Planning your first major outdoor living project can feel overwhelming. How long does it take? What happens at each step? Who handles permits? How do I know the contractor is on schedule? This guide walks you through the complete process of an outdoor living project with VistaScapes & Design — from your first call to the day you’re using your new outdoor space.
Step 1: Free On-Site Consultation (Week 1)
Every project starts with a free on-site consultation at your property. Here’s what happens:
- We walk the yard together and assess your space — grade, drainage, sun exposure, access points, existing utilities
- We listen to your vision — what you want the space to do, how you’ll use it, what you’ve seen that you love
- We discuss the realistic scope given your yard’s constraints and your budget range
- We show you project photos from similar Broken Arrow and Tulsa builds
- We leave you with a rough concept of what’s possible and a ballpark investment range
The consultation typically takes 60-90 minutes. There’s no pressure and no commitment — we just want to understand your project fully before putting together a proposal.
Step 2: Design Development and Proposal (Week 2-3)
After the consultation, we develop:
- A design concept showing your outdoor space layout — patio shape, structure placement, kitchen orientation, fire feature location
- Material specifications — exact stone type, countertop material, structure framing, roofing
- A detailed written proposal with itemized scope, timeline, and total investment
- Any design revisions needed based on your feedback
We present the proposal at a second meeting — either at your home or virtually. We walk through every line item so you understand exactly what you’re getting and why.
Step 3: Contract Signing and Scheduling
When you’re ready to move forward, we sign the contract and collect the deposit. At that point:
- We place orders for any custom or long-lead materials (specialty stone, special-order appliances)
- We begin the permit application process (typically 1-3 weeks for approval in Broken Arrow and Tulsa)
- We schedule your project into our production calendar and assign a dedicated project manager
- We communicate your expected start date and estimated completion window
Step 4: Pre-Construction Site Prep
Before main construction begins, we:
- Locate all underground utilities (Oklahoma One-Call — mandatory before any excavation)
- Mark the patio and structure footprint so you can visualize the layout before we dig
- Discuss staging areas for materials and equipment access
- Confirm all permits are in hand
Step 5: Construction (1-6 Weeks Depending on Scope)
Construction phases typically follow this sequence:
- Excavation and base work — digging to depth, compacting crushed stone base
- Underground utility rough-in — gas, electrical conduit, and water supply lines placed in the ground before paving
- Slab or footing pours — concrete footings for structure posts, kitchen base slab
- Structure framing — posts, beams, and roof framing for covered patios or pavilions
- Kitchen cabinet construction — block or stud framing for the outdoor kitchen
- Patio surface installation — stone or paver setting on the prepared base
- Countertop installation — granite, quartzite, or concrete tops set in place
- Appliance installation — grill, refrigerator, and other appliances set and connected
- Electrical and gas final connections — permitted finishes by licensed trades
- Finish work — trim, caulking, coping, edging, final details
Step 6: Final Inspection and Walkthrough
When construction is complete:
- The city inspector signs off on permitted work (electrical, gas, and structural)
- We do a final walkthrough with you — testing every appliance, lighting fixture, and gas connection
- We explain care and maintenance for your specific materials and appliances
- We collect the final payment at project completion
- You get a full package of warranty information, maintenance guides, and permit close-out documents
Typical Timeline Summary
- Consultation to proposal: 1-2 weeks
- Contract to permit approval: 2-4 weeks
- Simple patio installation: 3-7 days
- Outdoor kitchen with covered structure: 3-6 weeks
- Full outdoor living project (patio + kitchen + structure + fire feature): 5-10 weeks
Ready to start? Schedule your free on-site consultation and we’ll walk you through exactly what’s possible for your Broken Arrow, Tulsa, Jenks, Bixby, or Owasso home.
