Fantastic Gardens — Workspace

Fantastic Gardens is a high-end landscaping, garden construction and maintenance company in Marbella and the Costa del Sol, with an office team and several crews working on site every day. FG Workspace is the internal tool we built for them so all that work lives in one place.

Challenge

The company’s day-to-day work was spread across too many places:

• Quotes on an office whiteboard: what had to be prepared, what had been sent and what was still waiting for an answer depended on who remembered.
• Prices in spreadsheets, with waste and transport for each material worked out by hand every time a supplier changed its price list.
• Site work coordinated over WhatsApp: tasks, photos and work logs lost between chats.
• Invoices typed one by one from quotes and notes.

The company had already chosen an ERP for accounting, purchasing and sales, but no off-the-shelf software fitted the way they work on site. So we went for custom software that works alongside the ERP and handles day-to-day operations.

Solution: a tool built in modules

FG Workspace is designed to grow one module at a time. We started with whatever wasted the most time, and today there are six modules in daily use:

Quote tracking

It replaces the whiteboard. Each quote is a card that moves through columns (pending, prepared, delivered, accepted or discarded), with owners, notes, files and a deadline. The tool flags quotes that are overdue or have been waiting days to be prepared, so none get forgotten.

Price catalogue

Each product stores its supplier price and its waste and transport percentages, and the real cost and final price are calculated automatically. When a new price list arrives, a photo is enough to update the prices.

Invoicing

From a quote or a document, the tool prepares the draft invoice with its lines. Automatic numbering, a branded PDF and clear statuses: draft, confirmed, sent and paid.

Projects and sites

Every job, whether landscaping or maintenance, has its tasks and subtasks with priority, comments and photos uploaded straight from a phone, work logs per person, materials and a record of everything that happens on it.

Crews and users

The team is organised into crews and each person has their own profile (admin, coordinator or site staff). Everyone sees what concerns them: when they log in, the home screen shows their pending tasks.

How we built it

• In phases, since May 2026: each module was designed with the team, put into production and refined through real use before moving on to the next.
• Built for the site: it works from a phone, with the camera for photos and simple screens for people working outdoors.
• Alongside the ERP, not against it: the ERP handles accounting; FG Workspace handles daily operations.
• Designed with the company’s branding, so the team feels it is their own.

Result

The whiteboard, the loose price sheets and the WhatsApp work logs have given way to a single tool used by the whole team, in the office and on site. Quotes no longer get lost, prices are always up to date and every job has its full history.

And it keeps growing: the next modules are an inbox for client requests arriving via WhatsApp, client records, maintenance visits and cost control per job.

Does your company also run on whiteboards, spreadsheets and WhatsApp groups? Tell us how you work and we will tell you what could be digitised first.