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Payroll and HR for landscaping businesses

The Northeast is home to some of the hardest-working landscaping, lawn care, and snow removal crews in the country. We simplify payroll, HR, and compliance so you can focus on your team, your clients, and keeping jobs moving—season after season.

Fill out the form below for a quote, demo or more information and a member of our team will be in touch.
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Quality Payroll and HR Management for Landscaping Businesses

Running a landscaping business means juggling more than just job sites and customer expectations. Whether you're managing a seasonal lawn care crew, a year-round maintenance team, or snow removal services in the off-season, staying compliant with labor laws and managing your workforce efficiently is essential to keeping your business on track.

Our payroll and HR solutions are designed specifically for the landscaping industry. From GPS-enabled mobile time tracking at job sites and automated overtime calculations to workers' comp management and compliance with evolving labor regulations, our tools help streamline operations, reduce manual errors, and keep your crew focused on the work—not the paperwork.

 

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Benefits of Payroll and HR Software Geared for Landscapers

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Managing tipped and non-tipped employees

Tracking reported tips, managing tip pooling arrangements, and calculating FICA tip credits can quickly become overwhelming. Staying compliant with tip-related regulations and reporting is complex, and a single mistake can lead to penalties or audits.

 

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Handling multi-roles and various pay rates

In many restaurants, employees work multiple roles—sometimes even across different locations—with different pay rates for each. Calculating blended overtime and ensuring accurate pay each shift is tedious, error-prone, and time-consuming.

 

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Staying compliant with evolving labor laws

Federal and state labor laws are constantly changing. From Maine’s Earned Paid Leave and Paid Family and Medical Leave Program to minimum wage updates and employee classification rules, staying compliant takes time, attention, and up-to-date knowledge.

 

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Employee turnover, hiring, and onboarding

With high turnover and seasonal staffing needs, you're constantly bringing on new employees. Without an efficient process in place, sourcing candidates, hiring, and onboarding becomes a paperwork headache—slowing down operations and increasing the risk of errors.

 

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Reduced compliance risk

Seasonal crews, fluctuating schedules, and evolving labor laws can be hard to manage for busy landscapers. Whether it’s tracking overtime, complying with state-specific paid leave laws, or managing workers’ comp classifications, staying compliant can feel like a full-time job. Our tools help you stay audit-ready by automating payroll processes and HR tasks.

 

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Improved cash flow

Unpredictable payroll costs—especially with seasonal work and overtime—can quickly eat into your bottom line. By automating payroll processes like tax payments, reimbursements, and job-specific labor tracking, you’ll gain clearer visibility into cash flow and labor costs—making it easier to bid jobs accurately and plan ahead for your business' growth.

 

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Increased efficiency

From managing crews across job sites to tracking hours worked in the field, manual processes slow you down and open the door to errors. Our platform streamlines timekeeping with GPS-enabled punches, automates overtime and pay rate rules, and eliminates redundant data entry—so you can get payroll done faster and focus on running your crews.

 

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Hiring and onboarding

With high turnover and seasonal staffing needs, landscapers are constantly recruiting, hiring, and onboarding new team members. Our digital hiring and onboarding tools streamline the entire process, letting new hires complete forms from their phones—before day one. That means less admin work and more time getting crews job-ready.

 

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Key Payroll and HR Features of Our Software

Mobile Time Tracking with Geofencing

Crews start their day at the job site, not the office. Our mobile time tracking tools let employees clock in and out from the field using geofencing to ensure punches happen at approved job locations—keeping your time records accurate and audit-ready.

Workers' Comp Administration

Landscaping work often involves varying levels of risk across roles. We help break down workers’ comp premiums by department or class code and offer pay-as-you-go options tied to real-time payroll data—reducing surprises and improving cash flow.

Certification & License Tracking

Whether it’s pesticide licenses or OSHA training, our system tracks staff certifications and renewal dates and sends alerts before credentials expire—helping you stay compliant and reducing the risk of costly fines or downtime.

General Ledger Integration

We’ll build custom general ledger reports tailored to your accounting system or QuickBooks, making it easy to reconcile and report payroll expenses.

Custom Software Integrations

We can build integrations with your existing systems to eliminate manual entry and reduce errors. Custom integrations improve workflow and ensure your data stays in sync across systems.

Custom Reporting

We create custom general ledger exports for your accounting system, making payroll reconciliation easy. Plus, run reports by job, crew, or service type to analyze costs and plan ahead.

Financial Wellness for Employees

Keep your team supported with earned wage access through ZayZoon and low-interest loans and financial coaching tools through FinFit—available right inside the isolved People Cloud app.

Overtime & Variable Pay Rates

Whether your team works across multiple jobs, crews, or roles, our system handles overtime, blended rates, and role-based pay with ease. This means more accurate paychecks and less manual entry for your team.

Labor Allocation & Job Costing 

Track labor hours and wages by property, service type, or client. With detailed department and job-level reporting, you can see exactly where your labor dollars go—essential for accurate estimates and improving profitability.

Integrated Expense Reimbursements

Track and reimburse mileage, uniforms, and other expenses directly through payroll. This ensures timely, accurate payments with less back-and-forth between departments.

Applicant Tracking & Onboarding

Seasonal hiring can be overwhelming. Our platform helps you post jobs, track applicants, run background checks, and onboard new hires quickly with mobile-friendly forms, I-9s, and E-Verify—so your crew is ready to hit the ground running.

Custom Manager Access 

Empower crew leads and managers with role-specific access to approve timecards, manage schedules, and assist with basic HR needs—without giving them access to sensitive payroll or compliance data.

HR Consulting Support

Need help writing policies or navigating labor laws? Our local HR consultants are just a call away. We’ll guide you through compliance changes, employee relations, and workforce planning so you can stay focused on growing your business.

Empowered Employees

Improve the employee experience by providing 24/7 access to self-service accounts, allowing employees to manage their benefits, access payroll information, change direct deposits, and other HR tasks, and more from any device.

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Mowing Through Admin Work?

Let’s trim the time you spend on payroll and HR—so you can focus on growing your business.

Let's Talk!
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Addressing the Workforce Challenges of Landscaping Businesses

Landscaping Payroll & HR

Labor Shortage Solutions

Landscaping companies face a tight labor market, especially during peak spring and summer months. Our applicant tracking and onboarding tools help you hire quickly and compliantly—offering mobile applications, background check integrations, and digital onboarding workflows. With these tools, you can attract seasonal workers, streamline hiring, and get crews on the job faster.

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Various Employee Types

Landscaping crews often include a diverse mix of employees—hourly laborers, salaried supervisors, independent contractors, and even foreign seasonal workers hired through visa programs. Each type comes with different payroll, tax, and compliance requirements.

Our software is built to manage this complexity, supporting multiple pay structures, blended overtime, job costing, and contractor payments—all in one platform. Plus, our local team understands the compliance challenges that come with these roles and will help you stay aligned with wage laws, IRS classifications, and visa program rules.

Labor Shortage Solutions

Landscaping companies face a tight labor market, especially during peak spring and summer months. Our applicant tracking and onboarding tools help you hire quickly and compliantly—offering mobile applications, background check integrations, and digital onboarding workflows. With these tools, you can attract seasonal workers, streamline hiring, and get crews on the job faster.

Landscaping Payroll & HR
Landscaping Payroll & HR (1)

Various Employee Types

Landscaping crews often include a diverse mix of employees—hourly laborers, salaried supervisors, independent contractors, and even foreign seasonal workers hired through visa programs. Each type comes with different payroll, tax, and compliance requirements.

Our software is built to manage this complexity, supporting multiple pay structures, blended overtime, job costing, and contractor payments—all in one platform. Plus, our local team understands the compliance challenges that come with these roles and will help you stay aligned with wage laws, IRS classifications, and visa program rules.

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FAQs for Landscaping Payroll & HR

What types of landscaping businesses can benefit from payroll and HR software designed for them?

We work with a wide variety of landscaping businesses, including lawn care and maintenance crews, snow removal companies, landscape design and build firms, and arborist/tree care operations. Each faces different challenges—whether it's overnight storm shifts, project-based billing, or OSHA compliance—and our tools and team adapt to meet those needs.

What compliance challenges do Maine-based landscape businesses face?

Maine landscapers need to comply with labor laws such as Maine's Earned Paid Leave (EPL) law, the Maine Retirement Investment Trust (MERIT) mandate, and Maine's new Paid Family and Medical Leave (PFML) program. Our team is trained to help businesses understand and implement these requirements, while our software automates eligibility tracking, time-off accruals, retirement deductions, and leave reporting—keeping you ahead of state mandates.

What are the benefits of payroll and HR software that is geared towards landscapers?

Landscaping businesses benefit from automation that saves time and reduces errors. Features like GPS-enabled mobile punching, department- and job-based labor tracking, and workers’ comp administration by class code make it easy to manage crews in the field. You’ll also gain visibility into job costs, reduce administrative overhead, and improve compliance with labor laws and safety tracking.

How can I support a diverse landscaping workforce?

Landscaping teams often include a wide range of workers—foreign temporary workers, young seasonal staff, and second-career professionals. Our services are designed with this diversity in mind. The system offers employee self-service access (with multiple languages coming soon), mobile-friendly tools for clocking in and accessing pay info, and automated onboarding workflows that handle essential documents like W-4s and I-9s. Our staff is well versed in the compliance challenges of hiring and employ foreign workers on different visa types. These items ensure every team member feels confident, supported, and equipped to succeed from day one.

How can I manage remote employees that start their day on the job site?

With our mobile-friendly time management platform, employees can clock in from the job site using GPS-based punch tools, eliminating the need to report to the shop before getting to work. Supervisors can review punches in real-time, track location compliance, and approve time from anywhere—making time tracking easier and more accurate.

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Your Back Office Needs a Spring Cleanup

Streamline your payroll and HR with tools built for landscaping crews.

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Why Work With Paper Trails?

Running a landscaping business means balancing tight margins, seasonal staffing, and ever-changing compliance rules. Whether you're managing hourly crews, salaried supervisors, or new labor laws, payroll and HR can get complicated—fast. Paper Trails offers more than just payroll software. We provide hands-on support, local expertise, and tools tailored to the unique needs of landscaping operations—so you can stay compliant, streamline scheduling, and focus on growing your business.

Local Support, Real People

Work with a Maine-based team that understands your needs—no call queues, just real people ready to help.

Hands-On Implementation

From setup to staff training, we’re there every step of the way to ensure a smooth transition and long-term success with your payroll and HR processes.

Regulatory Expertise

Our team stays on top of local, state, and federal mandates, ensuring you're always prepared for audits or legislative changes.

Deep Industry Experience

We work with landscaping companies of all sizes across Maine and the Northeast—from small lawn care crews to large commercial landscaping operations and snow removal businesses. We understand the unique challenges you face, from seasonal hiring and field-based time tracking to managing workers’ comp codes and staying ahead of new labor laws. No matter your crew size or service area, we’ve got the tools and expertise to support your back office.

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What clients are saying about the team at Paper Trails

5-star

The tools that Paper Trails provides to me and my employees improve our HR processes and keeps my team engaged in providing world-class service to our guests.

The Lost Fire

German Lucarelli
The Lost Fire

5-star

The team at Paper Trails keeps my employee experience in line from hire to retire, so I can focus on what my business does best, digging holes and mowing lawns.

 
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Brian Cloutier
Greenscapes of Maine

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Is Your Payroll Situation Less than Perfect?

We’ll stay in the weeds to manage your payroll, Human Resources, and compliance needs.

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207.721.8575

10 Main Street, 2nd Floor Kennebunk, ME 04043

1 Bowdoin Mill Island, Suite 302 Topsham, Maine 04086

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