Make a really big one with all of the plants you use in it. Save it as a template. Then open it and delete the plants you don't use. You might want to add columns for calculating prices. You could cut those columns from what you give to your clients.

I use Excel. I am creating my own plant list (with size, some characteristics) and try to cut and paste into another Excel plant list for the client as I add material to the drawing. I have a 'template' where I have PLANT LIST centered over the main columns. Then, I add prices in another column, that I leave off the client's list. In my personal plant list, I have columns for # and symbol so it pastes smoothly into the drawing template.
I like laag's big plant list idea, but I've got mine set up as separate evergreen, shrubs, tree lists. It's probably easier to delete than cut and paste.

I do my plant lists pretty much the way laag describes. I have "master plant list" Excel table that I have saved as a template. I add to every few months or so, as I find out about new plants hardy to my zone. The master plant list has columns for my botanical name, common name, key, #, size, price per, extended price, and columns for bloom season, height, spread, color and maintenance notes.

When I'm working on a project, I open the template and "save as" with the name of the client on it. Then I delete all the plants I'm not using on that project. If I want to add some back in later on, I can cut and paste from the original template.

I give my clients a separate plant list to take shopping with them. This has an extra column they can use to for their own notes as they shop. The plant list I print out to put on the blueprints has only the key, #, botanical name and common name columns on it. I just "hide" the other columns in excel so they don't print out on that list. I can pick and choose which columns I want to print.

I find that having the master list from which I can delete plants works better than starting from a shorter list and having to add plants.

The other advantage for me to having the master plant list to start from is that I don't mix up my plant key-codes that way. I used to have a problem with ending up with the same codes for different plants.

copy it off the plans.

For those of you using a master list in excel, a quick way to delete unused plants is to utilize the sort feature.

-Make a temporary "extra" column right next to the plant names.

-Place a symbol (could be anything, I use an asterisk) next to the plant name of those plants you'll be using.

-Use the "sort" feature, and sort by that column. Then, all of the plants you will be using will be at the top of the worksheet.

-Select all of the rows below your current plant list, and delete them.

The sort feature can then be used in various ways to separate the list into subcategories.

Why do so many people use spreadsheets as databases? What's the advantage over making a table in a database - you already have the spreadsheet software?

Bean, thanks for that Excel tip on sorting. i hadn't thought of that but it's a good idea and I'll definitely use it. Anything to save time on tedious parts of my work.

Ron, I use the spreadsheet for my plant lists instead of just making a table in Word because I can work up quick estimates in Excel. I have columns on plant cost, plant#'s and extended cost, then I can do a calculation to add up all the $'s. If I change the #'s of a plant, the spreadsheet automatically updates the cost.

Ron, it is probably because the learning curve for Excell is quicker that say Access. Access would be probably the best. The plus of Access is that you could create lists of plants that: bloom in the spring, are greater than 10ft tall, that are native .... Which would be great during the design phase.

I am currently moving my list from Word (tables ) to Excell, but as I get more plant may move to Access.

copy it off the plans - My plant list includes more than name and quantity - cause most of my customers are do it yourself - I write each name of the plant on the plans, but stopped doing a list on the plans -- but I am always ready to try something new!

I've found using a database ( I use SQL) far superior to using spreadsheets or Word tables, and well worth the trouble to learn. And because a database stores information based on specific attributes (like taxonomy,etc.), Plantman56's point about running queries based on those attributes becomes possible, and incredibly useful. Best of all, as it grows, which it inevitably does, upgrading in not necessary, you're already there!
beau

Mich, I'd copy it off the plan, but I print the Plant List and tape it onto the plan instead of writing it. I'm still developing my handwriting. I also give the client 2 copies.

While we're on a technical topic, how do you label your plants? I use 2-3 letter initials for each group, based on the botanical name, and do the plant list alphabetically as well. I usually use leaders. A designer I work part time for starts in one corner and labels A-Z, and writes in the circles. I had one instructor that wanted each group labeled with botanical name and quantity, with leaders. Another wanted trees (T1, T2)grouped together, then shrubs, etc.

I know there's not a right way, just interested in how others do it.

My design instructor in college would have fits if we attempted to use coding on the plants. A different symbol for each different plant and each labeled with botanical and common name and quantity. And a separate plant list with sizes and alternatives - always a separate hard copy but one could be printed on the drawing as well, provided sufficient room on the sheet. Old habits die hard and I still do it this way.

It sounds like I could be one of the few not utilizing a database OR a spreadsheet for the plant list. It's faster for me to just to type the list out in a Word template I formatted with my logo, etc. I hate to admit it but the database is my head - the advantage is I work with the plants on a daily basis at the nursery and need to have that kind of info at hand anyway.

Well, both of my instructors would have fits with the other- they were so far apart in technique. But it was good exposure. I do think the full botanical name on each plant cluttered the drawing. But the installer couldn't say much with it labeled that way.

I also use the full botanical name on the plan, with quantity and size. I also place a plant schedule on the sheet.

I have a program called PlantMaster, but haven't used it much. It's ok for printing up quick descriptions with photos, but I've found the interface to be really cumbersome. However, it does plant schedules, and actually does a pretty good job with them.

Beau, I can understand now why you like the database rather than using a spreadsheet for your plant lists. I have a question: can a database be combined with a spreadsheet? Now that would give me the best of both!