Quote Smarter: A Step-by-Step Guide to Profitable Cleaning Bids

Quoting isn’t just about winning the job—it’s about making sure the job pays.

Too many cleaning businesses underquote and end up burning out their team, losing money, or getting stuck in low-margin contracts that drain time and resources. Overquote, and the client walks away.

This guide walks you through how to quote commercial cleaning jobs with speed, accuracy, and built-in profitability—so you can stop guessing and start growing.

Why Most Cleaning Quotes Fall Short

The biggest mistake? Relying on square footage alone.

Square footage is a starting point, but if that’s all you use, you’re flying blind. You need to factor in:

• Workplace density (number of people, foot traffic, touchpoints)
• Type of space (office, medical, retail, industrial)
• Cleaning frequency
• Supplies and equipment
• Special requirements (certifications, security clearance, etc.)
  
  

Ignoring these leads to underbidding—or taking on time-sucking jobs that kill your margins.

Three Key Variables That Affect Every Quote

1. Workplace Density

A 10,000 sq ft office with 10 employees isn’t the same as one with 100. More people means more mess, more touchpoints, and more time needed.

Typical labor hours by density:

• Low (10–20 staff): 2–3 hours
• Medium (25–50 staff): 4–5 hours
• High (60+ staff): 6–8+ hours
  
  

2. Cleaning Frequency

Frequent cleaning reduces buildup and lowers the time needed per visit.

Example:

• 3x/week: ~6 hours total
• 5x/week: ~8.5 hours total (not a straight linear increase)

Factor this efficiency into your pricing.

3. Special Requirements

Jobs with extra needs add time and cost. Consider if the job requires:

• Security clearance
• Floor waxing or carpet cleaning
• OSHA-trained staff

Include these costs to protect your margins.

Step-by-Step: How to Quote a Commercial Cleaning Job

1. Start with a Template

Download our free commercial cleaning quote template. It includes production rate estimates, upsell checkboxes, and prefilled pricing tiers to save you time and improve accuracy.

2. Input Site & Client Info

Add the job address, primary contact, business type, and access instructions.

3. Calculate Labor Hours

Use production rates (for example, 3,000 sq ft per hour for standard offices). Adjust for:

• Density
• Surface types
• Layout complexity

4. Add Supplies & Equipment Costs

Include all consumables (liners, disinfectants), PPE if required, and any equipment use or rental fees.

5. Include Add-Ons or Upsells

List optional extras such as deep cleans, floor waxing, window washing, or carpet care. Even if declined initially, clients often revisit add-ons later.

6. Set Scope & Frequency

Clearly define what’s included in each visit, how often you’ll clean, and note any exceptions (like holidays or client-supplied materials).

7. Add Terms & Conditions

Clarify cancellation policies, missed access fees, payment terms, and contract length (month-to-month or annual).

8. Review, Present, and Follow Up

Double-check your quote for accuracy and clarity. When presenting the quote, keep it simple and professional. Follow up within a few days if you don’t hear back.

Presenting Your Quote: Tips for Success

• Send digitally whenever possible. Email or client portals speed approvals and keep a paper trail.
• Use clear subject lines. Example: “Your Commercial Cleaning Quote from [Your Business Name]”
• Include a personalized message that summarizes key points and next steps.
• Offer to answer questions or schedule a call to discuss.
• Set clear deadlines for quote acceptance to create urgency.
  
  

Win the Bid? Let Swept Help You Deliver and Grow

Landing the job is just the first step. Swept makes sure you deliver on your promises with ease—keeping your team organized, your clients happy, and your profits growing.

With Swept you can:

• Schedule and track every cleaning task effortlessly

• Communicate seamlessly with your team and clients

• Manage quality inspections to maintain high standards

• Track time and attendance to control labor costs

Don’t just win jobs—win repeat business and build a reputation for reliability and excellence.

Start using Swept today and turn your winning quotes into long-term success.