We never cut corners on safety or quality. If weather makes it unsafe to work or risks harming your landscape, such as rutting from soft ground, we will promptly reschedule. In prolonged or abnormal weather conditions, we may reasonably use lighter equipment or adjust our approach to reduce disruption, limit overgrowth, and avoid unnecessary damage while keeping service as orderly as possible.
Rain Policy: If rain is in the forecast, we may proactively adjust the route. When possible, service may be completed the day before your normal window to help avoid delays. If not, service will be moved to the next available date once conditions safely allow. If you would like your service handled a specific way during wet or abnormal conditions, kindly let us know and we will accommodate as best we can while keeping the scope, schedule, and expectations aligned. If service is paused or delayed and the property falls out of normal maintenance condition before we return, a fair and appropriate cleanup/reset rate may apply to restore it to standard.
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.
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.
If a change in scope, pricing, or service approach is needed, we will contact you in good faith and with the best intention of keeping the property on track and the service aligned with expectations. If we are unable to reach you within 15 minutes of our first call/text attempt while on-site, or if no clear direction is provided, we may demobilize and reschedule the service unless otherwise authorized in writing. Any additional visit, remobilization, cleanup, or reset work may be billed at a fair and appropriate rate.
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.
Pausing Your Service
Acceptance of These Terms
By approving an estimate, accepting a service agreement, paying a deposit, submitting payment information, requesting scheduling, allowing Evergreen to reserve route or project capacity, or permitting service to begin, the client agrees to the cancellation, deposit, access readiness, dispatch, demobilization, refund, and final billing terms in this section.
These terms are intended to keep expectations clear before Evergreen commits crew time, management time, administrative preparation, materials, equipment, vendor coordination, subcontractor coordination, delivery, disposal, route space, or project schedule capacity.
Important Billing Clarification
Monthly billing is a payment structure only. Unless a written agreement specifically states that service is month-to-month, monthly billing does not automatically create a month-to-month agreement. Route space, pricing, labor planning, scheduling, and service availability may be based on the full approved service term, recurring route placement, or written agreement.
Notice Requirements for Cancellation, Skips, Pauses & Rescheduling
Clarity: Skipping or rescheduling changes a visit date. Pausing removes the property from the recurring route schedule until service is requested to resume. Resuming service is based on route availability, property condition, and scheduling capacity. If the property becomes overgrown, blocked, neglected, unsanitary, or outside normal maintenance condition during a pause, a Cleanup rate, Reset Fee, or separate cleanup estimate may apply before regular recurring service resumes.
Access Readiness, Pets, Sanitary Conditions & Route Dispatch
Clients are responsible for making sure the property is ready, safe, sanitary, and accessible before the scheduled service visit. This protects crew health, equipment cleanliness, service quality, and mutual respect between the client and Evergreen’s team.
Route Disruption, Dispatch & Demobilization Charges
These charges help cover operational costs associated with adjusting a confirmed schedule, dispatching a crew to a property that is not ready, or reserving crew time, equipment, materials, and route space that cannot be reasonably reallocated on short notice.
Annual, Commercial & Term-Based Recurring Agreements
Some recurring services, especially commercial accounts, HOA accounts, property-managed accounts, estate maintenance, premium recurring properties, and annual maintenance agreements, may be structured as term-based agreements. In those cases, route space, pricing, labor planning, and service availability are reserved based on the full approved term.
Ownership, Tenant, Manager & Property Transfer
Recurring agreements do not automatically transfer to a new landlord, owner, tenant, buyer, property manager, board, management company, or successor party unless that party accepts the agreement in writing and Evergreen Outdoor Services approves the transfer in writing.
Courtesy Waiver, When Appropriate
Evergreen aims 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 courtesy is not automatic and may be declined. It does not apply to repeated issues, chronic rescheduling, missed access, pet waste issues, sanitary issues, site-readiness problems, active past-due balances, material commitments, subcontractor charges, commercial agreement termination, annual agreement termination, or situations where Evergreen has already incurred significant costs.
Fair Refunds & Final Billing: If work is stopped mid-way by either party, refunds or final billing are based on work completed and expenses already incurred or reasonably committed, including materials, administrative time, management time, labor, equipment, subcontractor coordination, supplier commitments, restocking costs, handling costs, return costs, sourcing costs, delivery, disposal, and route disruption. Recurring maintenance is typically billed per completed visit unless a written agreement states otherwise. Late-notice schedule changes, access issues, pet waste issues, sanitary issues, site-readiness problems, skipped visits, paused service, or returning a property to normal maintenance condition may trigger Route Disruption/Dispatch fees, Cleanup rates, Reset Fees, demobilization charges, sanitation charges, or other approved charges.
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.
Project Completion: Once the approved scope is completed, the remaining balance is due the same day unless a separate progress payment schedule was approved in writing beforehand. For larger projects, or when approved in advance, payments may be divided into installments such as 50% upfront, 25% during the project, and 25% upon completion. If communication, approvals, site access, scope direction, or authorization to proceed become unclear due to client delay, non-responsiveness, or conflicting direction, Evergreen may pause work until written clarification is received and may require a revised payment schedule before resuming. If no response or clear direction is received within 5 full calendar days after notice of pause, the project may be treated as abandoned or delayed by the client. In that event, the deposit may be applied to completed work, materials ordered, time reserved, administrative/project disruption, and other costs incurred to date, and any remaining balance for completed work or costs incurred may be invoiced. Rescheduling, if accepted, will be subject to current availability and updated pricing. If a walkthrough is requested, it must be scheduled within 48 hours of completion; otherwise, the project will be considered complete for billing purposes.
Card on File (Required): Recurring service requires auto-pay (card on file) to remain on the route. Unless otherwise stated on your estimate, charges are processed after each completed visit (typically same day or next business day). For estimates or service packages that state monthly billing, charges will be processed according to the billing structure listed on the estimate. Your rate is based on your selected frequency, reserved route placement, and normal maintenance condition, not on exact minutes on-site.
Billing Structure (Recurring): Unless otherwise stated on your estimate, recurring maintenance is billed per completed visit at the agreed per-visit rate. If your accepted estimate specifically provides for monthly billing, charges will instead be processed monthly according to that estimate. Your billing date is typically the date you were first placed on our schedule, unless a different date was clearly stated or agreed to in writing. For example, if you were placed on the route on the 7th, your monthly billing date will typically be the 7th of each month. Monthly billing helps reserve your place on the route and support your agreed service frequency, even though exact visit timing may occasionally shift due to weather, holidays, access, or route flow. Service remains route-based and is completed within your normal service window, including the day before or next available date when needed.
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.
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. For recurring services billed monthly, charges are processed according to the accepted monthly billing structure listed on the estimate. 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.
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. For recurring services billed monthly, this timeline begins on the date of the first failed monthly charge attempt. For per-visit recurring services, this timeline begins on the date of the first failed charge attempt for the completed visit.
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.
Sod, plants, trees, shrubs, flowers, and other living materials are natural products. Evergreen Outdoor Services installs and handles living materials using professional practices, quality materials, and reasonable care. However, their ongoing health, color, growth, establishment, and long-term survival are affected by factors outside of installation workmanship.
Factors Outside Evergreen’s Control: Living material may be affected by weather, extreme heat, drought, excessive rainfall, irrigation coverage, watering consistency, drainage, soil conditions, disease, fungus, insects, pests, pet activity, wildlife, shade, foot traffic, chemical exposure, mowing practices, maintenance practices, and other environmental or site conditions.
Living Material Guarantee: Unless expressly stated in writing on the accepted estimate or service agreement, Evergreen does not guarantee the long-term health, color, establishment, or survival of sod, plants, trees, shrubs, flowers, or other living materials after installation.
Evergreen’s responsibility is limited to performing the approved installation in a professional and workmanlike manner using appropriate materials and accepted installation practices. Concerns involving living material will be reviewed based on documented workmanship, installation photos, completion records, care instructions provided, site conditions, and any other available information.
Client maintenance after installation is important and can strongly influence results. This may include proper watering, irrigation monitoring, mowing timing, avoiding traffic on newly installed areas, pest or disease monitoring, and following any care instructions provided.
However, even when care instructions are followed, living material may still be affected by factors outside Evergreen’s control, including extreme heat, insufficient rainfall, excessive rainfall, drainage conditions, soil conditions, grubs, insects, fungus, disease pressure, wildlife, pet activity, shade, and other environmental or site conditions. These factors may affect results and are not considered installation defects.
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 posted on this page as of the applicable Service Date (or the last day of the scheduled service window for recurring route service) will govern that service, unless otherwise stated in writing in the applicable Service Documents.
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.
