A homeowner calls about one dead branch over the shed. The job is twenty minutes of cutting. But you drive thirty minutes each way, set up the truck, rake the yard and load up. Your crew spent most of a morning on a branch.
That is why a minimum job charge exists. It is a floor. No job goes out the door for less than it costs you to show up. This post shows how to set one from your own numbers. It is not legal or tax advice, and I will not tell you what to charge in your town.
What a minimum charge is
A minimum job charge is the smallest amount you will accept for any visit where the crew does work. If the work adds up to less, the customer pays the minimum.
It is different from a trip charge. A trip charge is a fee for coming out. A minimum charge covers the whole job, work included. Some companies use both. Many only use one. Pick the one that is easy to explain.
| Type | What the customer sees | Best for |
|---|---|---|
| Minimum job charge | “Our minimum is $X. Most small jobs fit in that.” | Small trims and one-limb jobs |
| Trip charge | “There is a $X fee to come out, then the work.” | Far drives, estimates that need a visit |
| Both | “$X to come out, and a $Y minimum on work.” | Wide service areas |
Why small jobs lose money
Look at where the time goes on a small job:
- Drive to the site and back
- Walk the property and agree on the work
- Set up cones, ropes and the chipper
- The actual cutting
- Cleanup, rake and load
- Quick payment and a review request
Only one of these is cutting. The rest happens even when the job is tiny. Add the crew wages, the truck and fuel, and a small job can cost the same as a medium one.
Small jobs also block bigger ones. If your crew spends Tuesday morning on a twenty-minute trim, they cannot be on a larger job that pays more.
How to set your minimum, step by step
You need three numbers from your own books.
- Your crew rate per hour. If you have not worked this out, start with our post on how much to charge per hour or use the crew day rate calculator.
- Your shortest realistic job time. Include drive, setup, work, cleanup and load. Be honest. Look at your last ten small jobs and note the time from leaving the yard to getting back.
- A fuel and travel cost. The fuel cost calculator and travel cost calculator help with this.
Then multiply: crew rate times the shortest realistic job time, plus travel cost, plus a margin.
A worked example (an example only)
Here is a made-up example for Oak & Pine Tree Service. These numbers are examples, not prices to copy. Use yours.
| Item | Example number |
|---|---|
| Crew rate (two people and truck) | $150 per hour |
| Shortest realistic job, door to door | 2.5 hours |
| Crew cost for that time | $375 |
| Fuel and truck wear for a typical drive | $30 |
| Cost before profit | $405 |
If Oak & Pine wants a profit on top, the minimum goes above $405. The owner might round to a clean number, such as $450, and write it in the price list.
The point of the example is the method. The owner did not pick a number out of the air. Each part came from a real cost. When a customer asks why, the owner can answer calmly.
Set different minimums for different situations
One minimum for everything is simple, but it can be too blunt. You can add small steps:
- Standard minimum for jobs inside your normal area
- Longer-drive minimum for jobs past your usual radius
- After-hours minimum for nights and weekends
- Bucket truck or crane minimum when special gear is needed
Keep the list short. If you have more than four, nobody remembers it, including your own crew.
How to say it so customers accept it
People are more likely to accept a minimum when they hear it early and hear a reason. The worst time to say it is after the crew is standing in their yard.
Here are example scripts. Change the words to sound like you.
On the phone (example):
“For small jobs, our minimum is $450. That covers the crew, the truck and cleanup. If your job is bigger, I will give you a firm price after I see it.”
By text (example):
“Thanks for reaching out! Quick heads-up: our minimum for any job is $450. If you send two or three photos of the tree, I can tell you if it will fit in that or if it needs a bigger quote.”
When they push back (example):
“I understand. The minimum is there because the crew and truck still have to come out, set up and clean up, even for a small cut. If it helps, I can list the other small jobs we could do on the same visit.”
That last line helps. A customer with one small job often has two or three more. Bundling them makes the minimum feel like good value.
Check it against your win rate
If you set a minimum and nobody books, something is off. But do not lower the price at once. Look at three things first:
- Were customers told the minimum early?
- Did you ask for photos so you could say yes or no quickly?
- Did you follow up after the quote?
The estimate win rate calculator lets you track how many quotes turn into jobs. If the win rate on small jobs drops after a change, that is a signal to look. If it stays steady, the minimum is working.
Also see the 5-minute follow-up rule. A fast, clear reply helps the minimum feel fair.
Checklist: put a minimum in place
- Work out your crew rate per hour
- Time ten small jobs from yard to yard
- Add travel and fuel cost
- Add your profit and round to a clean number
- Write the minimum on your price list and website
- Add one line about it to your phone and text scripts
- Review the number every six months
A small note on calls and texts
When a homeowner calls about a small job and nobody answers, the minimum never gets said. Per Invoca, about 27% of calls to home-service businesses go unanswered, and under 3% of those callers leave a voicemail. A text that goes out right away can say, “Thanks for calling. Send a photo and I will tell you if it fits our minimum.” That keeps small jobs moving.
Try it: use the travel cost calculator to see what a typical drive costs, then plug it into your minimum.
To see how many calls you miss today, get a free audit at /free-audit. You can also read about our services and pricing. Check payroll and tax questions with your accountant.
