Commercial cleaning quotation
Quotation template for contract cleaners: scheduled cleaning, window cleaning and consumable supply. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Scheduled cleaning
- Window cleaning
- Consumable supply
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Scheduled cleaning", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Consumable supply", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Deliver the service record, materials used, unresolved issues and the agreed next visit date. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
Office and shop cleaning is quoted as a monthly price, but the client will judge it task by task. Before pricing, walk the premises: count desks, washrooms and kitchens, note the floor types and ask when the building is empty. This quotation sets out the routine cleaning, the windows on their own cycle and supplies such as paper towels and soap, so the client can compare your offer line by line with its current contractor.
Fields to prepare
- Deliverables and line items
- Scheduled cleaning, Window cleaning, Consumable supply: specify the planned quantity and delivery scope for each item.
- Scheduled cleaning
- Give the visits per week and the hours per visit, or the area in square metres with the frequency for each zone, and attach the task list as part of the quotation.
- Window cleaning
- Quote windows on their own cycle, often monthly or quarterly, and say whether outside glass above the ground floor needs a pole system or access equipment.
- Consumable supply
- Price them per month at expected use, or at cost plus a stated handling margin, and name who refills the dispensers.
- Assets and visits
- Record the asset or area, visit dates, visit count and access arrangements.
- Labor and materials used
- Separate labor hours, quantities of parts or consumables, and work outside the recurring scope.
- Scope to agree
- Set the area and frequency, the hours when access is possible, and who supplies the consumables.
Before sending
- Does “Scheduled cleaning” say what is included and what quantity the price assumes?
- Would the customer read “Window cleaning” the way you do, including what it leaves out?
- Can you still honour the price of “Consumable supply” on the last day the quotation is valid?
Show 3 more
- Match extra parts and return-visit charges to approved work.
- Record the initial condition and the post-service checks.
- Check quote validity, the customer approval method and payment milestones.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Scheduled cleaning | 1 × $2,400.00 | $2,400.00 |
| Window cleaning | 6 × $300.00 | $1,800.00 |
| Consumable supply | 5 × $750.00 | $3,750.00 |
| Subtotal | $7,950.00 | |
| Sales tax (8%) | $636.00 | |
| Total | $8,586.00 | |
Quoted net amount $7,950.00, sales tax $636.00, quoted total $8,586.00.
What the document must show
The details a quotation has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write a quotation: format, example and checklist
Frequently asked questions
How do I quote a deep clean before regular service starts?
Add it as a one-off line separate from the monthly price, with the date and what it covers, such as descaling washrooms and machine-scrubbing hard floors. The client then sees that the monthly figure does not include that first heavy visit.
Should the quotation cover public holidays and closures?
State whether the monthly price assumes a fixed number of visits or every working day, and whether visits missed on public holidays are credited or moved. That prevents an argument when the first short month arrives.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $636.00 on a net amount of $7,950.00, for a total of $8,586.00. The editor recalculates all three when you change a quantity, a price or the country.
How do I turn an approved quotation into an invoice?
Open the approved quotation and convert it. The original stays unchanged, and the invoice carries the same line items so the customer can match the two documents.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Commercial cleaning quotation: How to write a quotation: format, example and checklist and Estimate vs quote: what binds you, with a remodeling example. The VAT and GST calculator adds tax to your quoted prices.