Scheduling, contracts and RUT invoicing for grounds care
Mowing from May, leaves in October, snow when it comes. Homeowners with RUT and associations without — often in the same week, sometimes on the same street.
A season in a grounds company
The work follows the season. Maintenance contracts run from spring to autumn, snow clearing takes over in winter, and in between come one-off jobs: a hedge, a tree, a plot to clear. The customers are homeowners with RUT and associations and property owners without.
- 01
Contracts and enquiries
Homeowners buy mowing every other week or a fixed number of visits a season. Housing associations and joint property associations buy maintenance by the month. One-off jobs are quoted after a site visit.
Where it breaksThe contracts are in a binder, and the price of last year’s hedge trimming exists only in somebody’s memory.
- 02
Rounds to plan
One crew and one van do several addresses a day. Rain moves the week, and snow clearing goes before everything once it comes.
Where it breaksThe round is planned on a whiteboard. When rain moves Tuesday, the customer waiting for Wednesday cannot see it.
- 03
In the field
Mowing, edging, pruning. Waste is gathered up and sometimes hauled away. Machines, fuel and tip fees cost money.
Where it breaksWhat was done where is on a note, and whether the waste was hauled away or only gathered up is known only to whoever was there.
- 04
Reconciliation
The hours per address have to match the contract, and every line has to carry the right deduction or none at all.
Where it breaksA whole day’s hours are written against one customer, and the rest is spread by feel.
- 05
Invoicing
Homeowners get RUT taken off the labour, associations an ordinary invoice a month. Materials and tip fees go on lines of their own.
Where it breaksRUT is taken off the whole amount, machine hire and haulage included, and it shows only when Skatteverket refuses part of the claim.
Built for Swedish rules
What qualifies for RUT in the garden — and what does not
Garden work and snow clearing qualify for RUT, but the line runs through the middle of an ordinary job. Gathering the waste up qualifies; driving it away does not.
- RUT: 50 per cent, on the labour
- The deduction is at most 50 per cent of the labour cost including VAT, taken off the invoice. The work must be done on the plot where the home stands — not on forest land, a plot without a dwelling, or the shared areas of a joint property association. Tools and machines, such as mowers and tractors, do not qualify.
- What counts
- Mowing lawns, cutting hedges and shrubs, raking leaves, weeding, felling and pruning trees, grinding stumps and gathering garden waste for removal. Not: planting, laying a lawn or paths, laying stone and slabs, picking fruit or hauling the garden waste away. Cleaning roofs and gutters is ROT work, at 30 per cent.
- Snow clearing
- Clearing snow from driveways, house and garage roofs and yards qualifies, as do removing icicles and sanding and salting the pavement if the municipality requires it of the property owner. A joint property association’s shared areas, such as a row of garages, do not — and neither do tractors and wheel loaders.
- Associations and property owners
- RUT is a tax reduction for the person who lives in the home. Maintenance that a housing association, joint property association or property company buys for its shared areas is invoiced at 25 per cent VAT with no deduction.
- Ceiling and claim
- ROT and RUT together may be at most 75 000 kronor per person and year. The customer pays electronically, and you apply once the work is done and paid for, by 31 January of the following year.
Checked against the authorities’ own pages — Skatteverket, Arbetsmiljöverket and the county administrative boards — in October 2026. This is a summary, not tax advice: in a single case the authority’s text decides, and amounts and rates change.
The same season in Closepact
Every row below is built, and carries the module and tier it needs. What is not built is in the next section.
- The season in the ruleScheduling & work orders · Väx
- A maintenance contract becomes a recurring job with a start and an end date — weekly or every other week from May, ending in October. Jobs are written out ahead every night, and the rule can be paused and taken up again next spring without the link to earlier jobs disappearing.
- Urgent and contract on one boardScheduling & work orders · Start
- Snow clearing and one-off jobs go in as ordinary jobs in the same week as the contracts, with the customer’s window kept apart from the planned time. A job without a day sits in the queue until it is placed.
- A crew across several addressesScheduling & work orders · Väx
- Several people can be on the same job. Each clocks in with a position at each address, and the server compares it with that address’s coordinates, set in the panel or fetched from the street address. The drive between addresses is clocked as travel, which starts unbilled and never carries RUT.
- The right deduction per lineInvoicing & receivables · Väx
- Labour, goods and fees are separate line types on the invoice. Only labour lines can carry RUT; tip fees, machine hire and materials cannot, however they are flagged.
- The association, by the monthInvoicing & receivables · Väx
- Associations and property owners can get a recurring invoice every month or quarter, sent by itself or created as a draft for you to check, or one invoice gathering the month’s finished jobs for that customer. Your reference and theirs sit in fields of their own.
- A basis from the fieldScheduling & work orders · Start
- Materials used in the field are recorded on the job with quantity and price, photos are added when the job is marked done, and approved time becomes an invoice basis the moment the job closes.
Honest about the edges
What Closepact does not do for grounds companies
This is here because it is cheaper to read now than to discover after the contract is signed.
One invoice carries one kind of deduction, and so does one job. Tree felling with RUT and roof cleaning with ROT at the same customer become two jobs and two invoices.
No route optimisation — it is marked “planned”. You set the order of the addresses yourselves.
Closepact builds the RUT claim file but does not send it — you import and sign it in Skatteverket’s e-service — and the annual ceiling is not applied.
The customer is not notified when a visit moves. There are no booking confirmations, reminders or online booking.
What it costs a grounds company of twelve
Ten in the field during the season and two in the office. All twelve log in to the schedule; the two in the office invoice.
Väx in both modules: recurring maintenance contracts and GPS-verified clock-in start at Väx in the schedule, RUT at Väx in invoicing. Two modules take 15 per cent off the whole amount.
Prices in SEK per month excluding VAT, on an annual agreement. Each module has a 14-day trial, no card. Seats are counted per module, the way the calculator on the pricing page counts them.
Per month, priced the way the pricing page prices it
| Scheduling & work orders · Väx | 1 032 kr |
|---|---|
| 12 users · base fee 619 kr, 5 users included · 7 more at 59 kr | |
| Invoicing & receivables · Väx | 279 kr |
| 2 users · base fee 279 kr, 5 users included | |
| Modules | 1 311 kr |
| Bundle discount 15 % | −197 kr |
| Per month, excl. VAT | 1 114 kr |
Buy one. Buy two. Buy all three.
Each module is whole on its own. Together they stop being three systems exporting files to one another.
Common questions
Questions grounds companies ask
Does snow clearing qualify for RUT?
Yes, when it is done at the customer’s home: driveway, yard, house and garage roofs, and the pavement if the municipality requires the property owner to keep it clear. Icicles count too. Snow clearing on a joint property association’s shared areas does not, and neither does the cost of a tractor or wheel loader. In Closepact snow clearing goes in as ordinary jobs with the RUT flag, and the deduction is computed on the labour lines only.
Can we have both homeowners and housing associations as customers?
Yes. A customer is either a private person or a company, and each customer can have several addresses — one for the invoice and several where the work is done. The homeowner gets RUT off the labour, the association an ordinary invoice at 25 per cent VAT, conveniently a recurring one sent each month. On Pro you can also keep staff and jobs apart per entity if you run two brands or offices.
How do we handle the end of the season?
A recurring job has an end date, so the summer round stops by itself. You can also pause the rule and activate it again next spring — the same rule, with its link to the jobs it has already written intact. Generation only looks forward, so a rule switched on in April does not deposit backdated jobs from March. The rule never writes jobs past its own end date.
Can RUT be taken off hauling away garden waste?
No. Gathering up and composting garden waste for removal qualifies for RUT, but the removal itself does not, and neither does the tip fee. Put the haulage on a line of its own without the deduction, and it stays outside the RUT base. Goods and fee lines cannot carry the deduction at all, whatever they are flagged as.
How does the crew get its jobs?
In the field app, which shows the coming seven days with the address and directions. Whoever is assigned a job with a date also gets an email, in Swedish or English. Everyone on the job sees the same thing. Clock-ins work without coverage out on the plot and are sent when the signal returns; materials, photos and the checklist are reported when the job is marked done, which needs a connection.
What would it cost us?
The worked example above — ten in the field and two in the office, Väx in scheduling and invoicing — comes to 1 114 kr a month excluding VAT, after the 15 per cent bundle discount. What counts is users who log in; somebody who is only planned as a resource costs nothing. Each module has a 14-day trial. You can start with the schedule and add invoicing later; the discount applies from the second module.
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