Menu Structure
Not on any menu: Design Projects (inactive), Seasonal Planner (inactive) — activate and assign menu as needed.
Template Details
| Template | Purpose | Features |
|---|---|---|
| Menu 2 — Clients | ||
Client Directory Active · Menu 2 |
Master hub for all client relationships. Drives Contact Lookup across 15+ templates. | |
Job Sites Active · Menu 2 |
Individual property records with gate codes, irrigation zones, and site conditions. | |
Service Agreements Active · Menu 2 |
Recurring maintenance contracts with scope, frequency, and billing history. | |
Client Communications Active · Menu 2 |
Full interaction history log — calls, emails, complaints, and resolutions. | |
| Menu 3 — Jobs | ||
Work Orders Active · Menu 3 |
Core job execution record linking client, crew, costs, and field notes. | |
Job Schedule Active · Menu 3 |
Daily and weekly dispatch board with calendar-integrated Action Log. | |
Job Estimates Active · Menu 3 |
Formal proposals with itemized cost breakdown and status tracking. | |
Recurring Services Active · Menu 3 |
Individual recurring maintenance service lines with history and revenue tracking. | |
Before & After Photos Advanced · Menu 3 |
Photographic portfolio and quality control documentation for completed jobs. | |
Punch Lists Active · Menu 3 |
Multi-step completion checklists and inspection tracking for complex jobs. | |
| Menu 4 — Finance | ||
Invoices Active · Menu 4 |
Accounts receivable with line-item Transaction Log and past-due calendar alerts. | |
Payments Received Active · Menu 4 |
Cash receipts register by client with method, reference number, and deposit date. | |
Job Costs Active · Menu 4 |
Per-job profitability analysis comparing actual vs. quoted costs. | |
Annual Budget Active · Menu 4 |
Business financial planning with revenue targets and quarterly review tracking. | |
Supplier Purchases Active · Menu 4 |
Purchase orders and vendor expense records with job cost allocation. | |
Equipment Loans Advanced · Menu 4 |
Equipment financing records with payment history and payoff tracking. | |
| Menu 5 — Crew | ||
Crew Members Active · Menu 5 |
Employee directory feeding Contact Lookup for time, training, and incident templates. | |
Time & Hours Active · Menu 5 |
Daily time entry records by employee with payroll period accumulation. | |
Crew Training Active · Menu 5 |
OSHA safety and skills training history with certification expiration alerts. | |
Certifications & Licenses Active · Menu 5 |
Business and individual license tracking with expiration calendar alerts. | |
| Menu 6 — Equipment | ||
Equipment Fleet Active · Menu 6 |
Master asset registry for trucks, mowers, and equipment with depreciation tracking. | |
Equipment Maintenance Active · Menu 6 |
Service and repair history with next-service calendar alerts and cumulative cost tracking. | |
Tool Inventory Active · Menu 6 |
Hand tool and small equipment tracking by crew assignment and condition. | |
Fuel Tracking Active · Menu 6 |
Per-fill fuel consumption records by vehicle with monthly cost accumulation. | |
| Menu 7 — Operations | ||
Supplier Directory Active · Menu 7 |
Master vendor directory feeding Contact Lookup for purchasing templates. | |
Materials Catalog Active · Menu 7 |
Pricing reference for standard materials with markup and supplier details. | |
Plant Library Advanced · Menu 7 |
Searchable plant and tree reference with care requirements and sourcing. | |
Safety Incidents Active · Menu 7 |
OSHA-compliant incident documentation with corrective action tracking. | |
Chemical & Pesticide Log Active · Menu 7 |
State-required pesticide application records with EPA reg numbers and re-entry dates. | |
Subcontractors Active · Menu 7 |
Sub-contractor roster with insurance expiration alerts and performance log. | |
| No Menu — Advanced / Specialized | ||
Design Projects Advanced · No Menu |
Full design-build project management for landscape design firms. | |
Seasonal Planner Advanced · No Menu |
Annual operational planning template for seasonal service transitions. | |
Template Relationships
Four master directories power Contact Lookup relationships across the entire collection. Each arrow shows a template that links back to its master directory.
Client Directory (master) → used by:
Job Sites
Service Agreements
Client Communications
Work Orders
Job Schedule
Job Estimates
Recurring Services
Before & After Photos
Punch Lists
Invoices
Payments Received
Job Costs
Chemical & Pesticide Log
Design Projects
Crew Members (master) → used by:
Time & Hours
Crew Training
Certifications & Licenses
Safety Incidents
Supplier Directory (master) → used by:
Supplier Purchases
Equipment Fleet (master) → used by:
Equipment Maintenance
Related Information: Every record in Data Fortress supports unlimited user-defined cross-template links. Use this to link Work Orders to Invoices, Job Costs to Supplier Purchases, or any other ad-hoc relationship your workflow requires — no template configuration needed.
Activation Strategy
27 of 32 templates are active at install, giving you an immediately functional system. Advanced templates become available as your operation grows. Toggle the Inactive checkbox on any template record to activate it.
✓ Active at Install (27)
Client Directory
Job Sites
Service Agreements
Client Communications
Work Orders
Job Schedule
Job Estimates
Recurring Services
Punch Lists
Invoices
Payments Received
Job Costs
Annual Budget
Supplier Purchases
Crew Members
Time & Hours
Crew Training
Certifications & Licenses
Equipment Fleet
Equipment Maintenance
Tool Inventory
Fuel Tracking
Supplier Directory
Materials Catalog
Safety Incidents
Chemical & Pesticide Log
Subcontractors
◎ Advanced — Activate When Ready (5)
Before & After Photos
Activate for photo portfolio management and client visual reporting
Equipment Loans
Activate when equipment is financed on loan or lease
Plant Library
Activate for design-build operations needing a plant reference database
Design Projects
Activate for companies offering landscape design services; assign to Jobs menu
Seasonal Planner
Activate for annual operational planning and seasonal transition management
Getting Started
1
Populate Your Directories
Add all clients to Client Directory, employees to Crew Members, and key vendors to Supplier Directory. These power Contact Lookup throughout the collection.
2
Document Your Properties
Create a Job Site record for each property. Link to its client. Add gate codes, irrigation zones, and special instructions to each site.
3
Enter Service Agreements
Document your recurring maintenance contracts with scope, frequency, and billing amounts. This gives you a clear view of contracted annual revenue.
4
Start the Work Order Flow
Create Work Orders for scheduled jobs. After completion, document labor hours, materials used, and any field notes. This feeds invoicing and cost analysis.
5
Register Your Equipment
Enter all trucks, mowers, and equipment in Equipment Fleet. Set next service dates on each record to get calendar alerts before maintenance is due.
6
Explore & Expand
Activate advanced templates as your operation grows. Add the Pesticide Log for compliance, Design Projects for design services, or Seasonal Planner for annual ops management.
Pro Tips
Tag Everything for Deep Search
Use hashtags like #JONES, #COMMERCIAL, #IRRIGATION on Work Orders and Job Sites. Deep Search finds all related records instantly across every template.
Calendar as Your Dispatch Board
Job Schedule Action Log entries appear on the calendar. Use the weekly view for crew briefings — every job is visible by date with client name and location.
Link Work Orders to Invoices
Use Related Information to link each completed Work Order directly to its Invoice. Creates a complete job-to-payment chain without extra fields.
Pesticide Log Compliance
Log each chemical application immediately after it occurs. The Action Log timestamps each entry automatically, creating the legally required application record for license inspections.
Equipment Maintenance Alerts
Set "Next Service Due" as a calendar date on every equipment record. You'll see maintenance needs before they become mid-season failures — protecting your most expensive assets.