Commercial clients compare quotes on price, but they choose on clarity. A quote that shows exactly what is included, how often and for how much is easier to approve than one that leaves questions open. Here is a practical way to build one.
Collect the site details first
Never price a job from a phone call alone. The more you know about the site, the closer your quote will be to the real cost of doing the work. Confirm these details before you calculate anything:
- Floor area and layout, including the number of floors
- Floor types, such as carpet, vinyl, tile or polished concrete
- Number of toilets, kitchens and meeting rooms
- Access times and any restrictions, such as security or alarms
- Cleaning frequency and the hours the client wants the work done
- Extras, such as consumables, internal windows or carpet care
If a lead already includes the site size and cleaning frequency, use a short walkthrough to confirm them rather than starting from scratch. It saves time for you and the client.
Choose a pricing method
There is no single correct way to price a commercial clean. Pick the method that suits the site, then check the result against the hours the job will really take.
| Method | How it works | Best for |
|---|---|---|
| Hourly rate | Hours needed multiplied by your hourly rate | Small sites or work that varies |
| Per square metre | A rate applied to the cleanable floor area | Large open areas such as offices and warehouses |
| Fixed monthly price | One agreed price for a defined scope | Regular contracts with a stable scope |
Work out your real costs
Your price has to cover every cost of the job and leave a margin. Build the cost side first, then add your margin on top. Include:
- Wages and employer costs for every hour on site
- Cleaning supplies and consumables
- Equipment, including maintenance and replacement
- Travel time and vehicle costs
- Insurance, supervision and admin time
State clearly whether your price includes GST so the client can compare quotes on the same basis.
What to include in the quote
A clear quote answers the client’s questions before they ask them. Aim to cover:
- The scope of work and the areas covered
- How often you will clean and at what times
- What is included and what is not
- The price, and whether it includes GST
- The start date, contract term and notice period
- How long the quote is valid
- Your insurance details and contact information
Follow up after you send it
Contact the client a day or two after sending your quote. Ask whether anything needs clarifying and offer to adjust the scope if the price is above their budget. A short, polite follow-up often decides who wins the job.
Common mistakes to avoid
- Quoting without seeing the site
- Underestimating the time needed for the first clean
- Leaving the scope vague, which leads to disputes later
- Discounting before the client has asked
- Forgetting travel time and supplies
Quoting well is a skill that improves with every site you price. Keep a record of your estimated hours against the actual hours, and use it to sharpen your next quote.
