gross, operating, net)
• 12-month trend charts
• Division-level filtering when QBO Classes are mapped
• EBITDA + Direct Cost GPM always pinned to the top bar

Each division can be tagged with a business type for industry-specific benchmarking. Available types:

• Lawn Care / Maintenance — mowing, basic upkeep (50% median GPM)
• Landscaping (Design/Build) — full landscape installs, hardscaping (45% median GPM)
• Tree Care / Arborist — trimming, removal, plant health care (55% median GPM)
• Irrigation — system design, install, repair, winterization (48% median GPM)
• Fertilization & Chemical — fert programs, weed control, turf applications (65% median GPM)
• Enhancements — mulch, plantings, seasonal color, garden bed renovations (50% median GPM)
• Pest Control — insect, grub, mosquito/tick programs (68% median GPM)
• Snow Removal — plowing, salting, de-icing, seasonal contracts (52% median GPM)
• Multi-Service — combined services across multiple verticals (48% median GPM)

Landscaping (Design/Build) covers large-scope projects: full redesigns, hardscaping, patios, retaining walls. These are bid-based, typically $5K–$100K+ per job, with heavy material and sub costs.

Enhancements are smaller add-on services sold to existing maintenance clients: mulch, seasonal color, shrub replacements, garden beds. Typically $500–$5K per job, labor-heavy with better margins. Most companies track them separately because enhancement revenue is tied to the maintenance base and more predictable.

Go to Settings → Divisions and map each division to one or more QBO Classes. Select the business type for each division to get the right benchmarks. Then refresh your data. Division reports will populate automatically.

The YTD summary shows 4 KPI cards with percentages of revenue:

• Gross Profit Margin % — budget target vs actual vs prior year
• Net Income Margin % — are you keeping more or less per dollar of revenue?
• Labor % of Revenue — crew cost efficiency vs budget
• COGS % of Revenue — total cost of goods sold as a share of sales

Each card shows the budget target, actual percentage, prior year percentage, and the point spread (e.g. "+1.2 pts" or "-0.8 pts") so you can see margin drift at a glance.

Every line item includes last year's actual alongside the budget and current year actual. Both the YTD table and monthly detail view show the prior year column with its own "% of Revenue" calculation, so you can compare margins across all three: budget, actual, and prior year.

The YTD table adds "Budget % Rev" and "Actual % Rev" columns next to every line item. In monthly detail view, each line group includes a blue "% Rev" row showing that month's actual percentage of revenue. Revenue itself always shows 100%.

Don't want to enter a budget from scratch? Use the "Based on Prior Year Actuals" option: pick Exact, +5%, +10%, +15%, +20%, or enter a custom growth percentage. The system pulls last year's actual P&L by month and applies the multiplier — one click gives you a realistic starting budget.

YTD totals only include months through the last completed month. If you're in April, the comparison is Jan–Mar budget vs Jan–Mar actual — not full-year budget vs 3 months of actual.

• Labor & Taxes — Crew wages, payroll taxes, workers' comp on billable labor
• Materials — Plants, mulch, fertilizer, hardscape supplies, consumables
• Subcontractors — Outside crews you pay to perform billable work
• Equipment & Job Costs — Fuel, repairs & maintenance, small tools, disposal fees, equipment lease/depreciation tied to production (new)

Standard green-industry cost accounting methodology puts field equipment costs in COGS, not overhead. If fuel, repairs, and equipment sit in your Operating Expenses, your gross margin looks artificially high and your Direct Cost GPM looks artificially low. Mapping this 4th bucket gives you the honest number the industry uses — the benchmark target is roughly 50–53% Direct Cost GPM for a healthy multi-service landscape company.

If the Equipment bucket is not configured, the dashboard shows an amber warning on the Direct Cost Breakdown table prompting you to map it.

1. Go to Settings → KPI Config
2. Set your State (used for regional benchmark adjustment)
3. Open the Direct Cost Accounts modal
4. Tag your QBO expense accounts into each of the 4 buckets
5. Save — the Direct Cost Breakdown table and GPM benchmark refresh automatically

• Your margin as booked vs as it should be once the flagged accounts are reclassified
• Each suspect account, the dollars involved, and which bucket it likely belongs in
• Plain-English reasoning for every suggestion — no accountant decoder ring needed

Some suggestions won't apply to how you run your books — that's fine. Mark any suggestion as Reviewed and it drops out of the active list into a collapsed section, and the corrected-margin number recalculates as if you'd already handled it. Nothing is changed in QuickBooks — this is a read-only second opinion, not an edit to your books.

• Crew size, average wage, labor burden (taxes & benefits), and an allowance for unbillable downtime
• Equipment cost per hour (truck, mowers, plows — whatever runs on the job)
• Overhead allocation per crew-hour — auto-suggested from your QuickBooks overhead, with an override if the suggestion is off
• Your target profit margin and active season — defaults are pre-filled by your state and service type, and you can edit anything

The variance view compares your target rate (and the annual revenue it implies) against what you actually billed in QuickBooks year-to-date. If there's a gap, it tells you in dollars how much you likely left on the table — either by pricing below target or billing fewer crew-hours than planned.

Crew Pricing is opt-in — setup takes about 20 minutes per division. Turn it on in Settings → KPI Config when you're ready.

• Total outstanding and how much is seriously late (90+ days)
• The biggest individual balances, ranked, so the highest-leverage calls are obvious
• A 30-day trend — is your overdue pile growing or shrinking?
• An optional alert when the 90+ day balance crosses a threshold you set

• Every uncleared check by bank account, with payee, amount, and age
• A bank-account picker so you can check one account at a time
• The total still "in flight" — the gap between book balance and bank balance

If a check has actually cleared but QuickBooks hasn't caught up, you can mark it cleared (single or in bulk) and it moves to a hidden section. You can also exclude specific accounts you don't want tracked. CSV export is available for reconciliation prep.

• Add an entry, tag it (Timing, Deferred revenue, Unbilled work, or Other), and write a one-line note
• Open items stay at the top; mark them Done once handled and they move to the closed list
• Filter by type, and export the whole journal to CSV to hand off

• Gross margin, operating margin, net margin percentages
• Revenue, gross profit, net income dollar amounts
• Year-over-year percentage changes
• Month-over-month percentage changes
• Budget variance percentages
• Cash crunch forecast (13-week critical week detection)

Active alerts appear on your Home Dashboard. You can configure email notifications to send alerts to multiple recipients when triggered.