A clear plant order starts with the landscape plan. For Sydney landscapers, commercial property teams and council project buyers, the useful details go beyond a plant name: the cultivar, pot size, quantity and delivery arrangements all need to line up with the job.
Potify is an online nursery supplying plants sourced to order for Sydney projects. We help coordinate plant supply, while your project team manages design decisions, approvals and installation. Here is what to include when turning a native planting schedule into a quote request.
Start with the current approved plant schedule
Send the latest approved schedule, with its drawing number or revision date if available. If the plans and schedule disagree, have the project decision-maker clarify the requirement before ordering. Working from one current version makes it easier to compare a quote with what the site actually needs.
For each line, include:
- Botanical name: the full species name, rather than only a common name.
- Cultivar: the named selection exactly as specified, where applicable.
- Pot size: the required container size and units.
- Quantity: the total required, split by planting area or stage where useful.
- Other specified dimensions: any required plant height, spread or tree measurements, including how these are to be assessed.
For example, a schedule specifying Westringia fruticosa ‘Mundi’ or Lomandra longifolia ‘Tanika’ needs that cultivar recorded, not just “Westringia” or “Lomandra”. Pot size and plant dimensions are also separate details: a container size alone does not define the height or spread you have requested.
Keep item numbers consistent between the schedule and plans, especially when the same plant appears in several areas. If you include extra plants for replacements, show those separately from the installation quantities. This helps avoid double-counting when someone combines stage totals into the final order.
Keep plant selection tied to the site
Include the site address, planting locations and relevant conditions with your enquiry. Sun or shade, coastal exposure, drainage, available growing space and nearby services can all matter to the project team’s selection. Flag any planting specifications or council requirements that the order must meet.
“Australian native”, “locally indigenous” and “local provenance” should not be treated as interchangeable. A species native to Australia may not be indigenous to your Sydney locality. A local-provenance requirement concerns the origin of the planting material and may need supporting records. If either is specified, send the exact requirement rather than assuming a general native plant listing satisfies it.
As an example of site-led selection, the City of Sydney’s Street Tree Master Plan considers factors including mature size, growing conditions and infrastructure. Use it as a street-tree reference, then check the documents and planting requirements for your particular council, site and project.
Approve proposed substitutions before ordering
If an alternative is proposed, keep it clearly separate from the specified plant. A substitution might change the species, cultivar, pot size or supplied dimensions. It should be easy for the reviewer to see exactly what would change and why.
Record the original specification alongside the proposed alternative, its quantity and any difference in quoted cost. Ask the relevant project decision-maker to review it against the design intent and applicable requirements. Depending on the job, that person may be the landscape architect, client representative or council project officer.
Get written approval before confirming the changed order. Then update the working schedule and quote so the purchasing contact, delivery recipient and installation team are looking at the same information. A conversation about an alternative should not become an unrecorded change on delivery day.
Plan delivery around the site
Include your requested delivery date or window when asking for a quote. For staged works, show the quantities needed at each stage and identify whether they are going to one address or several locations within Sydney.
Useful delivery details include:
- The full address, site entrance and on-site contact.
- Vehicle access limits, gate widths, height restrictions or booking requirements.
- The proposed unloading point and who will receive the plants.
- Any arrangements needed for unloading, temporary holding and site access.
Agree the delivery arrangements as part of the order. Have the receiving team check labels, quantities and agreed specifications against the delivery paperwork, and record discrepancies promptly. If planting will happen later, arrange a suitable holding area and responsibility for plant care with your site team.
Send a schedule for a project quote
For a Sydney plant supply enquiry, contact Potify with your schedule, quantities, pot sizes, site address and requested delivery timing. Include any required dimensions, provenance conditions and the contact responsible for approving proposed changes. These details give us a practical starting point for coordinating your quote.
Still developing the planting palette? Our guides to 10 Best Australian Native Plants for Sydney Gardens and Best Australian Native Screening Plants for Privacy in Sydney offer ideas to discuss with your designer before finalising the project schedule.