Running a lawn care business means managing dozens of moving pieces at once — client calls to return, estimates waiting on approval, invoices past due, and crew members needing direction. LawnBook™'s task system keeps every action item in one place so nothing slips through the cracks during a busy season.
Creating Tasks
Open the Tasks tab and tap + to create a new task. Every task supports the following fields:
- Title — A clear, action-oriented name like "Call Smith to renew annual contract"
- Description — Optional detail or context, such as notes from a previous conversation
- Due date — The date by which the task should be completed
- Priority level — Low, medium, or high — affects sort order in the task list
- Linked record — Optionally attach the task to a client, invoice, estimate, or job for quick reference
- Assignee — Assign the task to yourself or a crew member on your account
Tip: Keep task titles short and action-oriented. Start with a verb: "Call," "Send," "Review," "Follow up on." This makes it easier to scan your task list at a glance and know exactly what action is needed.
Task Types
LawnBook supports three categories of tasks to match how you actually work:
- Reminders — Time-sensitive actions that need to happen by a specific date and time, such as calling a client back or placing a supply order before the weekend
- Follow-ups — Actions tied to a specific client interaction, like following up on a sent estimate or checking whether an overdue invoice has been paid
- To-dos — General action items without strict deadlines — things like updating a client's property notes or organizing route assignments for next week
Tasks can be assigned to yourself or to any crew member who has access to your LawnBook account. Assigned tasks appear in that crew member's task list, so everyone knows what they're responsible for each day.
Tip: Use follow-up tasks whenever you send an estimate. Set the follow-up for 3–5 days after sending, so you have a built-in prompt to check on the client's decision without relying on memory.
Reminders & Notifications
Every task can have a reminder attached to it. When creating or editing a task, tap Add Reminder to configure:
- Reminder time — How far in advance to send the notification (15 minutes, 1 hour, 1 day, 2 days, or 1 week before the due date)
- Notification tone — Customize the alert sound for task reminders in your device settings, separate from other LawnBook notifications
- Repeat — For recurring tasks, set the reminder to repeat daily, weekly, or monthly
Push notifications for task reminders are delivered to your device even when LawnBook is not open. If you have multiple devices logged in, notifications appear on all of them. Make sure notifications are enabled in your device settings under LawnBook > Notifications.
You can snooze a reminder directly from the notification banner. Snoozing moves the reminder forward by 1 hour, giving you a brief buffer without losing track of the task entirely.
Auto-Generated Tasks
LawnBook automatically creates tasks for the most common follow-up scenarios in your business so you don't have to create them manually. Auto-generated tasks appear in your task list just like manually created ones, marked with an "Auto" badge so you can distinguish them.
The two main auto-generation triggers are:
- Overdue invoices — When an invoice passes its due date without payment, LawnBook creates a follow-up task to contact the client. The task links directly to the invoice so you can view the details and send a payment reminder in one tap
- Pending estimates — When a sent estimate hasn't received a response within a configurable window (default 5 days), LawnBook creates a follow-up task to check in with the client
Auto-generated tasks respect your existing workload. If you've already manually created a follow-up for a specific invoice or estimate, LawnBook won't create a duplicate. The system checks for existing linked tasks before generating a new one.
Tip: Configure the auto-task windows in Settings > Tasks. You can change the overdue invoice follow-up delay and the estimate follow-up delay independently, or disable either type if you prefer to manage follow-ups manually.
Task Analytics
The Analytics tab within Tasks shows aggregate data on how your team handles task management over time. Available views include:
- Completion rate — The percentage of tasks completed on time versus completed late or not completed at all
- Overdue count — How many tasks are currently past their due date, broken down by assignee
- Productivity trends — Tasks created, completed, and outstanding plotted over time to reveal patterns in your workload
- Tasks by type — Breakdown of reminders, follow-ups, and to-dos to see where most of your task activity comes from
Switch between daily, weekly, and monthly views to zoom in on a single week or see the full season at once. If you manage crew members, filter the analytics by assignee to review individual productivity.
A high volume of overdue tasks is often a sign that task estimates are too aggressive or that a specific workflow is creating bottlenecks. Use the analytics to identify and address these patterns before they affect client relationships.
Settings
Customize how tasks work in LawnBook from Settings > Tasks. Available options include:
- Default reminder time — Set a reminder offset that applies automatically when you create any new task (e.g., always remind 1 day before)
- Auto-task delays — Configure the number of days before LawnBook auto-creates overdue invoice and pending estimate follow-up tasks
- Notification preferences — Choose which task events trigger push notifications: due today, overdue, assigned by others, completed by others
- Task list display — Sort tasks by due date, priority, or creation date; group by assignee or type; toggle completed tasks on or off in the main view
- Default assignee — Set tasks to default to yourself or always prompt for an assignee at creation time