Free Commercial Cleaning Quote Template & Generator
A janitorial quote is priced per visit but bought per month, so it has to show both. This one names the service address and suite, the usable square footage it was priced against, the visit frequency and access window, and the task checklist a cleaner completes each night. Periodic work such as carpet extraction and floor refinishing sits on its own lines at its own rates, with consumables, term, and price-review conditions stated rather than implied.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Office cleaning visit | 12 | $165.00 | $1,980.00 |
| Restroom consumable restock | 1 | $190.00 | $190.00 |
| Quarterly floor care | 1 | $520.00 | $520.00 |
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Use-case checklist
What to include in a commercial cleaning quote
Recurring cleaning is a margin business measured across 156 visits a year, and both ways of losing it come from a vague quote. Under-measure the space or bid a checklist looser than the client's expectation, and the crew stays 30 minutes longer every night for a year at your expense, with no event you can point to that justifies repricing. The other failure is the excluded list. Interior window walls, carpet extraction, and dishes are the three jobs a client assumes are part of nightly service, and the argument always arrives in month four, usually right before a visit from their own leadership. Writing the checklist and the exclusions makes month four a scheduling call about the $1,972 extraction rather than a complaint about service quality.
- service location and approximate square footage
- visit frequency and access window
- routine task checklist
- excluded or periodic deep-clean tasks
- supplies, term, and price-review conditions
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Office cleaning visit | 12 | $165 |
| Restroom consumable restock | 1 | $190 |
| Quarterly floor care | 1 | $520 |
Complete it cleanly
Reference the service address, usable square footage, visit schedule, access hours, checklist, and supplies. Price periodic work such as floor care or interior glass separately from routine service.
How to make a commercial cleaning quote in 6 steps
Open the quote generator
Start from this page so the quote opens with fields and sample lines already set up for janitorial companies and commercial cleaners. 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 service location and approximate square footage, visit frequency and access window, routine task checklist.
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 quote a unique number and the correct date so it can be traced later and matched to related documents.
Review and download the PDF
Reference the service address, usable square footage, visit schedule, access hours, checklist, and supplies. Price periodic work such as floor care or interior glass separately from routine service. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Worked example
11,400 sq ft of office cleaned three nights a week, periodic work priced apart
Meridian Facility Services quotes Kestrel Analytics on Sept 16, 2026 for nightly janitorial at 400 Aldgate Way, Suite 300, starting Nov 2. The suite measures roughly 11,400 usable sq ft with 4 restrooms, a breakroom, and 6,800 sq ft of carpet.
- Routine service, Mon/Wed/Fri, 6:30 to 10:00 p.m. badge access, at $123.00 per visit (about $0.011/sq ft)
- 156 visits/year
- Per-visit checklist: trash and recycling, 4 restrooms restocked and disinfected, breakroom, vacuum open floor, spot-clean entry glass
- Included
- Excluded from routine service: interior window walls, carpet extraction, VCT refinishing, dishes, employee desktops
- $0.00
- Periodic: carpet hot-water extraction, 6,800 sq ft at $0.29/sq ft, scheduled twice a year
- $1,972.00 each
- Periodic: VCT strip and wax, 1,250 sq ft of breakroom and corridor at $0.85/sq ft, once a year
- $1,062.50
- Consumables (liners, paper, hand soap) supplied by Meridian at cost plus 12%, billed as used
- ~$145.00/month
- Monthly routine invoice, billed evenly across 12 months
- $1,599.00
- Annual routine value (156 visits at $123.00)
- $19,188.00
- Annual total including both carpet extractions and one VCT cycle, before consumables
- $24,194.50
- Term: 12 months, either party may cancel on 30 days written notice; quote valid 30 days
- Through Oct 16, 2026
The $123.00 per-visit price was built against 11,400 usable sq ft and the checklist above. The quote states that a change in square footage, occupancy, or nightly scope reopens the rate, which is the clause most janitorial quotes leave out and most need by month six.
When this document is the right choice
Use this quote to present a fixed proposed price before work begins. A quote is best when scope and price are defined. Use an estimate instead when hidden conditions or an unfinished scope can materially change the final cost.
Frequently asked questions
Should I quote per square foot or per visit?
Quote the price per visit and show the square-foot rate as supporting math. Clients compare bids on the monthly number, and $1,599.00 a month is what goes in their budget, but the per-visit figure is what you actually control when frequency changes. The example prices $123.00 a visit and notes it works out to roughly $0.011 per sq ft, so if Kestrel later asks for four nights a week the adjustment is one multiplication both sides can check rather than a new bid.
What belongs on the excluded list of a janitorial quote?
Everything a reasonable office manager would assume is included but is not. In practice that is interior glass and window walls, carpet extraction, hard-floor refinishing, dishes and coffee equipment, and anything on an employee's desk. The example lists all five at $0.00 so they are visibly considered rather than forgotten. Exclusions are not a defensive move; they are what makes the periodic lines sellable, because a client who knows extraction is separate will schedule it instead of complaining about carpet.
Who supplies liners, paper towels, and hand soap?
Whoever it is, price it on the quote. The example has Meridian supplying consumables at cost plus 12%, billed as used and estimated at about $145.00 a month, which keeps a busier-than-expected office from quietly eating the margin on the service line. The alternative, client-supplied, is perfectly workable but needs one more sentence: who reorders, and what the crew does when the closet is empty on a Friday night. Unstated, that becomes your problem at 9 p.m.
When can I raise the price during a 12-month term?
Only under conditions the quote already names. Two triggers are worth writing in: a change in the space or its use, such as square footage, headcount, or added nightly scope, and the scheduled review at the end of the term. In the example the rate was built against 11,400 usable sq ft and the stated checklist, so adding a second breakroom or a fifth restroom reopens the number. Announce a term-end review in writing well before renewal rather than on the renewal invoice.
Who handles badges, keys, and the alarm, and should the quote cover it?
Name the access method, the window, and the failure plan, because access is the most common reason a night gets missed and the least common thing to appear on a bid. The example runs on badge access from 6:30 to 10:00 p.m., which means Kestrel issues the credentials, the building allows after-hours entry, and somebody owns deactivating a badge the day a cleaner leaves your payroll. Write down how many credentials you need, who reissues one that stops reading, whether the suite alarm is armed at 10:00 p.m. and by whom, and what the crew does when a door will not open on a Friday night. Do the same for the janitor's closet and a hot water source, which are the other two things a new building forgets to show you on the walkthrough.
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