Negotiating Your First Big Commercial Cleaning Contract: How to Bid, Negotiate, and Win Without Losing Profit

When Sam got the call, she almost couldn’t believe it.

A local property management company wanted her to bid on a commercial cleaning job for a sprawling 50,000 sq. ft. office complex — her biggest opportunity yet.

Sam had built her small cleaning business on word-of-mouth and steady residential work. But this was different. This was her shot at stepping into commercial contracts — and she didn’t want to blow it.

Like many cleaning business owners learning how to bid on commercial cleaning jobs, she felt a mix of excitement and anxiety. How much should she charge? What should be included in her cleaning services bid? And most importantly, how could she negotiate a contract that was fair — without pricing herself out of the deal?

The Hidden Cost of a Bad Bid

Sam’s first instinct was to give a quick number. After all, the client seemed ready to move fast. But rushing into a quote without details is one of the biggest mistakes new cleaning business owners make.

When you bid on cleaning jobs, every square foot, shift hour, and supply cost matters. Underestimate even slightly, and you could end up working for free. Overestimate, and you might lose the contract entirely.

Before you bid on janitorial contracts, take time to:

• Schedule a walkthrough to see the site firsthand.
• Clarify the scope — frequency, areas included, special requirements.
• Account for admin time, supplies, and overhead in your price.
• Ask questions about equipment, waste removal, and security access.

It’s not just about landing the job — it’s about landing it profitably.

Building a Strong Commercial Cleaning Bid

After her walkthrough, Sam sat down to prepare her commercial cleaning bid — and this time, she treated it like a professional proposal.

A strong cleaning services bid should clearly show:

• What areas will be cleaned and how often
• The estimated labor hours and staff required
• Supply and equipment costs
• Insurance and compliance information
• Terms for additional services or scope changes

It’s not about being the cheapest — it’s about being the most transparent and reliable.

Sam used a simple bid template to organize her numbers, add her logo, and outline her services. The result looked professional, trustworthy, and easy to understand — giving her a big advantage over competitors who just sent a one-line quote.

Negotiating Your Commercial Cleaning Contract

When the client called back, they liked her proposal — but wanted to “negotiate the price.”

This is where many owners get nervous. But negotiating commercial cleaning contracts doesn’t mean caving. It means knowing your numbers and communicating your value.

Sam confidently explained, using Swept to back her numbers and workflow, how her price reflected:

• Consistent staffing (no last-minute no-shows) tracked through mobile clock-in/out and scheduling features

• Quality assurance inspections, recorded and reported digitally

• Location-specific cleaning instructions that guarantee reliability

• Real-time communication for issues or feedback via messaging tools

By showing that her team was organized and reliable, she reframed the conversation from price to performance.

In the end, the client didn’t ask for a discount. They agreed to Sam’s original bid because she could clearly demonstrate her team’s capabilities and professionalism.

From Bid to Win: Landing the Contract (and Keeping Your Profit)

A week later, Sam signed her first major commercial contract.

It wasn’t just a win for her business — it was proof that she could bid on janitorial contracts and negotiate with confidence.

Now, every time she prepares a commercial cleaning bid, Sam takes the same approach:

• Do the walkthrough
• Know the numbers
• Present the proposal clearly
• Negotiate from value, not fear

That’s how small cleaning businesses grow into sustainable, profitable operations — one smart negotiation at a time.

Ready to Bid (and Win) Like a Pro?

Before you quote your next big client, make sure your pricing, scope, and contract terms are solid.

Download Swept’s 10 FREE Must-Have Templates to Win More Commercial Cleaning Contracts — everything you need to build a professional, profitable proposal that stands out and wins.