We never cut corners on safety or quality. If weather makes it unsafe or risks harming your landscape (e.g., rutting from soft ground), we will promptly reschedule.
Rain Policy: If rain is in the forecast, we proactively adjust the route. When possible, we may service the day before your normal window to avoid delays. If not, your service will be moved to the next available date once conditions allow.
Our recurring pricing is built around a consistent route schedule. This consistency allows us to keep your property looking its best while keeping your service priced fairly.
Service Windows: Recurring maintenance is completed within your scheduled service day window (route-based). While we aim for consistency, exact arrival times are not guaranteed due to traffic, weather, or equipment variables. Your route service window is communicated by text/onboarding (and may adjust seasonally).
Route-Based Scheduling (Capacity & Priority): Recurring service is scheduled on a route. A visit is fulfilled when service is completed during your service window—or on the next available date if weather, access, or safety prevents service. Exact arrival times are not guaranteed.
Flexibility vs. Results (Repeated Skips): We’re happy to accommodate occasional changes with proper notice. However, repeated skipping/rescheduling or missed access disrupts routing and makes it difficult to deliver consistent results at a fair per-visit rate. If this becomes a pattern, Evergreen may (at its discretion) move the property to as-available scheduling or remove it from the recurring route. Re-entry is subject to availability and may require a Cleanup rate and/or Reset Fee if the property is no longer in normal maintenance condition.
When a visit is skipped, the next visit often takes longer. This isn't just due to grass growth, but from seasonal debris (leaves/pine needles), edging buildup, weeds, and extra cleanup. Even in slower months, properties accumulate work that must be "caught up" to maintain our professional standards.
Route Consistency & Pricing: Your recurring per-visit rate is priced for consistent service at your selected frequency and for properties kept in normal maintenance condition. Skipping or rescheduling does not entitle you to a discounted “catch-up” rate on the next visit. If extra time is required due to skipped service, a Cleanup rate and/or one-time Reset Fee may apply at our discretion.
Tall Grass & Overgrowth Trigger: If the property is not in normal maintenance condition (including extended growth, heavy debris, or conditions that increase service time beyond a standard routine visit), the visit may be billed at a Cleanup rate and/or a one-time Reset Fee may apply at our discretion.
We will notify you before proceeding whenever reasonably possible. “Reasonable time” means up to 15 minutes from our first call/text attempt while on-site. If we cannot reach you within that time, we may proceed to restore the property to normal maintenance condition using best judgment and document the work (photos/time-stamps when available), and bill accordingly.
Pausing Your Service
Notice Requirements (Cancellation & Rescheduling)
Clarity: Skipping or rescheduling changes a visit date. Pausing removes the property from the recurring route schedule until you request to resume; scheduling is based on route availability and a Cleanup rate/Reset Fee may apply after extended pauses.
Route Disruption & Dispatch Fee
This fee covers operational costs associated with adjusting a confirmed schedule or dispatching a crew that is unable to perform work due to insufficient notice or site readiness (locked gates, pets, utilities not marked, etc.).
Courtesy Waiver (At Our Discretion): We aim to be fair and reasonable. At management discretion, we may waive one Route Disruption/Dispatch or Demobilization fee per property per calendar year as a courtesy for long-term clients in good standing. This is not automatic and may be declined. It does not apply to repeated issues, chronic rescheduling, missed access/readiness, or active past-due balances.
Fair Refunds
If work is stopped mid-way by either party, refunds or final billing are based on work completed and expenses already incurred (materials, admin, labor). Recurring maintenance is billed per completed visit; however, late-notice schedule changes and site-readiness issues may trigger Route Disruption/Dispatch fees, and the next visit may require Cleanup/Reset charges to restore the property to normal maintenance condition.
Service is considered completed when work is performed during your scheduled day window for route-based recurring service, or upon completion for project work. Our internal documentation (including GPS time-stamps, crew notes, or photos) serves as confirmation of completion for billing purposes. If requested within 7 calendar days of the service date, we can provide a completion photo and/or timestamp record as verification when available.
Per-Visit Billing (Recurring): Recurring maintenance is billed per completed visit at our agreed per-visit rate. Route scheduling remains route-based and is completed within your service window (the day before or the next available date if weather, access, or safety disrupts service).
Billing disputes or payment reversals must be submitted in writing by email or text within 7 calendar days of the service date (or the last day of the scheduled service window for route-based recurring service) using the contact information listed on your invoice/estimate. If not submitted within this timeframe, the service and charge are deemed accepted as performed. Reversals filed after this window are treated as non-payment and may be sent to collections. If a dispute is decided in our favor, the customer agrees to reimburse all reversal fees and reasonable administrative costs. Billing for recurring maintenance is processed per completed visit (typically same day or next business day), unless otherwise stated in writing. The customer agrees to pay any undisputed portion immediately while we investigate the disputed portion in good faith.
Resolution Before Reversals: If there’s a concern, kindly contact us first by text/email so we can investigate with notes/photos/time-stamps and make it right when appropriate. This helps avoid processing fees and prevents delays to our route scheduling and overall client experience.
Project Completion: Once the scope is completed, the remaining balance is due the same day unless otherwise stated in writing. If a walkthrough is requested, it must be scheduled within 48 hours of completion; otherwise, the project is considered complete for billing purposes.
Card on File (Required): Recurring service requires auto-pay (card on file) to remain on the route. Charges are processed after each completed visit (typically same day or next business day). Your per-visit rate is based on your selected frequency and normal maintenance condition, not on exact minutes on-site.
Weather & Route Adjustments: Weather can shift the exact visit day within your service window (or to the next available date). These adjustments do not change the per-visit rate; you are billed only when service is performed.
Schedule Changes (Recurring): To avoid a Route Disruption/Dispatch fee and keep your route efficient, skip/reschedule/pause requests must be received 2 full business days before your scheduled service window (and are subject to the Notice Cutoff in the Definitions section).
Card Processing
Auto-Pay (Card on File): No processing fee.
Manual Invoices / Phone Payments: Payments made outside of auto-pay carry a 3% processing fee.
Payment Failures: If a card fails, we’ll notify you by text/email. If payment isn’t updated within the grace period, service may be paused until the balance is resolved. Your route placement may be removed, and scheduling is not guaranteed until payment is brought current.
Recurring: If a card charge fails for a completed visit, there is a 3-day grace period to update payment. After the grace period, a $40 late fee applies. If the balance remains unpaid, an additional $40 may apply every 14 days. The timeline starts on the date of the first failed charge attempt.
Projects: Unpaid final balances more than 7 days past due will incur a late fee of $50 or 5% of the outstanding balance (whichever is greater) after a 3-day grace period. An additional $50 or 5% late fee (whichever is greater) will be applied every 30 days thereafter until the balance is paid in full. Accounts more than 14 days past due may be subject to work stoppage, withholding of warranty/plant guarantees, and/or collections, as permitted by law. Interest and total fees on all overdue balances will not exceed the maximum limits permitted under Texas law.
Collections Costs: If an unpaid balance is sent to collections or legal resolution, the customer agrees to pay reasonable collection costs, filing fees, and administrative time as allowed by law and consistent with Section 9.
Estimates remain valid for 7–14 days, especially during peak growing seasons when material costs and conditions can change quickly.
Regular visits keep your property looking its best and help you avoid additional cleanup costs from overgrowth (see Section 2).
Evergreen Outdoor Services, LLC will contact 811 for utility marking only when required by law (excavation/trenching). For all other services:
To avoid surprises and protect your budget, some unanticipated conditions may not be discoverable until work is underway (hidden obstacles, buried debris, shallow lines, or installation conflicts).
Decisions are requested within 60 minutes of our first call/text attempt (timestamped) while the crew is on-site. If no decision is made, we may demobilize and a dispatch/demobilization fee may apply as outlined in Section 3.
Good-Faith Resolution First: If an issue comes up, both parties agree to first attempt good-faith resolution by phone, text, or email.
Mediation / Arbitration: If we can’t resolve the issue, both parties agree to mediation and, if still unresolved, binding arbitration in Harris County, Texas. Small claims exception: Either party may bring an eligible claim in small claims court instead of arbitration. The prevailing party may recover reasonable attorney’s fees and costs where allowed by law.
Collections: Balances more than 30 days past due may be sent to collections, and the customer agrees to pay reasonable collection costs as allowed by law.
Photography: We may take before-and-after photos of our work for quality control, training, and our portfolio/marketing.
Your privacy matters—we do our best to avoid or remove identifying details (house numbers, addresses, license plates, and personal items) by framing shots carefully and, when needed, cropping or blurring. If something identifying is accidentally visible, let us know and we’ll promptly edit or remove the image.
Opt-out anytime: If you prefer we don’t use photos of your property, just text or email us and we’ll gladly opt you out.
Severability: If any part of this section is found unenforceable, the remaining provisions still apply.
These Terms & Conditions, together with your accepted estimate, invoice, proposal, or other written scope of work (collectively, the “Service Documents”), form the entire agreement between you and Evergreen Outdoor Services, LLC (“Evergreen”). They replace all prior discussions, texts, calls, or understandings relating to the same services.
No verbal modifications. Any promise, change, waiver, or addition is only valid if confirmed in writing by Evergreen (text or email is acceptable). If any Service Document conflicts with these Terms, the Service Document governs only for that specific scope or line item; all other Terms remain in effect.
Updates & version control. Evergreen may update these Terms from time to time. The version in effect on the Service Date (or the last day of the scheduled service window for recurring route service) applies to that service. Continued scheduling, payment, or acceptance of service after an updated effective date constitutes acceptance of the updated Terms.
Thank You: By accepting an estimate, scheduling service, authorizing work, or submitting a deposit, you confirm you’ve reviewed and agree to the Service Documents and these Terms—helping us deliver dependable, high-quality service for our community.
