AI for your landscaping business: more time for site work and grounds maintenance, less paperwork in the office. We build AI for quoting, site work, grounds maintenance, gritting and the office.
Handwritten daily reports from the crews, maintenance visits billed site by site at the end of the month, photos of private gardens in the inbox, council tenders with pages of preliminaries: in landscaping, all of it ends up in the office. That costs hours every week, and sometimes the money for extra work that never makes it onto an invoice.
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AI Værk is your 360° partner for AI in mid-sized companies.
You work directly with us, the two founders, from the first question through to live operation. Together we pin down where AI can take work off your hands, and then we implement it.
We know the day-to-day work in landscaping businesses: garden builds for homeowners, grounds maintenance and gritting for property managers, and public tenders under VOB, the German rules for construction contracts. We also know what holds things up everywhere: re-keying data from one system into another, or waiting for the one person who knows the answer.
You can start wherever you are: with an early idea, a workflow that takes too long, or a finished plan for us to implement.
Justus August and Elias Arndt
About us-
01
Consulting and AI audit
In a free initial call of about 30 minutes, we listen. In the €500 AI audit, we review your workflows, data and software, then agree with you where to start.
Pricing and AI audit -
02
Workshops and training
Your team practises on real tasks from their own day-to-day work and learns to use AI tools safely and check the results.
Workshops -
03
AI assistants and chatbots
Your team or your customers ask, your company knowledge answers: with sources, and only with what the person asking is allowed to see.
Internal AI assistants -
04
Process automation
Recurring workflows run on their own from intake to result, connected to the software you already use.
Process automation -
05
Custom development
We build custom software where off-the-shelf products fall short, for example a portal where property managers can check the maintenance visits and gritting call-outs for their sites.
Custom development -
06
Operations and maintenance
We host, monitor and maintain the software and extend it when your workflows change.
Operations and monitoring
Where AI saves your business time
Daily reports from a voice note
Before knocking off, the foreman records a voice note on site: who was there, what was planted, paved or delivered, and what was missing. The software turns it into an entry for the site diary. Where daywork has been agreed, it adds a daywork sheet for the client to sign, with hours from your time-recording app or from the voice note. If a quantity is left out, such as the square metres of paving laid, the software asks the foreman.
Billing maintenance and gritting
At the end of the month, the software lists, site by site, the maintenance visits the contract required, the ones your crews’ time records and site photos show were carried out, and any extra work. For winter maintenance, it checks call-outs and gritting logs against the areas in the contract. The result is a draft invoice for your office to approve, with labour shown separately from materials. Property managers need that split so that owners and tenants can claim the tax reduction for household services under Section 35a of the German Income Tax Act (§ 35a EStG).
Quotes for private gardens
When an enquiry arrives with photos, the software logs it and prepares the follow-up question for the customer, for example whether the new drive only takes the family car or also a motorhome or the oil delivery lorry, or how wide the side access to the garden is. After the site visit, it draws up items and quantities from your measurements and passes them to your landscaping software. You set the prices there as usual.
Use case
From an instruction to a variation quote
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01
An instruction by email
You are renewing the external works for a block of flats. The property manager writes that the new footpath to the rear block must also serve as a fire access route. Your foreman sends a photo and a voice note of the excavated path.
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02
Change record and notice of extra costs
The software logs the change and flags the bill of quantities items it affects: excavation, frost protection layer, sub-base, bedding, paving and edging. Under the FLL paving guidelines (ZTV-Wegebau), the path now falls into use category N3 (occasional vehicles up to 20 tonnes) instead of N1 (foot traffic). It asks whether the property manager is authorised to instruct the change and whether there is a drawing showing the width and build-up, and drafts the notice of extra costs before work starts.
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03
A variation quote from your estimate
Depending on the contract, whoever does your estimating prices the changed items from the original tender calculation or from the costs the work actually requires, plus mark-ups. You send the variation quote from your landscaping software, with photos and the quantity take-off attached.
Connected to your software
Our software reads the crews’ hours from the site apps Craftnote and 123erfasst and attaches reports to the project there; in 123erfasst it also writes site diary entries. In HERO, job management software for trades, it creates projects from enquiries. It reads bills of quantities as GAEB files, the German exchange format for tenders, and returns items and quantities from site measurements and variations in the same format to DATAflor, GaLaOffice or whichever landscaping software you use. Estimating, quoting and invoicing stay there.
Where a program has no interface, your office gets the results as a ready-made list. That is also how the draft invoices for maintenance and gritting arrive, per site, with work done, amounts and evidence. Your office checks them, and all that is left is to transfer the checked amounts.
Product names mentioned are trademarks of their respective owners. Mentioning them implies no partnership with the vendors and no endorsement by them.
You decide where customer data and pricing are kept.
Your prices are a trade secret, and addresses and photos of private gardens are personal data. You decide where the software runs, and we set it up that way.
- A data processing agreement under the GDPR, signed before the software sees real data.
- Your customer data and your pricing are never used to train AI models.
- Every access is logged. You see who opened what, and when.
Working safely with AI: training for office staff and foremen
Your team practises on an email from a property manager: what does the software handle, how much of it does the AI see, and what does the management decide? The toggle shows how names and addresses stay protected.
“Hello, for the Lindenhof flats, please cut the hedge by the car park right back in June. It is already growing over the footpath. Could you also send us the gritting record for 14 January? A tenant slipped on the footpath that day. Kind regards, Person 3172Petra Lange, Company 5520Hausverwaltung Lange, Address 6604Hafenstraße 3, Kiel”
- Your server inserts placeholders
- Sent encrypted
- The cloud AI processes it
- Your server puts the names back
Only your server knows which placeholder belongs to which person.
- The message arrives
- The AI on your server processes all of it
Nothing leaves your business.
Mind the nesting season
In June, German law only allows a light trim on hedges. Book the hard cut-back in for October and explain to the property manager why.
Clear the footpath
Add a light trim along the footpath to next week’s maintenance visit and check for nests first.
Have the record ready
Have the gritting log for 14 January ready, with time, grit used and who did it. After the slip, management decides whether to send it and what to include, with your insurer if in doubt.
Questions before getting started
Does the AI price our quotes?
No. The software puts together items and quantities from the measurements and shows what is missing, for example the use category of a path. You set the prices in your landscaping software. If it already has its own AI for quoting, we use it where it does the job.
Does AI help with public tenders?
Yes. The software reads the bill of quantities as a GAEB file and the contract conditions as a PDF, summarises the preliminaries, shows what establishment and aftercare maintenance is required and which deadlines and contractual penalties apply, and flags unclear items for your tender queries.
What does the software do for winter maintenance?
It reads the call-outs from your gritting app’s export or from photos of paper gritting sheets and checks them against the contract areas, required clearing times and weather data. If an area or an entry is missing from the gritting log, you see it the same morning, while the crew can still re-grit and the foreman still remembers the missing detail.
Does the software help with delivery notes for recycled building materials?
The software reads photographed delivery notes, for example for crushed recycled concrete, checks them against the measured quantities and prepares the cover sheet required by the Ersatzbaustoffverordnung (EBV), the German ordinance on recycled and secondary building materials. Your site manager adds the location with a sketch, the method of placement and the details on subsoil, groundwater and protected areas, signs for your business and hands the cover sheet and delivery notes to the client.
What does getting started cost?
The initial call is free. If the task is already clear, we move straight to a proposal. If a closer assessment is needed, the AI audit costs €500, fully credited towards implementation with AI Værk. If we find no useful AI application, the audit fee is waived; previously agreed expenses remain payable. Our proposal lists setup, licences, hosting and support separately.
How long does your office spend on maintenance billing at the end of the month?
In the free initial call, walk us through how a maintenance visit, a gritting call-out or a garden build gets from your crews to the invoice. We will show you where AI saves time, what that costs and how it connects to your software.