Shiloh Portal

Project & client

Shared contacts used by Project and Master Tracker Owner — pick a saved client or start a new one.

Client / contact

Property

Address

Project name

Estimator

Bid #

Date

Deposit required (%)

Sales tax (%)

Scope of Work

This prints on the client proposal under “Scope of Work.” Be specific — list the areas, materials, and work included so there's no ambiguity later.

Terms & Disclosures

Prints on the client proposal below the pricing. This is a starting draft based on your general contract language — it is not legal advice, and we recommend having an attorney review it before it's used with clients. Edit freely per bid.

Item & labor catalog

0 priced items from your Items tab — labor, subcontractors, machinery, stone, soils, mulch, and every plant category.

Bulk material calculator

Same coverage rates as your Pricing tab — figure quantity from a bed's dimensions, then drop it straight into the bid.

Bed length (ft)

Bed width (ft)

or enter sq ft directly

Depth (inches)

Price against product

Qty to add

Click "📍 Get property image" to load aerial imagery by address with the scale already set — or upload your own image and set the scale by drawing a line over something you know the length of.

Total measured area

— sq ft

—

By category

Assign a category to each patch below to see the breakdown here.

Calibration

Real-world distance:

Not calibrated — areas will show in pixels² only. Use "Set scale (line)" against a printed scale bar, "Calibrate by known area" against a trusted measurement, or use "📍 Get property image", which loads imagery with its exact scale already set.

📡 Exact calibration for an uploaded map image

"📍 Get property image" sets the scale for you. Only use this if you uploaded a Google Static Maps image yourself: map tiles have a fixed scale from zoom level + center latitude, so enter the values it was fetched with and hit Apply.

Center latitude

Zoom Scale

Paint brush

Brush size 10 px

Paint include adds pixels to the category you pick in the bar above the image — Turf (green) or Mulch (brown) — e.g. lawn under a tree, or a bed Auto-detect missed. It wins over what Auto-detect thought those pixels were, and the totals update as soon as you let go (even before Auto-detect is run). Paint exclude (red) removes pixels from every category, e.g. a path or bare spot. With a property boundary, paint outside it isn't counted.

Auto-detect

Turf Mulch

Turf = open grass (fine texture). Mulch = brown/red mulch beds, including planted beds (shrubs sitting in or ringed by mulch). Trees over bare ground, roofs, pavement and deep shadow are ignored. Draw a 🏠 Property boundary first so nothing outside the lot is counted.

Min patch size 60 px Gap-fill radius 6 px

Bridges small breaks (tree shadows, mower lines, sprinkler heads) so one lawn reads as one patch instead of dozens of slivers. Higher = bridges bigger gaps, but can also fuse genuinely separate areas that are close together.

Advanced thresholds

Turf

Green strength (excess-green min) 0.04 Hue min / max (green range) 45–170 Min saturation 10% Tree/shrub texture cutoff 12

Green that's more textured than this reads as tree/shrub canopy rather than lawn. Raise it if lawn is being dropped; lower it if trees are being counted as turf.

Texture window 11 px

How big an area the texture check looks at. Tuned for typical zoomed-in satellite photos; raise it for very high-resolution (drone) images where shrub leaves are several pixels wide.

Include dormant / straw-colored turf

Mulch

Mulch hue min / max 5–40° Mulch min saturation 22% Mulch brightness range 10–55% Include black-dyed mulch (can also catch dark shadows) Mulch must border lawn or plants (skips most brown roofs / dirt) Count planted beds (shrubs in mulch) as Mulch Min plant share for a planted bed 12% Planted-bed reach from mulch 10 px

Ignore

Shadow cutoff / max brightness 10–92% Gray cutoff (pavement, concrete, roofs) 12%

Detected patches 0

Run auto-detect to see patches here.

Manual patches 0

None yet.

Measurements 0

Use Measure line or Measure circle above the image.

Price against catalog

Sod is priced by the pallet (~410 sqft/pallet) not by sqft directly. Mulch converts sqft × depth into cubic yards the same way your Mulch calculator does. Pick a product for each category you used.

Turf — sod product Mulch — product

Retention doesn't have a natural catalog match (it's usually a drainage/grading feature, not a priced material) — it'll be added at qty only, $0, for you to price manually.

Adds one line item per category with a nonzero total, quantity converted to the right real-world unit (pallets / cubic yards) and priced against the product picked above.

Known limits: detection works from color and texture only. Trees over lawn are left out (paint include to add the grass under them), brown roofs or bare soil can read as mulch, and deep shadow is skipped — click an area to exclude it, change its category in the list, or use Manual Add / Paint for anything it gets wrong. ✨ Click to outline uses a small AI model that runs in your browser (downloaded once, ~14 MB); it is best on clearly bounded areas and can merge a lawn with similar-looking trees on blurry imagery — add − clicks to trim.

Seasonal color

Annual color pricing = material + delivery/qty + install labor, marked up — exactly like your Seasonal Color tab. Enter a quantity to see the per-plant price.

Bid summary

Everything you've added, category totals, and cost-plus pricing tiers like your Final tab.

Line items

Raw cost

Catalog price (sum)

Quoted total

Line items

Item	Category	Qty	Unit price	Total

No line items yet — add some from the Catalog, Materials Calc, or Seasonal Color tabs.

Category breakdown

Cost-plus pricing tiers

Use contractor pass-through cost instead

Applies a company-wide margin on top of the cost basis below — pick a tier to set it as your quoted total. This mirrors the Cost / Rev / PM / Markup columns on your Final tab.

Markup on cost	Cost	Quoted price	Profit margin

Final numbers

Sub total (quoted)$0.00

Sales tax (8.25%)$0.00

Total due$0.00

Deposit (45%)$0.00

Balance on completion$0.00

Downloads a real, formula-driven .xlsx laid out like your Final & Line item final tabs — for your own estimating records.

Client bid proposal

A clean PDF for the client — company header, project & client info, terms, description, and the Description / Total Amount table with Sub Total, Tax and Total. No cost, markup, or margin figures — just what's on your Final tab in columns A–I.

Proposal style: Lump sum (one total line) Line-item (every item listed)

Intro (prints above the pricing — optional) Scope of Work (same as Project tab) Terms & Disclosures (same as Project tab)

Edits save with this bid.

Bid Maintenance

Landscape maintenance proposals — cost calculator, optional items 6/7/8, and printable contract. Stored separately from install bids.

Client / management company

Property

Address

Manager

Agreement date

Bid #

Estimator

Contract start

Contract end

Core maintenance (bill rates)

Summer hours / visit

Summer visits / year

Winter hours / visit

Winter visits / year

Bill rate ($/hr)

Raw labor rate (cost)

Hours working (cost basis)

Monthly overhead / property ($)

Additional services

Service	Hours / qty	Zones / bags / SF / flats	Unit cost	Yearly total
Irrigation		—		$0
Fertilization	—			$0
Light check	—		—	$0
Frontage field areas		—	—	$0
Rye overseed	—			$0

Optional contract items 6 / 7 / 8

When checked, costs fold into the monthly total and the contract says (included). When unchecked, those lines are excluded from price and the contract says (At Additional Cost).

Item 6 — Retention / pond
Times/yr & hours below

Pond times / year

Pond hours

Pond bill rate

Item 7 — Seasonal color
Contract shows $45.50/flat; Excel bill rate often $45

Color installs / year

Flats / install

Bill $/flat

Cost $/flat

Contract display $/flat

Item 8 — Mulch

Mulch times / year

Bags

Bill $/bag

Cost $/bag

Pond yearly

Color yearly

Mulch yearly

Visit total

Summer + winter

Yearly total (G23)

Monthly (tax not incl.)

Tax (8.25%) internal note only — not on contract. With tax: $0

Final monthly amount (contract price)

Defaults to computed monthly total. Override anytime; contract uses this figure.

Contract preview

Filled from fields above as normal body text · Word download uses Justin’s DOCX template

Saved maintenance proposals

Cloud + localStorage cache

Cloud save ready.

Saved bids

Synced to the server (Postgres) so Justin does not lose work when localStorage clears. This browser keeps a local cache for offline use. Use folders to track Bidding, Approved, Archive, and Completed. Export JSON still works as a manual backup.

Cloud save ready.

QuickBooks Online

Invoices

Checking QuickBooks connection…

Completed bids can create an invoice. Without Intuit app keys the app uses mock mode (local pending invoice). Setup: docs/QUICKBOOKS_SETUP.md.

Master Tracker

Excel-like working tables for Enhancement & Irrigation bids, Active / Proposed contracts, and Prospects. Cloud-synced (Postgres). Enhancement and Irrigation stay as separate views — duplicate bid #s are flagged, not merged.

Idle

Select a row

Notes Contact Saved Bid link / ID Bid Maintenance link / ID QuickBooks link / ID

Links are optional references only — no forced workflow. Click Owner / Type for dropdowns; double-click Stage / Status pills to cycle. Owner uses the same shared contacts list as Project Client.