How to Bid Commercial Cleaning Jobs the Right Way

Bidding on commercial cleaning jobs can be tricky. Charge too much, and potential clients might walk away. Charge too little, and your business could lose money fast. But don’t worry—with the right approach, you can set fair prices, win contracts, and grow your business without stress.

Here’s how to bid commercial cleaning jobs in a way that’s easy to follow and works for both you and your clients.

Start by Understanding the Job

Before jumping into bids, take some time to really learn the cleaning business. You can’t rely on apps alone to tell you what to charge. Instead, figure out:

• How long tasks take. Test yourself or your team to see how quickly you can clean a toilet, vacuum a room, or mop a floor.
• What’s realistic. Your pricing should cover time, effort, and quality without cutting corners.

Use resources like cleaning guides or apps, but also get hands-on experience. The more you know, the better your bids will be.

Step 1: Create a Clear Service Plan

Before you even quote a price, outline exactly what the client wants. Do they need daily trash removal, bathroom cleaning, or just occasional deep cleans? Having a service schedule will make sure you:

• Don’t forget any tasks.
• Avoid misunderstandings, like unexpected "extra" jobs (e.g., “Can you unload the dishwasher too?”).

Step 2: Visit the Facility and Take Notes

When a potential client invites you to check out their building, use the time wisely. Bring a notepad, pen, and a laser measurer to record details.

What to Look For:

1. Room Sizes: Measure the square footage of offices, conference rooms, and other areas.
2. Floor Types: Note if floors are carpeted, tiled, or hardwood.
3. Bathrooms: Count toilets, sinks, and stalls. Bathrooms often need the most work, so details matter here.

The more accurate your notes, the better you can calculate your bid later.

Step 3: Figure Out Your Costs

Now it’s time to figure out what it costs to do the job. Start with your hourly rate—this is how much you’ll charge for every hour of work.

How to Calculate Your Hourly Rate:

1. Wages: Look at what cleaning companies in your area pay their employees.
2. Overhead: Add in extra costs like insurance, supplies, and equipment.
3. Profit Margin: Include 30–35% to make sure you’re earning enough to grow your business.

Example:
If you pay $15/hour, add 30% for overhead and profit, making your hourly rate around $20.

Step 4: Estimate Cleaning Time

Use the measurements and details from your facility visit to estimate how long the job will take. For example, if cleaning one bathroom takes 20 minutes and the facility has 5 bathrooms, you’ll need about 1 hour and 40 minutes just for the bathrooms.

Add up the time for all areas to get the total hours needed for each visit.

Step 5: Calculate the Monthly Cost

Here’s how to turn your cleaning hours into a monthly price for the client:

1. Multiply daily cleaning hours by the number of cleaning days per week.
2. Multiply that by 52 weeks (one year).
3. Divide by 12 months to get the monthly cost.

Example:
If cleaning takes 3 hours per day, 5 days a week:

• 3 × 5 = 15 hours/week
• 15 × 52 = 780 hours/year
• 780 ÷ 12 = 65 hours/month

If your hourly rate is $20, the monthly price would be 65 × $20 = $1,300.

Step 6: Offer Flexible Pricing Options

Not every client has the same budget, so it’s smart to offer three pricing levels:

• Low Price: For clients who need basic cleaning or are close to another client, making it easier to service.
• Mid-Range Price: A fair price for standard cleaning.
• High Price: For clients with big demands or extra-high expectations.

This gives clients options while ensuring you’re covered no matter what they choose.

Pro Tips for Bidding Success

1. Ask Questions First: Understand what the client needs before offering a price.
2. Be Transparent: Explain your prices clearly, so clients know what they’re paying for.
3. Highlight Your Value: If you’re reliable, thorough, and easy to work with, make sure the client knows that!
4. Stay Flexible: Adjust your prices if the building is close to other clients or if the client has special requirements.

Common Mistakes to Avoid

• Guessing Cleaning Times: Always test how long it takes to clean, so you’re not underestimating or overestimating the job.
• Forgetting Overhead Costs: Include supplies, taxes, and other expenses in your pricing.
• Ignoring Client Expectations: Some clients want extra attention—factor that into your pricing.

FAQs

How often should I review my pricing?
At least once a year to keep up with changes in wages, overhead, and competition.

What’s the best way to calculate cleaning time?
Practice cleaning similar spaces and track how long each task takes. This gives you realistic numbers to use.

Should I bid low to win more jobs?
Not always. Low prices can hurt your business if they don’t cover costs or let you hire quality workers.

Can I adjust my prices later?
Yes, but be upfront with clients about price changes, especially if costs like wages go up.

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Final Thoughts

Bidding on commercial cleaning jobs doesn’t have to be overwhelming. By understanding your costs, tracking cleaning times, and offering clear pricing, you can win contracts and keep your business running smoothly.

Take your time to refine your process, and soon you’ll be bidding like a pro. Good luck with your next job!