10 Common Mistakes to Avoid When Bidding on Cleaning Jobs

Winning new commercial cleaning contracts isn’t just about pricing competitively—it’s about showing clients you understand their needs, can deliver consistent results, and make their jobs easier.

Even experienced cleaning business owners lose bids for one simple reason: avoidable mistakes.

If you’ve ever wondered why your cleaning bids aren’t getting the response you hoped for, this guide walks through 10 of the most common bidding mistakes—and what to do instead—so you can submit stronger, more profitable, and more professional bids.

Need a head start? Grab 10 FREE Must-Have Templates to Win More Commercial Cleaning Contracts to make your next bid look professional and polished.

Why Cleaning Bid Mistakes Cost You More Than You Think

When a janitorial bid misses the mark, it’s not just about losing that one contract. You also lose:

• Hours of prep time spent measuring, quoting, and revising.
• Momentum with your team or subcontractors waiting on the outcome.
• Reputation if clients see you as unreliable or inexperienced.

Avoiding these common janitorial bid errors helps you focus on the right opportunities—and position your business as the trusted partner clients want.

1. Underestimating Labor Costs

This is one of the most costly cleaning bid mistakes out there. Many cleaning business owners underbid because they calculate only hourly wages, not taxes, benefits, training, supplies, or travel time. Labor costs can also vary widely depending on your location—some states are more expensive than others (see the top 10 states with the highest labor costs)—and the average pay for janitors has been steadily increasing (view the latest janitor pay report).

When you underestimate these costs, profit margins shrink fast—and you end up working harder for less money.

What to do instead:
Use time tracking and scheduling tools (like Swept) to monitor real labor hours, including breaks and travel time. Build those insights into your pricing model so every bid reflects the true cost to clean.

2. Skipping the Site Walkthrough

Trying to quote a cleaning job without a walkthrough is like guessing square footage blindfolded. Without seeing the building, you miss critical details: flooring types, restroom counts, access hours, or special equipment requirements—all of which affect time and labor.

What to do instead:
Always schedule a walkthrough and bring a checklist. Ask questions about frequency, high-traffic areas, and security needs. Clients appreciate when you take the time to understand their space.

If you’re not sure what to look for during walkthroughs, bookmark The Ultimate Guide to Winning Commercial Cleaning Bids for an in-depth walkthrough checklist, and check out Cleaning Client Walkthroughs for step-by-step guidance on what to inspect and ask during a client walkthrough.

3. Focusing Only on Price

Too many cleaning businesses believe being the lowest bid guarantees a win. In reality, clients want value, not the cheapest option—especially for commercial or high-security facilities.

When your bid focuses only on price, you miss the chance to stand out for reliability, communication, or quality control.

What to do instead:
Highlight how your team delivers consistent results. Include details like digital inspections, location-specific checklists, or translation features for multilingual teams.

For more strategies on elevating your bids, read Are You Ready to Win Bigger Cleaning Contracts?

4. Overpromising Services

It’s tempting to promise more to win a bid—extra deep cleans, faster turnaround times, or “anytime” availability. But if you can’t maintain that level of service long-term, it can hurt your credibility and lead to client churn.

What to do instead:
Be clear about what’s included, and confident in your scope. Clients value honesty over exaggeration.

5. Using Generic Proposals

Sending a copy-paste proposal signals lack of effort. It tells clients you didn’t listen or tailor your offer to their needs.

What to do instead:
Customize each bid with details from the walkthrough: building name, square footage, and client-specific pain points. Even small touches—like referencing their company goals—can make your bid stand out.

6. Ignoring Compliance and Insurance Requirements

Some commercial cleaning bids get rejected before they’re even reviewed—because the company didn’t include proof of insurance, safety certifications, or compliance documents.

What to do instead:
Keep digital copies of insurance, WHMIS training, and safety policies ready to attach with every bid. If your team uses a safety or inspection app, mention that too.

7. Failing to Highlight Quality Control

Even if your pricing is fair, clients need to know you can maintain consistency.

If your janitorial bid doesn’t mention inspections, supervision, or reporting, clients may worry about quality slipping over time.

What to do instead:
Explain how you track performance—like weekly inspections, cleaner check-ins, and real-time issue reporting through tools like Swept.

To learn how top-performing cleaning companies use quality control as a selling point, read Beyond the Bid: What Facility Managers REALLY Want from Your Cleaning Company.

8. Not Addressing Communication

Poor communication is one of the biggest reasons clients switch cleaning companies. If your bid doesn’t mention how you’ll stay in touch, they may assume you’ll go dark after onboarding.

What to do instead:
Describe how you’ll handle updates, emergencies, or feedback. Whether through a client portal, direct messaging, or regular check-ins, make communication a key selling point.

9. Ignoring Client-Specific Needs

Every building is unique. A school has different cleaning priorities than a medical office or warehouse.

If your janitorial bid doesn’t reflect those differences, it looks generic—and gets overlooked.

What to do instead:
Tailor your proposal with industry-specific expertise. Mention if your team is trained for healthcare cleaning, eco-friendly products, or specialized disinfection.

10. Submitting Late or Unclear Bids

A rushed or poorly formatted bid sends the wrong message. Clients often assume disorganization in your proposal means disorganization in your cleaning.

What to do instead:
Set internal deadlines before the client’s due date. Use professional templates that include your logo, pricing breakdown, and clear service scope. Always proofread before submitting.

How to Win More Commercial Cleaning Bids

Avoiding these mistakes is only half the battle. The real key is to make your bids professional, data-driven, and repeatable.

Here are a few cleaning bid tips to help:

• Track real labor costs with time-tracking and payroll tools.
• Standardize your bid templates to save time and improve consistency.
• Do thorough site walkthroughs with a checklist to avoid surprises.
• Highlight your strengths—like cleaner retention, training, or quality inspections.
• Position your company as a partner, not just a vendor.

Want to go deeper? Read The Ultimate Guide to Winning Commercial Cleaning Bids for detailed strategies and pricing formulas that help you bid with confidence.

Final Thoughts

At the end of the day, your goal isn’t just to submit more commercial cleaning bids—it’s to win the ones that grow your business.

Avoiding these 10 common cleaning bid mistakes will help you stand out as professional, trustworthy, and prepared—qualities every client values when choosing a long-term cleaning partner.

Power Your Bids with Swept

Winning more cleaning contracts isn’t just about finding opportunities—it’s about showing clients you can deliver reliably and profitably. Swept helps you do just that by giving you the tools to:

• Price Accurately: Real-time scheduling, mobile clock in/out, GPS tracking, and payroll reporting help you calculate labor and overhead so your bids are competitive and profitable.
• Prove Reliability: Location-specific cleaning instructions, digital inspections, and customizable checklists demonstrate you understand client needs and can consistently deliver.
• Stand Out: Client portals, real-time updates, and multilingual support show professionalism and accountability, helping you earn trust before you even start a contract.
• Optimize & Refine: Track profitability, manage supplies, and monitor work orders so you can continuously improve operations—and back up future bids with real data.

With Swept, your business runs efficiently, your numbers are precise, and your team delivers consistently—giving you the confidence to pursue and win the right cleaning contracts.