Service Autopilot rates can be tricky to set up, especially when you’re doing it for the first time. You send a quote, second-guess the price, then wonder if you’re undercharging again. If your default pricing setup isn’t correct, every job after that becomes more challenging. And no, automations won’t fix bad numbers.
The good news? You don’t need to figure it out alone. In this guide, we’ll walk you through how to set default rates in Service Autopilot the right way so your quotes are fast, accurate, and built to grow with your business.
How to set Service Autopilot rates that match real costs
Before setting any price, you need to know your actual hourly cost. This section breaks down exactly how to calculate labor, overhead, and markup so your default rates reflect the real cost of doing business.
Know your hourly labor and overhead cost
Start with your crew’s hourly rate.
If you pay a crew member $14 per hour and have seven on-site, that’s $98 per hour. Add 20 percent for benefits, taxes, and insurance. That adds up to $19.60 per hour in extras.
Now add your overhead. If your office, trucks, fuel, insurance, and software cost $4,000 per week, and you run 280 labor hours, that’s about $14.29 per hour in overhead.
Your base hourly cost is now $33.89.
Add markup based on service type
Now build profit into your rate. To achieve a 10 percent markup, multiply $33.89 by 1.10. That gives you a default hourly rate of $37.28.
For jobs that use materials, like mulch or fertilizer, add the per-unit cost as a separate item.
For example:
- Mulch install = $37.28/hour + $50 per yard of mulch
- Irrigation = $37.28/hour + $75 parts and permits
Build default price tables inside Service Autopilot for your crews
You can save hours and avoid mistakes by creating rate tables for each service type. Here’s how to do it in a way that actually works for landscaping.
Use default pricing setup by service
Inside your Service Autopilot account, go to the estimate setup area. Create custom rate codes for each service you offer.
Example:
- “Mow+Edge (Residential)” = $37.28/hour
- “Spring Cleanup + Debris Haul” = $42.50/hour + $10 per bag
This way, your estimates remain consistent, regardless of who sends them.
Set rates by zone or property type
Different neighborhoods require different efforts. You can set zone-based rates for flat vs. hilly areas or short vs. long driveways.
Example:
- Zone A = base $37.28
- Zone B = base $42.00
You can set this up using custom fields or tags in SA and apply different rate codes depending on the property location.
Combine Service Autopilot rates with Automations for smarter scheduling and pricing
Your rates should work hand in hand with Automations. That’s where things get powerful.
Automate job quotes based on service
Use RBS-03 Office Automation to auto-fill rates for standard services. When you select “Fall Cleanup,” the rate code and pricing are displayed automatically.
No more looking up numbers. No more errors.
Alert your team to pricing changes
Set a rule that flags when someone changes a rate by more than 15 percent from the default.
This way, managers can check if the change is legit or a mistake before the quote is sent.
Track and refine default rates with data
Your pricing is not a one-time thing. You need to monitor its performance.
Use reports to spot underpricing
Run weekly or monthly reports to compare margin by service or zone.
If you notice that “Spring Bed Planting” is making less than a 20 percent margin for two months straight, it might be time to raise the rate.
Check client feedback
Use RBS-02 Customer Service Automation to ask clients, “Did the price match the value?”
If many people say no, review your scope or rate. It might not be about price. The service description may be too vague or unclear.
Bonuses and lesser-known strategies for landscaping
Here are some simple pricing tricks most landscapers miss.
Adjust seasonal rates
Raise rates 3 to 5 percent for leaf cleanups in early fall. Use RBS-04 Marketing Automation to send a postcard to all past clients telling them about the seasonal service and new rates.
Bundle jobs into packages
Combine mowing, edging, and pruning into a “Spring Prep Bundle.” Set a special default rate and let Automation offer this to clients who haven’t booked in 90 days.
You’ll earn more per visit and fill your schedule more quickly.
Final Thoughts
Smart Service Autopilot rates start with the right setup. And that’s what we do best. At Ready Business Systems, we’ll set up your default pricing, build custom automations, and make sure your system works like it should.
👉 Get started at Ready Business Systems and let us handle it for you.
