ᐅ Invoice for landscaping contractor is becoming increasingly expensive

Hello everyone,

We bought a house last year and completely renovated it. The outdoor areas were also supposed to be redesigned (new paving stones + garage). Therefore, in September last year, we hired a landscaping contractor to remove the existing paving, demolish a wall and a gate, excavate for new paving, create a gravel base layer for a garage, and of course, to install the new paving.

We received a quote amounting to 35,000 Euros (€). This was without any discounts and intended to be submitted to the bank for financing (the bank insisted on seeing quotes to confirm the loan amount). Later, we were offered the same scope of work in writing for 25,000 Euros, which we accepted.

The work started in September, but it became clear that the soil was not sufficiently load-bearing. I was verbally informed that the costs for excavation and disposal would increase significantly. Initially, I was told verbally about an extra charge of 5,000 Euros, and then a few days later, this was raised to 10,000 Euros. I approved the 10,000 Euros, so the total cost was expected to rise to 35,000 Euros.

The excavation work and the first deliveries of recycled crushed stone (RCL) for the gravel base layer for the garage were completed in September.

For this, we paid an interim invoice of 9,500 Euros and an additional 8,800 Euros for container services (machine rental, RCL, disposal of excavation material, etc.). We also gave 750 Euros in cash as a deposit for an excavator bucket to the landscaping contractor. In total, we have paid almost 19,000 Euros so far.

Unfortunately, the building permit / planning permission for the garage was delayed until the end of the year, so the garage work only started in 2025 and was completed by the end of April.

Now, when I contacted the landscaping contractor to arrange the next steps, they announced that the following outstanding costs remain after completing the work:

- 5,000 Euros gross
- 10,000 Euros net
- Crane for material delivery (1,700 Euros including tax)
- 3–4 containers of RCL (approx. 1,050 Euros)

In total, they are now requesting 7,750 Euros gross and 10,000 Euros net. Combined with the 19,000 Euros already paid, this would bring the total to 36,750 Euros. However, the 10,000 Euros net plus tax amounts to at least 11,900 Euros gross. To be honest, we know what the contractor means by the net price, and the invoiced amount is usually much higher 😉

So, in total, we are looking at at least 38,650 Euros gross, which is almost 4,000 Euros more than already expected.

When I asked how the price could increase again, they justified it by saying that, based on 300 estimated remaining hours, labor costs alone would amount to 13,500 Euros excluding tax. However, I was originally offered a price per square meter and never agreed to switch to an hourly rate. Additionally, the crane was never planned initially and is now charged for material delivery.

Now to my question:

What options do I have here? Do I have to accept the additional costs? Can the landscaping contractor keep increasing the price without limit?

Thank you very much in advance 🙂

When I read this, it reminds me of our experience here.
We also had a clear written offer, which we accepted in writing.
After about 25% of the work was completed, we were already expected to pay nearly the full amount. This was justified by the fact that they had done a few extra things not included in the original offer. That was true—there were indeed a few additional tasks—so we paid for that and would have paid more if needed.
Suddenly, however, after about 40% of the work was finished, they wanted to charge an additional 150% of the original price. He himself realized this sounded odd, but then claimed the offer was only valid for one week of work, not the entire project. Wow. That was really strange, and he also didn’t show up for the agreed meeting. We then stopped making payments, and he disappeared, never to return. Eventually, a collection agency contacted us. I explained that we had already disputed the amount (about €6,000) and that’s why they ceased their activities.
Nothing else happened after that, and we eventually found an individual who could complete the work gradually, according to their availability. We still occasionally work with that person, and it’s going quite well. The crazy thing is that the same company later gave me an offer for the wood facade in the UK, and I confirmed it in writing. On the second day of work with two men, they told me the screws wouldn’t hold and that each plank needed to be glued in with two-component adhesive. What did I do? I agreed, because the work had to continue, and I paid an extra €3,000.
I can’t really give you any advice here, as every case is different and the people involved vary wildly, so outcomes differ.
At some point, it became clear to us that he had badly underestimated the job when submitting his offer, which initially seemed quite reasonable to me, but he insisted he could manage it at that price.
Our construction period was during the COVID pandemic, and unfortunately, we had several similar issues. A landscaper was supposed to install paving and build a path surface. We were responsible for paying for the materials, which he would order. Foolishly, I agreed to this, but he ended up ordering ready-mixed concrete and excavators that just sat idle for days. We have since removed the path surface because it was done incorrectly and recreated it ourselves with gravel for €500. One evening, I made him his coffee, handed him €100 for his birthday, and told him not to come back.
I simply don’t want to work with people I feel are taking advantage of me. Under construction deadlines, you sometimes have to put up with things, but in the garden, I have no interest. Maybe afterward it will get worse, but maybe you also meet someone you enjoy working with long-term. We found two really great people who we call on when needed.

Gross amount/net amount? So, undeclared work?

Then it will be difficult anyway.

But to put it simply: If the contractor has miscalculated, it is their problem, not yours.

Phew, sounds like your landscaping contractor is quite a character....

With Landscaping Company 1, we got a very sympathetic employee who provided a quote that fit perfectly within our budget and expectations. After signing, we never saw that employee again, and instead other staff and the extremely annoying boss took over. After two weeks, the boss sent us a new offer – the price jumped from 50,000 to 90,000. We asked why there was a new offer since we wanted it as originally agreed. He just talked in circles, making it seem complicated, saying he could lower the price a bit, but then it would be our fault because everything would be "cheap cheap" and low quality.

We weren’t interested in “cheap cheap” for anything under 90,000, and apparently, he lost interest in our garden after that.

We openly asked what work had been done so far, asked him to invoice us for that and pause the project. We paid and later told him he didn’t need to come back.

On recommendation, we found Landscaping Company 2, a small business with just two owners who do everything themselves – very trustworthy, positive, and honest. We still maintain contact with them today.

What can I share from my landscaping experience – sometimes it’s worth making a clean break and starting over, even if it costs some time and money. As @Arauki11 already says, with the garden, time is usually manageable.

Find out what your landscaping company has done so far, pay them for that, and then move on.

Was a contract confirmation signed along with the offer? These companies often include “clauses allowing adjustments” on the last page, stating that the final invoice amount may change due to “difficult conditions” and so on. Then, from the excavator cabin, the builder is told what “became more difficult,” and the client just nods because they only understood half of it, which is how the whole thing ends up being accepted.

If the offer is based on square meters and you can prove by measuring what they actually are owed, I would apply that. If neither the offer nor the contract confirmation mentions that the delivery of building materials is to be paid separately, I would politely decline it. Extra costs caused by, for example, unstable soil are frustrating but fairness is important. This happened to us: the landscaping contractor called me over and showed me the peat lens on which we couldn’t place 320kg (700 lbs) of angle stones. So, the soil had to be removed and gravel put in. We discussed the almost exact costs and agreed on them.

An experienced landscaping contractor will have these costs ready right away since they buy and sell materials and services almost daily.
What you have is just the offer, the actual measured area on site, and your notes of what you saw, heard, and agreed during the construction work.
Advice like “don’t pay anything more” or “don’t question it, just pay” is not helpful here.

Hi,

thank you first of all for the many replies.

I would like to share the offer with you. Unfortunately, all PDFs appear grayed out when I try to attach the files.