4 Seasons Lawn Care - Business Operating System

Portfolio Note: This repository demonstrates AI-assisted documentation and knowledge management. Built entirely with Claude AI to help a small business owner systematize operations, compliance, and daily workflows. Names and identifying information have been anonymized for public sharing.

Overview

This is a comprehensive business operating system for a lawn care service, created entirely through AI-assisted development. It demonstrates how conversational AI can build sophisticated documentation systems for non-technical users.

What this showcases:

• 📚 Knowledge management for service businesses
• 🤖 AI-generated operational procedures and compliance documentation
• 👥 User-centric design (built for field workers and administrative staff)
• ⚖️ Business compliance frameworks (Florida LLC, local permits, safety protocols)
• 📋 Practical workflows from daily operations to crisis management

Quick Start

New to this system? Start here:

1. Read 00_START_HERE/CLAUDE_USAGE_GUIDE.md - Learn how to use Claude as your business consultant
2. Review 00_START_HERE/DAILY_OPERATIONS_WORKFLOW.md - See exactly what to do each day
3. Check 00_START_HERE/QUICK_REFERENCE_PRICING.md - Know what to charge
4. Ask Claude any questions - It knows your business inside and out

What's In This Project

00_START_HERE/ (Read These First)

• CLAUDE_USAGE_GUIDE.md - How Field Operator and Operations Manager should use this AI system
• DAILY_OPERATIONS_WORKFLOW.md - Step-by-step daily procedures
• QUICK_REFERENCE_PRICING.md - Fast pricing guide for quotes

01_OPERATIONS_FIELD/ (Field Work & Operations)

• BUSINESS_IDENTITY.md - Team roles and communication philosophy
• CUSTOMER_JOURNEY_MAP.md - How customers flow through your business
• DECISION_TREES.md - Quick decisions for common field situations
• CRISIS_PLAYBOOKS.md - Emergency response procedures
• SAFETY_SOP_GUIDE.md - Personal protective equipment and safety protocols
• EQUIPMENT_INVENTORY_LOG.md - Asset tracking and tax exemption info
• MAINTENANCE_SCHEDULE.md - Equipment care and service intervals
• ADMIN_OPERATIONS_MANUAL.md - Daily hand-offs and record management
• TECH_STACK_AND_OPS.md - Software tools and workflow

02_LEGAL_AND_RISK/ (Compliance & Protection)

Business Structure:

• CORE_LEGAL_VAULT.md - Articles of Organization, EIN, Operating Agreement
• FLORIDA_COMPLIANCE_CHECKLIST.md - State-level requirements and deadlines

Local Government:

• WILLISTON_LOCAL_COMPLIANCE.md - City requirements and registration
• WILLISTON_CITY_REQUIREMENTS.md - Business Tax Receipt details
• LEVY_COUNTY_CONTEXT.md - County licensing and property tax
• FLORIDA_GREEN_INDUSTRY_LICENSING.md - What services require licenses

Risk Management:

• RISK_AND_LIABILITY_SAFEGUARD.md - Insurance and incident protocols
• INCIDENT_REPORT_TEMPLATE.md - Documentation form for accidents

03_ADMIN_AND_FINANCE/ (Money & Marketing)

Branding:

• BRAND_VOICE_GUIDE.md - Visual identity and communication style
• CUSTOMER_COMMUNICATION_SCRIPTS.md - Templates for texts and emails

Financial:

• PRICING_CALCULATOR.md - Detailed pricing formulas and overhead
• PROFIT_AND_LOSS_TEMPLATE.md - Monthly financial tracking

For Field Operator (Field Lead)

Your Daily Resources:

• Morning checklist: 00_START_HERE/DAILY_OPERATIONS_WORKFLOW.md
• Pricing questions: 00_START_HERE/QUICK_REFERENCE_PRICING.md
• Decision help: 01_OPERATIONS_FIELD/DECISION_TREES.md
• Emergencies: 01_OPERATIONS_FIELD/CRISIS_PLAYBOOKS.md
• Safety rules: 01_OPERATIONS_FIELD/SAFETY_SOP_GUIDE.md

Ask Claude:

• "What's my pre-work safety checklist?"
• "Customer wants [service]. What should I charge?"
• "I just damaged property. What do I do right now?"
• "This slope looks steep. How do I know if it's safe?"

For Operations Manager (Operations Manager)

Your Weekly Resources:

• Evening review: 00_START_HERE/DAILY_OPERATIONS_WORKFLOW.md (10-minute section)
• Customer messages: 03_ADMIN_AND_FINANCE/BRANDING/CUSTOMER_COMMUNICATION_SCRIPTS.md
• Financial tracking: 03_ADMIN_AND_FINANCE/FINANCIAL/PROFIT_AND_LOSS_TEMPLATE.md
• Compliance calendar: 02_LEGAL_AND_RISK/BUSINESS/FLORIDA_COMPLIANCE_CHECKLIST.md

Ask Claude:

• "Draft a message to customers about [situation]"
• "What compliance deadlines are coming up in [month]?"
• "Customer disputed [issue]. What are my options?"
• "Help me understand this P&L report"

Key Documents Reference

Legal & Compliance

• Sunbiz Annual Report: Due May 1st every year (02_LEGAL_AND_RISK/BUSINESS/FLORIDA_COMPLIANCE_CHECKLIST.md)
• Levy County DR-405: Due April 1st for equipment tax exemption (02_LEGAL_AND_RISK/LOCAL_GOVERNMENT_WILLISTON/LEVY_COUNTY_CONTEXT.md)
• Williston BTR Renewal: Due September 30th (02_LEGAL_AND_RISK/LOCAL_GOVERNMENT_WILLISTON/WILLISTON_CITY_REQUIREMENTS.md)
• Workers Comp Exemption: Renew every 2 years (02_LEGAL_AND_RISK/BUSINESS/CORE_LEGAL_VAULT.md)

Operations

• Standard Mow Pricing: $40 (small) to $140 (1 acre) (00_START_HERE/QUICK_REFERENCE_PRICING.md)
• Heat Safety Protocol: 15-min breaks every 90 minutes June-September (01_OPERATIONS_FIELD/SAFETY_SOP_GUIDE.md)
• 60-Second Hand-off: Photos, receipts, mark complete after every job (00_START_HERE/DAILY_OPERATIONS_WORKFLOW.md)

Brand Voice

• Colors: Hunter Green and Slate Gray (03_ADMIN_AND_FINANCE/BRANDING/BRAND_VOICE_GUIDE.md)
• Style: Professional, local, reliable - no corporate jargon
• Customer Tone: Neighborly and helpful

Business Identity

Business Name: 4 Seasons Lawn Care
Website: 4seasons352.com
Service Area: Williston and Levy County, Florida

The Team:

• Field Lead: Field Operator - High reliability, manual labor expert, finishing GED
• Operations Manager: Operations Manager - Financial oversight, scheduling, customer communications, full-time nurse

Core Values:

• Digital-first (easy booking, automatic invoicing, no check-chasing)
• Professional (uniformed, clean equipment, clear communication)
• Reliable (show up when promised, do it right)
• Local (supporting your Williston neighbors)

Tech Stack

Website & Booking: Durable AI (4seasons352.com)
Payments: Stripe (integrated with Durable)
Accounting: QuickBooks Solo
Scheduling: Durable native booking
File Storage: Google Drive (connected to this Claude Project)
Business Consultant: Claude (this project)

Communication Philosophy

Internal (Within the Team):

• Instructions for Field Operator: Plain English, step-by-step, mobile-friendly
• No corporate jargon or complex terminology
• When in doubt, ask Claude

External (With Customers):

• Professional but friendly (neighbor talking to neighbor)
• Clear, specific, no runaround
• Examples: "Your lawn is ready for the weekend!" vs. "Service completion confirmed"

Success Metrics

1. Digital-First: 90%+ of payments through Stripe (no check-chasing)
2. Efficiency: Field Operator spends 90%+ of time mowing, not admin work
3. Consistency: Same-day completion of 60-second hand-off (photos, receipts, invoices)
4. Growth: Convert 40%+ of one-time customers to recurring service
5. Compliance: Zero missed deadlines for permits, taxes, or renewals

How to Use This Project

For Day-to-Day Questions:

Just ask Claude. It has read all these documents and knows your business.

Examples:

• "What do I need to do before leaving the job site?"
• "Customer wants bi-weekly service on a 1/2 acre lot. What should I charge?"
• "I need to file the DR-405 form. Walk me through it."

For Reference:

Navigate to the specific document when you need details or want to review procedures.

For Updates:

When something changes (pricing, procedures, equipment), update the relevant document. Claude will use the updated information.

Important Reminders

For Field Operator:

• Safety gear is non-negotiable (eyes, ears, feet)
• Complete 60-second hand-off after EVERY job
• Ask Claude before calling Operations Manager
• Heat stress is deadly - take breaks

For Operations Manager:

• Check booking system once daily (8 PM after nursing shift)
• Respond to customers within 24 hours
• Set aside 15% of revenue for taxes monthly
• Use Claude to draft communications quickly

For Both:

• Claude is your first line of support, not Liz
• Document everything (photos, receipts, incidents)
• When in doubt, ask Claude
• Compliance deadlines are non-negotiable

Getting Help

Tier 1: Claude (Use for 80% of questions)

• Business procedures and protocols
• Customer communication drafts
• Pricing and quote questions
• Compliance deadline reminders
• "How do I..." questions

Tier 2: Operations Manager (Internal decisions)

• Field Operator escalates field issues
• Customer disputes
• Scheduling conflicts
• Equipment repairs

Tier 3: Liz (Technical or external help)

• Claude gives wrong information
• Systems not working (website, payment, etc.)
• Legal questions beyond scope
• Big strategic decisions

Project Status

Last Updated: February 2026
Current Phase: Pre-Launch (Presenting to Operations Manager and Field Operator)
Next Milestone: First customer service

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Questions? Ask Claude: "Help me understand [topic]"

Ready to launch. Let's grow this business.