Custom Scapes & Designs landscape design process step-by-step — discovery call, site visit, 3D rendering, revisions, build. What to expect. Get a quote.
You're standing in your backyard, looking at a yard that's worked for years but isn't quite right anymore. You want to redo it. You've gotten as far as bookmarking ideas and walking the property with a tape measure. What happens next, exactly, when you call a landscape design firm? What does the process actually look like from your side of the table?
Most firms describe their process in vague terms because they don't want to commit to a structure. We're going to walk through ours in concrete detail — every step from the first phone call to the day the install crew packs up. If you're considering hiring Custom Scapes & Designs or any reputable design-build firm in DeKalb and Kane County, knowing what to expect at each phase changes how you show up to the meetings.
The first contact is a phone or video call. It's free and there's no obligation to proceed.
What we cover:
What we DON'T cover yet:
The discovery call is mutual scoping. By the end, both sides know whether the project fits our practice and whether we fit yours. If we're not the right firm — budget mismatch, scope mismatch, geography — we'll say so and recommend someone who is.
What you should do before the call:
If the discovery call lands, we schedule an on-site visit. This is also free.
What happens during the walk:
By the end of the visit, we have what we need to build the 3D model. You have a clearer sense of what's possible on your property.
What you should do before the visit:
Now we're back in the office, building.
What we produce:
What you're doing during this phase:
This is the most important meeting of the entire process. We walk you through the rendering.
What we cover:
The single most important thing you can do during this meeting: speak up when something doesn't sit right. Don't be polite. Don't assume we'll figure out what you actually want. If the wall feels too tall, say so. If the paver color reads wrong in your light, say so. If the plant placement feels off, say so. We can change everything in the rendering for free; we can't change it on install day for free.
Most projects go through 1–2 revision rounds. We update the rendering, swap materials, move features, refine planting, and rerender. Sometimes the revisions are minor (swap the paver to one tone warmer); sometimes they're substantive (move the wall back 2 feet, change the patio shape).
Revisions included: typically 1–2 rounds in the standard fee. Beyond that, additional fees apply or we have an honest conversation about whether the scope has fundamentally changed (which is a different design package).
What you do during revisions:
The last design-phase meeting. We present the final rendering, final plans, final plant schedule, final material specs, and final build estimate.
What we cover:
At this meeting, the design is final and the contract for construction gets signed. Building scheduling locks in.
Between contract signing and the crew arriving, several things happen:
You'll get a confirmation email 1–2 days before crew arrival with the exact start date and time.
The install happens. Walking through this in detail for a paver patio is in How a Paver Patio Actually Gets Installed in Northern IL. Most landscape installs follow a similar phased sequence — excavation, base or bed prep, construction in the correct order, planting, finishing.
What you do during build:
We build through our hardscapes and landscape installation work — the build phase is where the design becomes reality.
When the build is complete, we walk the finished landscape with you. We document any final touch-up items, confirm everything matches the approved plan, and hand off:
A reputable design-build firm doesn't disappear after the install. We check in:
The first year is when most install-related issues surface (a plant that didn't take, a paver that's settled slightly, a drainage area that didn't perform as expected). We handle these proactively.
Most residential designs run 2–4 weeks from kickoff to final sign-off. Week one covers the discovery call and on-site visit. Weeks two and three produce concept design and 3D rendering. The final week handles 1–2 revision rounds before sign-off. Complex multi-phase projects with extensive hardscape or engineered drawings can extend to 6–8 weeks.
The construction contract gets signed, permits are pulled, materials are ordered, JULIE locates are scheduled, and the crew is booked. Pre-mobilization typically takes 1–2 weeks for residential projects. Then the build crew arrives and the install runs 1–3 weeks for most projects.
Minor changes during build can usually be accommodated as change orders with associated cost. Major scope changes (rethinking the patio shape, redoing the planting plan) typically require returning to the design phase for revised renderings and a revised estimate. The cheap time to make changes is during the rendering phase — not during build.
No, but it helps to be available for questions during the build. We'll have access (gate codes, key location, etc.) worked out before crew arrival. Many homeowners enjoy being on site at least part of the time to see the build progress and ask questions about what's happening.
Homeowner reluctance to speak up during the rendering review. If something feels off during design and the homeowner doesn't say so, it shows up on install day — and changing it then costs real money. The single most important practice during design is honest feedback during the rendering review. We can change anything for free at that point.
Yes, and we encourage it for larger projects. The design package includes a phasing plan if relevant. Common phasing: Year 1 patio and primary hardscape, Year 2 planting, Year 3 water feature or lighting. Phasing lets you spread cost, evaluate each phase before committing to the next, and adjust later phases based on how earlier ones perform.
For build clients, the design package is included. For design-only clients, fees range from $1,500 for a single-zone refresh to $15,000+ for complex multi-phase work. We quote design-only with clear scope and fee before any paid time begins. See Landscape Design Cost in DeKalb & Kane County for the broader market ranges.
The Custom Scapes & Designs process is structured and concrete: discovery call, site visit, concept and 3D rendering, review, revisions, sign-off, pre-mobilization, build, final walk-through, first-year follow-up. Every phase has a clear purpose, a defined deliverable, and clear expectations on both sides.
The single highest-leverage moment in the entire process is the concept review meeting — when you walk through the 3D rendering and have the chance to speak up about anything that feels off. Changes are free at that point. They get expensive fast on install day.
If you're considering working with us, the right first step is the discovery call. It's free, it's 15–30 minutes, and by the end we'll both know if the project is a fit.
If you want to understand the design philosophy underlying this process before you make the call, What "Custom Landscape Design" Really Means walks through what we mean by "custom" and why the rendering step is non-negotiable in our work.
Related reading
Ready for the discovery call? Start with our landscape design and 3D rendering service or request a free site walk and we'll set up the conversation.
