Free Commercial Cleaning Estimate Template & Generator
A recurring janitorial estimate is really an hours calculation wearing a monthly price. This template keeps the calculation visible: measured cleanable square footage by floor type, occupancy, nights per week, the production rate you applied, the resulting cleaner-hours per night and per month, a fully burdened labor rate, restroom fixture counts as a separate add, supplies and equipment, consumables as a reconciled pass-through, and periodic work such as strip-and-refinish quoted below the monthly number rather than inside it.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Recurring janitorial visits | 20 | $245.00 | $4,900.00 |
| Consumables allowance | 1 | $360.00 | $360.00 |
| Monthly floor-care allowance | 1 | $625.00 | $625.00 |
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Use-case checklist
What to include in a commercial cleaning estimate
Everything that will go wrong on a janitorial contract is a change in hours, and a bare monthly price gives you nothing to reprice from. The client adds a floor, moves from five nights to three, converts open workstations into private offices, or doubles headcount after a hiring push, and if the estimate said only $5,253.02 per month you are negotiating a whole new contract instead of adjusting one input. Consumables are the quieter version of the same problem: paper and liners track occupancy, not square footage, so a fixed monthly price that bundles them turns a staffing increase at the client into a margin cut at your company. Showing the production rate, the hours and the pass-through means every later change has a line to land on.
- facility, square footage, occupancy, and access
- service frequency and task matrix
- floor, restroom, glass, and specialty areas
- labor, supplies, consumables, and equipment
- quality standard, periodic work, assumptions, and exclusions
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Recurring janitorial visits | 20 | $245 |
| Consumables allowance | 1 | $360 |
| Monthly floor-care allowance | 1 | $625 |
Complete it cleanly
Record square footage, occupancy, facility type, service nights, access, floor mix, restroom count, task frequencies, supplies, consumables, quality checks, and exclusions before converting the estimate to a service quote.
How to make a commercial cleaning estimate in 6 steps
Open the estimate generator
Start from this page so the estimate opens with fields and sample lines already set up for commercial cleaning contractors and facility service companies. No account is needed to create or preview.
Enter both parties
Add your business name, address and contact details, then the customer name and address exactly as they should appear on the record.
Add the commercial cleaning lines
Replace each sample line with the real work or goods. Make sure the document shows facility, square footage, occupancy, and access, service frequency and task matrix, floor, restroom, glass, and specialty areas.
Check the figures
Totals calculate as you type. Confirm quantities, rates, any tax line and the final total against your own records before you send anything.
Set the reference and dates
Give the estimate a unique number and the correct date so it can be traced later and matched to related documents.
Review and download the PDF
Record square footage, occupancy, facility type, service nights, access, floor mix, restroom count, task frequencies, supplies, consumables, quality checks, and exclusions before converting the estimate to a service quote. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
A 24,000 sq ft law office cleaned five nights a week
Meridian Facility Services is pricing nightly janitorial for Corwin & Reyes LLP from a Sept 9, 2026 walk-through of a single 24,000 sq ft floor: 92 staff, card access after 6 p.m., 19,200 sq ft of carpet, 3,400 sq ft of VCT, 1,400 sq ft of hard tile, and 4 restrooms totaling 22 fixtures. Parties and figures are illustrative.
- Cleanable area measured Sept 9, 2026: 19,200 sq ft carpet, 3,400 sq ft VCT, 1,400 sq ft hard tile, priced at a production rate of 3,200 sq ft per cleaner-hour against the agreed task matrix, open-plan floor with a light private-office mix
- 24,000 sq ft
- Base nightly labor: 24,000 divided by 3,200; service Monday through Friday, 260 nights a year, averaged to 162.5 hours per month
- 7.5 cleaner-hours per night
- Direct labor at $22.40 per hour fully burdened (wage, payroll taxes, workers' compensation and paid time off), 162.5 hours
- $3,640.00 per month
- Restroom detail above the base rate: 4 restrooms, 22 fixtures, 0.75 hour per night, 16.25 hours per month at $22.40
- $364.00 per month
- Supplies and equipment: chemicals, microfiber, backpack vacuum and auto-scrubber amortization, day-porter cart
- $185.00 per month
- Monthly cost base subject to overhead and profit: labor, restroom detail, supplies and equipment
- $4,189.00
- Overhead and profit at 18% on the $4,189.00 cost base
- $4,943.02 per month
- Consumables, billed at cost with no markup and outside the 18% above: allowance set at 92 occupants and reconciled quarterly at cost against actual draw for hand towel, tissue, liners and hand soap
- $310.00 per month
- Monthly service price, $4,943.02 plus consumables at cost, equal to $0.22 per sq ft per month
- $5,253.02 per month
- Quoted below the monthly price, not included: strip and refinish 3,400 sq ft of VCT at $0.68 per sq ft ($2,312.00) and hot-water extraction of 19,200 sq ft of carpet at $0.21 per sq ft ($4,032.00), each scheduled twice a year
- $6,344.00 per occurrence pair
The production rate is the figure people copy from the wrong job. 3,200 sq ft per cleaner-hour assumes an open floor against this task matrix; a private-office-heavy layout runs closer to 2,600, or 9.2 hours a night and roughly $840 more direct labor a month.
When this document is the right choice
Use this estimate to set a realistic expected cost before the final scope is known. An estimate is an informed approximation, not a final invoice. State the assumptions that could move the price and replace it with a quote or invoice once scope is confirmed.
Frequently asked questions
Should I quote this account per square foot or per hour?
Price it in hours and present it as a monthly figure, then show the per-square-foot equivalent so the client can benchmark it. Here 162.5 base hours plus 16.25 restroom hours at $22.40 fully burdened, with supplies, builds a $4,189.00 monthly cost base; 18% overhead and profit on that plus consumables at cost gives $5,253.02 a month, or $0.22 per sq ft. Leading with cents per square foot invites a competitor to undercut you by assuming a faster production rate they will not actually staff, and the client has no way to see that.
How do I keep consumables from eating my margin when the client's headcount grows?
Carry them at cost, outside your overhead and profit base, and say on the estimate that you do. This one shows $310.00 a month set at 92 occupants, reconciled quarterly at cost against actual draw, with no markup applied on the way in or on the way out. Paper and liners follow people, not floor area, so a hiring push from 92 to 140 changes your cost without changing a single cleaning task. Naming the occupancy the allowance assumes and the reconciliation interval turns the adjustment into a scheduled review instead of an awkward request.
The client wants to drop from five nights to three. How does that reprice?
Rerun the same inputs rather than discounting. Three nights is 156 service nights a year, so base labor falls to 97.5 hours a month, $2,184.00, and the restroom detail to $218.40. But warn the client that trash volume, restroom traffic and carpet soil do not drop with the schedule, so the task matrix has to change too, and your production rate on a Monday after a two-night gap is genuinely slower than on a Wednesday.
Are strip-and-wax and carpet extraction part of the monthly price?
Not in this estimate, and saying so in one sentence prevents most first-year disputes. Periodic work is quoted below the monthly number at its own unit rates: $0.68 per sq ft to strip and refinish 3,400 sq ft of VCT, $0.21 per sq ft to hot-water extract 19,200 sq ft of carpet. Name the intended frequency, twice a year here, and state that each occurrence is scheduled and authorized separately so nobody assumes it is bundled.
The firm is uneasy about cleaners working around client files after hours. What should the estimate say?
Answer it before they raise it, because on a law office floor this decides the award more often than the rate does. Name the access method, card access after 6 p.m. here, how many badges you hold, who holds them, and what happens the same day someone leaves your crew. Write the desk rule in plain words: nothing on a desk, credenza, conference table or printer is moved, stacked or read, and paper leaves the floor only from the shred consoles the firm designates. Then name your on-site lead, how often a supervisor walks the floor behind the crew, and how the office manager reports a miss and how fast you answer it.
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