Tired of guessing on job quotes and seeing potential profits slip through your fingers? It’s time to get serious about how you price your work. You can download our free cleaning estimate template right now—it's an Excel file that includes a comprehensive pricing list to get you started. Think of it as more than just a document; it's your first step toward creating professional quotes that win jobs and ensure you’re paid what you're worth. By using this spreadsheet, you'll also see just how powerful automation can be for your business.
Stop Guessing and Start Growing Your Cleaning Business
Let's get real for a moment. Pricing jobs based on a 'gut feeling' or scribbling a number on the back of a business card isn't a sustainable business strategy. It’s a fast track to underbidding, looking unprofessional, and wondering at the end of the month where all the money went. It creates confusion for your clients and, worse, it undermines your own confidence.
This is where a solid, standardized template changes everything.
It’s a simple shift, but it forces you to slow down and think through every single detail of a job. You’ll account for every task, from the basic dusting and vacuuming to those profitable add-ons like deep-cleaning an oven or washing interior windows. This isn't just about numbers; it's about showing a potential customer that you are a thorough, organized professional who knows their stuff. That's how you build trust from the very first interaction.
Why a Standardized Template Is a Game-Changer
Moving away from ballpark quotes is about more than just looking the part—it’s about building a business that can actually scale. When you get your estimating process dialed in, you unlock some serious advantages:
- Boosts Professionalism and Trust: A clean, itemized estimate tells a client exactly what they’re paying for. No more vague promises or surprise charges. This clarity alone builds massive confidence.
- Ensures Profitability on Every Job: By breaking down your services and costs, you guarantee that every quote covers your time, materials, and overhead, leaving a healthy profit margin.
- Creates a Foundation for Automation: This template is the perfect starting point. As you use the Excel file, you'll see how your services and pricing can be systematized. This is the exact logic that an automated tool uses to capture leads and send quotes for you 24/7.
Seizing Opportunity in a Growing Market
The demand for what you do is absolutely exploding. The global cleaning services market hit around USD 424 billion in 2024 and is on track to reach an incredible USD 734 billion by 2032. North America is leading the charge, holding a massive 37.65% of the market. Homeowners aren't just looking for cleaners; they're looking for professionals who make the process easy with quick, reliable quotes.
For any cleaning pro with ambition, this is a clear signal: the future is in instant, automated estimates that standardize your pricing, effortlessly upsell your services, and let you book jobs on the spot.
The biggest mistake I see cleaning business owners make is waiting too long to respond to an inquiry. A professional, instant estimate doesn't just win a job—it wins a long-term client by respecting their time from the very first interaction.
This template is your starting block. It will help you organize your services and pricing in a way that’s crystal clear for you and your customers.
To truly capitalize on this demand, you need to be visible. A proven guide to local SEO for home services can be a huge asset in getting your business in front of the right local clients. Once they find you, your professional estimate will be what seals the deal. In fact, you can see for yourself how one company completely transformed its business, doubling sales after implementing instant estimates here: https://www.estimatty.com/case-studies/company-sales-doubled-after-instant-estimates
Making the Cleaning Estimate Template Your Own
A great template is just a starting point. The real magic happens when you personalize it, turning a generic document into a powerful tool that wins you clients. This isn't just about filling in the blanks; it's about strategically showcasing your value in a way that truly connects with customers.
Think of this as the final step that sets your business apart. Let's walk through exactly how to take our free Excel template and make it uniquely, professionally yours.
Add Your Brand's Signature
First things first: anyone looking at this estimate should know instantly that it came from you. Your branding is your handshake, so make it firm and confident.
- Drop in Your Company Logo: Place your logo right at the top. It’s the most important visual cue for brand recognition.
- List Your Contact Info: Make sure your business name, phone number, email, and website are impossible to miss. A client shouldn't have to search for a way to hire you.
- Use Your Brand Colors: Got a specific color scheme? Weave it into the headings or borders. This small touch gives the document a cohesive, polished feel.
These simple steps immediately elevate the template from a basic spreadsheet into an official business proposal. It tells clients you're an established, serious company they can trust.
Fine-Tune Your Services and Add-Ons
Now, let's get to the heart of it—what you actually do for your clients. The Excel price list we included is a great guide, but you need to tailor it to your specific offerings. Think of your services like a restaurant menu: they need to be clear, tempting, and easy to understand.
Start by laying out your core packages. For example:
- Standard Clean: Be specific about what this covers. Think "Dusting all surfaces, vacuuming carpets, mopping floors, and cleaning bathroom and kitchen surfaces."
- Deep Clean: Clearly explain the extras. "Includes everything in our Standard Clean, plus baseboards, light fixtures, and interior windows."
- Move-In/Move-Out Clean: Highlight how thorough this is. "A complete top-to-bottom clean, including the inside of all cabinets, drawers, and appliances."
The best way to boost your ticket price is with your add-ons. Don't just list "Oven Cleaning." Frame it as a solution: "Deep Oven Degreasing - $45." The language sells the value for you.
Place these high-margin services right where the customer will see them, making them easy to say "yes" to. Other fantastic add-ons are things like refrigerator interior cleaning, carpet shampooing, or even a garage sweep. This turns upselling into a natural part of the conversation. You can even learn how to automatically lock in jobs by getting key details like square footage sent right to your phone, which makes creating these custom quotes faster than ever.
Finally, don't forget to add your terms of service. This is where you lay out your cancellation policy, payment terms, and what clients can expect on cleaning day. Being transparent like this prevents headaches down the road, protects your business, and shows clients you're a true professional.
Mastering the Right Pricing Models for Cleaning Jobs
The number one question every cleaning business owner asks is, "How much should I actually charge?" It's a tough one. Get it wrong, and you're either leaving money on the table or pricing yourself right out of a job. Get it right, and you're on the path to building a profitable, sustainable business.
Let's break down the three most effective pricing strategies. These models are the engine behind our free cleaning estimate template. Once you get the hang of them, you can confidently fill out that downloadable price list and start sending quotes that are both competitive and profitable.
Charging by the Square Foot
Pricing by square footage is a go-to for a reason. It's straightforward, easy for clients to understand, and works great for initial quotes on standard residential or commercial jobs. It gives that clear, upfront cost so many people appreciate.
To make this work, you need an average rate per square foot. In my experience, this usually falls somewhere between $0.08 and $0.20, but it really depends on your local market and the type of cleaning. A basic maintenance clean might be on the lower end, say $0.10/sq ft, while a deep clean could easily be $0.18/sq ft or more.
- Here's a quick example: For a 2,000 sq ft home needing a standard clean at $0.15/sq ft, the math is simple: 2,000 sq ft x $0.15 = $300.
This model is a lifesaver for larger, uncluttered spaces where your crew can work efficiently. Just be careful—a small, cluttered apartment can take way longer to clean than a huge, minimalist house. Square footage doesn't always tell the whole story about the effort involved.
The Hourly Rate Approach
Charging by the hour is your best friend for jobs full of unknowns. Think first-time cleans, post-construction messes, or clients who have a list of custom, unpredictable tasks. It’s the fairest way to make sure you’re paid for every minute you work, no matter what surprises you find.
When setting your hourly rate, you’ve got to factor in everything: wages, supplies, insurance, overhead, and of course, your profit. A typical range is $30 to $60 per hour, per cleaner.
A pro tip when quoting an hourly rate: always give a time range, not a single number. Tell the client, "We estimate this will take between 3-4 hours." This gives you a buffer if the job is dirtier than it looked during the walkthrough.
This method is perfect for those unpredictable jobs. The only real downside is that some clients get nervous without a fixed final cost. They want certainty, which leads us to the next model.
The Flat-Rate Pricing Advantage
Let's be honest, flat-rate pricing is what most customers want. It’s a single, predictable price for a clearly defined scope of work. No surprises, no watching the clock—just a clear cost for a clear outcome. It builds trust right from the start.
To set a solid flat rate, you have to draw on your experience (and maybe lean on the other pricing models as a starting point). You’ll consider the home's size, the number of bedrooms and bathrooms, whether there are pets, and the overall condition. This is where our downloadable price list really shines, helping you standardize your flat rates. It's also critical to assess jobs properly upfront; in fact, a good intake process can even help you spot and avoid potentially unsafe situations. You can learn more about how better intake systems can protect your team when assessing new jobs.
The market for contract cleaning is absolutely exploding—it's projected to grow from USD 216.40 billion in 2025 to USD 329.16 billion by 2032. The cleaning company owners who are winning are the ones who have nailed their quoting process. Sticking with manual methods often leads to a 30-50% lead drop-off because it’s just too slow.
This is where an automated tool like Estimatty can be a game-changer. It grabs all the key details from an inquiry and fires back an accurate, flat-rate quote in seconds. You standardize your pricing and convert leads that would otherwise get lost in voicemail tag.
The flowchart below walks you through the simple decisions you'll make to get your template ready to go—it’s the foundation for setting those perfect prices.
Running through this process ensures your branding, services, and pricing are all perfectly aligned before you ever hit "send" on an estimate.
Getting Your Estimate in Their Hands and Winning the Job
You've done the hard work of creating a perfect estimate. Now for the moment that truly matters: getting it to the client and turning that "maybe" into a "yes." How you deliver your quote is just as important as what's in it. This is your chance to shine, build trust, and make booking your service a complete no-brainer.
The gold standard for delivery is a clean, non-editable PDF sent directly to their email. It looks professional on any screen—phone, tablet, or desktop—and keeps your pricing and terms locked in. But don't just hit send and hope for the best. I always recommend sending a quick text right after the email goes out. Something simple like, "Hey, just sent that quote over to your email!" shows you're on the ball and respects their time. In this business, speed sells.
What to Say When You Send It
Your message is your sales pitch. It needs to be clear, confident, and personal. Ditch the generic, corporate-speak and write like a human who's genuinely excited to help.
Here are a couple of go-to templates I've polished over the years. Feel free to tweak them to fit your own style.
A Winning Email Template
Subject: Your Cleaning Quote from [Your Company Name]
Hi [Client Name],
It was great chatting with you about your home!
I’ve attached a detailed quote for your review, just as we discussed. You'll see it breaks down everything, including the [mention a specific add-on they wanted, like 'deep-cleaning the oven'].
If it all looks good, you can approve it right here to get on the schedule: [Link to Approve/Book]
Let me know if you have any questions at all. We'd love the chance to make your home sparkle!
Best,
[Your Name]
A Quick and Effective SMS Template
Hey [Client Name]! Just popped that cleaning quote into your inbox. Let me know what you think! You can approve it directly from the email to book your spot. -[Your Name] @ [Your Company Name]
How to Follow Up Without Being Annoying
Radio silence? It happens. Don't panic. Give them about 48 hours before you check in. A gentle, no-pressure nudge is usually all it takes to get things moving again.
A simple email like, "Hi [Client Name], just wanted to circle back on the cleaning quote I sent over. Let me know if you have any questions!" brings your estimate right back to the top of their mind without being pushy.
If they come back with questions about your pricing, see it as an opportunity, not a challenge. Don't just defend the number; explain the value behind it. Talk about your high-quality, eco-friendly supplies, your insured and bonded team, and your 100% satisfaction guarantee. You’re not just selling a cleaning service; you're selling them peace of mind and a healthier home.
Some of the most successful cleaning businesses I've seen take this a step further. They use a system that can send estimates for them 24/7, automatically handling the follow-ups and booking confirmations. This level of professionalism builds massive trust and lets them focus on what they do best: cleaning.
Time to Put Your Quoting on Autopilot
Alright, you've dialed in your manual template. You know your numbers, you know your services, and you've got a system. That's fantastic. But now it's time to take all that hard work and make it work for you—even when you're not working.
Think about it: all those services, add-ons, and pricing rules you just perfected in the Excel file can become the engine for a 24/7 sales agent that lives right on your website. Once you see how the spreadsheet works, you'll realize just how simple it is to automate. This is the single biggest leap forward for any cleaning business owner who's serious about growth and tired of leaving money on the table.
Instead of you sitting down to plug numbers into a spreadsheet, a potential client can land on your site at 10 PM on a Tuesday, answer a few quick questions, and get a precise, professional quote in less than a minute. No more missed calls. No more "I'll get back to you tomorrow." Just an immediate, impressive response that captures the lead right then and there.
From Manual Grind to Automatic Wins
Moving from a static spreadsheet to a dynamic, instant quoting tool is a total game-changer. It's not just about saving a few hours a week; it fundamentally rewires how you attract and win new customers.
Here's what that really looks like in practice:
- You'll stop losing leads to your voicemail. Let's be honest, most people searching online won't wait for a callback. An instant quote tool hooks them the second they show interest, locking in their business before they can even think about checking out your competitor.
- The endless phone tag finally stops. You can't be on call 24/7, but your website can. Let an automated system handle the initial questions and give the quote, freeing you up to focus on the jobs you've already won.
- Your revenue grows, even while you sleep. A smart quoting tool doesn't just give a price; it upsells for you. It can automatically suggest profitable add-ons like "deep oven cleaning" or "interior window washing" while the customer is building their quote. This alone can seriously boost your average ticket value without you lifting a finger.
The secret to automation is simple: it meets customers where they are—online, on their phones, and expecting instant answers. If you make it incredibly easy for them to get a price and book your service, they’ll choose you over the competition almost every time.
This isn't just theory; it’s the exact reason we built Estimatty. We were a cleaning crew fed up with losing good leads and spending our evenings hunched over a laptop sending out quotes. You can read the full story of how a cleaning team built a 24/7 AI sales agent to solve these very frustrations.
Making the Jump to an Automated System
Getting an automated system up and running is probably easier than you think. That price list you just customized in our Excel file? That's the brain of the whole operation. You essentially just plug those services and rates into a platform like Estimatty, and it handles the rest.
If you're serious about taking the manual work off your plate for good, it’s worth looking into dedicated quote request form software built for service businesses. These tools are designed specifically to generate professional quotes fast.
By making this switch, you’re not just buying a piece of software. You’re buying back your time, giving your clients a slick, modern experience, and building a business that can scale without you being the bottleneck.
Common Questions About Cleaning Estimates (And Our Answers)
When you're running a cleaning business, a lot of questions pop up around pricing and estimates. It's a critical part of the job. I've heard just about all of them, so let's walk through the most common ones I get from other owners.
Should I Charge for In-Person Estimates?
Honestly, I wouldn't. While it might seem like a way to weed out non-serious inquiries, in today's market, speed wins. A potential customer who has to wait for an in-person visit and then pay for it is likely to just click over to the next company on Google who can give them a free price right away.
Your time is money, I get it. But you can get all the info you need for an accurate quote—square footage, number of rooms, special requests—with a smart online form or a quick phone call. This approach saves you gas and travel time, plus it lets you get a professional estimate into their hands before your competition has even checked their messages.
What’s the Best Way to Send a Cleaning Quote?
A professional, easy-to-read PDF is the gold standard, no question. It looks clean, works on any device, and—critically—the client can't accidentally change the numbers. Our free cleaning estimate template is an Excel file, which can be saved as a PDF in just a couple of clicks.
Pro Tip: Don't just rely on email. Send the estimate via both email and a text message with a link. This simple two-pronged approach catches people whether they're at their computer or on their phone, and I've seen it dramatically speed up approval times.
How Often Should I Update My Cleaning Prices?
You need to be reviewing your pricing at least once a year. It’s so easy to let this slide, but it’s a silent profit killer. The cost of everything—from your go-to cleaning solutions and microfiber cloths to gas and insurance—is always creeping up. An annual review ensures you're keeping pace with inflation and not accidentally working for less.
A perfect time to make adjustments is when you upgrade your equipment or start offering a new, valuable service. By keeping a master price list (like the one in our cleaning estimate template free download), you can make these changes once, and every estimate moving forward will be accurate and profitable.
Ready to stop guessing and start winning jobs faster? Download our free Excel template to organize your pricing. Once you see how a systematic approach works, you'll understand the power of putting it on autopilot with a tool like Estimatty.
Get your free template and see the Estimatty difference here!
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