A cleaning quote, line by line

A cleaning quote should separate recurring visits, one-time work and optional add-ons. State the tasks, service days, price per visit and billing period so the customer can see what the total covers.

The three examples below use fictional customers and invented prices. Use your measured cleaning times and costs. For visit pricing, see house cleaning rates.

A recurring office contract, priced by frequency

Northside Facility Services LLC · Quote #2026-114 · August 23, 2026 · valid through September 22, 2026 For: Brannon & Wells Insurance, Suite 210 — 4,500 sq ft office suite, 2 restrooms, 12 workstations

The visit counts allocate 52 weeks across 12 equal monthly bills: 13 visits for three weekly visits and a rounded 4.33 for weekly detailing. Actual visit dates vary by month; agree holiday and skipped-visit adjustments before sending.

Monthly total: $1,877.93. The three regular cleaning lines allow 3.0 cleaner-hours per visit at $42.00 per hour; Friday detailing and monthly rotation are additional.

One-time initial deep clean, before service starts: grout, baseboards, vents, interior glass and appliance interiors. Initially authorized: up to 12 cleaner-hours at $42.00, or $504.00. Before exceeding that amount, we will request written approval for the additional tasks, price and timing, up to a final cap of 14 cleaner-hours ($588.00). One cleaner-hour means one cleaner working for one hour.

Price the initial catch-up work separately, or state how it is included in the recurring price. Account for what happens to that charge if service ends early.

Included: all labor, supervision, equipment, and cleaning chemicals; liability and workers' comp coverage on every cleaner on site; a trained replacement from our crew if your regular cleaner is out.

Not included: exterior windows above ground floor, carpet extraction, floor stripping and waxing, dish washing, and removal of anything not in a trash receptacle.

Term: service starts [date], continues for 12 months, then month to month. Either party may end service during or after the initial term with 30 days’ written notice. Price reviewed at 12 months. Complete the start date before sending.

A one-time move-out clean

Empty house, keys in a lockbox, tenant already gone. Nothing recurs, so nothing is priced per month. You cannot tell how hard the place has been lived in until you are standing in it, so quote the base on the clock with a cap and put the predictable extras on flat lines.

Estimated subtotal: $760.50. The base clean is billed in half-hour increments per cleaner, up to 11 cleaner-hours at $55.00 ($605.00). The four fixed extras remain $238.00, giving a maximum of $843.00 before applicable tax. Cabinets and drawers inside and out are included in the base. Carpet extraction and wall patching are excluded.

A window add-on to an account you already have

The frequency does not have to match the contract it attaches to. This one hangs off the Brannon & Wells account and runs on three different cycles.

Annual total: $1,470.00, billed at $122.50 per month alongside the cleaning contract, rather than in four uneven quarters. The agreement should explain this annual-price allocation and how unused visits are reconciled if service ends early.

Why frequency has to be its own column

Write the actual days, not the word "recurring." "Mon / Wed / Fri" is a schedule someone can hold you to; "3× weekly" is close but leaves the days open, and "regular service" is not a commitment at all.

Then show both totals. Per visit is what the customer compares against the last quote they got; monthly is what they budget. Neither one alone lets them decide.

For a flat annual service price divided into 12 installments, 52 weeks gives an average of 13 visits a month at three visits a week. The example rounds weekly detailing to 4.33 visits, producing $90.93. Actual calendar months have different visit counts. State whether you bill actual visits or equal installments, and account for holidays, skipped visits and years with extra scheduled weekdays.

Three things to settle before you send

Who supplies what. State who provides cleaning products, equipment and consumables such as paper goods and liners. For an alternative to the office example’s included consumables: “We bring equipment and chemicals; the customer supplies restroom paper and liners.”

Who shows up when your cleaner is out. Commercial customers ask this. Answer it in the quote: a trained substitute from your crew on the same scope, or a make-up visit within a set number of days.

How it ends. Put the term and the notice period on the quote itself, even if a service agreement repeats them later. Thirty days is the notice period used in this example. Check automatic-renewal rules before using a renewing term; New York’s consumer subscription law, for example, requires disclosures and cancellation protections.

Sales tax is a state question

Check tax for the service and job location before sending. For example, Texas taxes janitorial services. The examples above exclude tax so you can see the service arithmetic; replace that with the applicable treatment and final total on a real quote.

Reuse cleaning scopes and review the visit totals

Save the office package, move-out base rate, window price and deep-clean hourly rate as catalog services in DoneQuote. Describe the job or paste the customer’s email to get a draft using those prices. You can show monthly or quarterly prices, but check the service days, visit conversion, hours and totals yourself before sending.

Before sending, make sure the quote says how often you will attend, what each visit includes and how the customer approves it. A billing interval on a quote does not schedule visits or collect payments.