How to Quote Commercial Cleaning Jobs: Master the Art of Winning Bids and Pricing with Confidence

If you've ever walked out of a walkthrough thinking, "That went well!"—only to hear later that they're still collecting quotes, you're not alone. The commercial cleaning industry is highly competitive, and most clients hear the same pitch over and over again: "We use the best supplies, have the best cleaners, and offer the greenest clean."

Here’s the truth: winning cleaning contracts isn't about who scrubs best—it’s about who communicates value best. That means showing you understand your client’s real pain points and making it crystal clear how your service solves them. In this guide, we’ll walk you through exactly how to quote a cleaning job—from pricing frameworks to positioning strategies, plus tools and templates to make the job easier.

Step 1: Understand What the Client Really Wants

Here’s a story we’ve heard time and time again:

"We thought we nailed the walkthrough. The client was nodding, smiling. Then we found out they went with another company—again."

Over time, one thing becomes clear:

Clients don’t care about mops and eco-friendly supplies. They care about not getting burned again.

Most clients have worked with a cleaning company before. And they’ve been disappointed. Missed cleanings, poor communication, inconsistent results.

Pro Tip:

Ask during your walkthrough: “What problems did you have with your last cleaning company?”

That question immediately positions you as a problem-solver—not just another cleaner. Use their answers to shape your proposal, your follow-up, and even your pricing.

 Use our Cleaning Tender/RFP Response Template to stand out from the start.

Step 2: Stop Talking About Cleaning. Start Talking About Trust.

Every company says they’re the best. So it all sounds the same to your prospect.

Instead of spending 80% of your quote time talking about products and vacuum models, spend that time highlighting the tools and systems you use to deliver consistent, quality service.

For example:

• We use GPS check-ins to confirm cleaner arrival
• Supervisors get real-time updates from the field
• Cleaners can report issues in their own language (our app auto-translates!)

96% of cleaning clients we surveyed said they’re influenced by a company’s use of technology when making a decision — that’s why many businesses choose Swept to streamline communication, track work in real time, and deliver consistently reliable service.

Step-by-Step Smart Bidding for Profitable Cleaning Quotes

Think of this like a repeatable process to land better clients and stay profitable:

1. Walkthrough & Listen – Ask questions about past vendor challenges.
2. Assess Site Variables – Size, layout, usage, cleaning standards, frequency.
3. Input Data into Costing Tool – Use the Janitorial Job Costing Template to understand your true costs.
4. Draft a Client-Focused Proposal – Use insights from the walkthrough to show you understand their pain points. Solve for them.
5. Present Confidently – Include pricing tables, testimonials, and a clear scope of work.
6. Follow Up Thoughtfully – Address concerns, reinforce your differentiators, and stay top of mind.

Need help writing a winning proposal? Download our Cleaning/Janitorial Bid Proposal Template.

Step 3: Master the Pricing Variables

The art of quoting is about balancing value with profitability. Let’s break down the key variables.

1. Facility Size & Layout

The size of the facility is a major driver of price. But not all square footage is equal — the layout and usage matter just as much.

• Open Floor Plans: These tend to be quicker to clean since there are fewer barriers and tight spaces.
  
  
• High-Density Workspaces: More employees packed into a smaller space usually means more trash, restrooms, and surfaces to clean.
  
  
• Special Areas: Kitchens, gyms, and medical rooms need extra attention and specialized cleaning, adding to time and cost.
  
  

Workplace Density Calculation:

For example:
175 employees ÷ 35,000 sq. ft = 1 employee per 200 sq. ft
The industry average is about 1 employee per 250 sq. ft. The lower this number, the more clutter and cleaning effort required.

2. Frequency of Cleaning

How often you clean dramatically affects pricing:

• More Frequent Cleaning = Less Time Per Visit: Cleaning nightly can be up to 20% faster than cleaning every other night, since dirt and buildup don’t accumulate as much.
  
  
• Customer Expectations Vary: For example, a medical clinic requires a higher cleanliness standard than a typical office, which means more time, equipment, and specialized chemicals.

Pricing Tip: Offer tiered pricing based on frequency and cleaning standards to fit different client needs.

3. Required Skills & Tools

Not all jobs are equal when it comes to labor and equipment:

• Supervision Needs: Some clients require a dedicated onsite supervisor, which adds to labor costs.
  
  
• Specialized Equipment: Floor buffers, carpet cleaners, or eco-friendly products might be required and come with extra costs.
  
  
• Compliance Requirements: Certain industries require specialized training or certifications that impact pricing.

Pro Tip: Factor these variables carefully into your quote to avoid surprises.

Step 4: Use Data to Price with Confidence

To help you price confidently, here’s a basic reference of average commercial cleaning rates in the U.S. and Canada, broken down by facility size and cleaning frequency:

Note: Prices vary widely depending on your local market, labor costs, and the variables discussed above. Use these as ballpark figures, not hard rules.

Step 5: Present a Clear, Professional Proposal

Now that you’ve gathered all the data and insights, it’s time to deliver a proposal that:

• Speaks directly to the client’s problems
• Highlights your tech and communication
• Breaks down pricing clearly

Sample Proposal Breakdown (10,000 sq. ft Office)

Download our Cleaning/Janitorial Bid Proposal Template to customize your next quote.
Need to send a professional invoice post-approval? Grab our Janitorial Invoice Template.

Step 6: Don’t Go Silent — Follow Up Like a Pro

You’ve put in the work. You walked the site, crunched the numbers, and built a strong proposal. Now’s the moment to separate yourself from the pack.

Most cleaning companies drop the ball here. They send a quote... and disappear.

Don’t let that be you.

A strategic follow-up not only shows professionalism—it gives you one more chance to prove you understand their pain points and are the right partner to solve them.

Ask thoughtful, trust-building questions:

• “Do you have any concerns about our proposal I can clarify?”

• “Is there anything from your past experience with other cleaners that we didn’t address?”

• “Do you feel confident that the problems you’ve dealt with before won’t happen again with us?”

Use this opportunity to re-emphasize what makes your business different—your systems, your tech, your reliability.

Quotes That Win. Relationships That Last.

Quoting commercial cleaning jobs is about more than plugging numbers into a spreadsheet. It's about:

• Understanding your client’s true pain points

• Using tools that prove you’re different

• Pricing strategically to stay profitable

When done right, your quote doesn’t just win you a contract—it positions you as a long-term partner.

Want to win more cleaning contracts—and keep them?

Swept helps you deliver on every promise in your proposal. From better communication to supply management, our janitorial software gives you the tools to build trust and exceed expectations.