How to quote a cleaning job without guessing

Quoting becomes difficult when the scope is vague. A request such as “clean a three-bedroom house” does not tell you the condition, number of bathrooms, access arrangements or whether the client expects an oven clean. Build the quote from what you can observe and confirm, then state what the price includes.

1. Confirm the job before pricing it

Start with a short phone call, a site visit or a set of photos. Ask the same core questions for every enquiry:

• What type of service is needed: regular, deep, end-of-lease or commercial?
• Which rooms and tasks are included?
• What is the current condition, including grease, soap build-up, pet hair or heavy dust?
• Are there add-ons such as an oven, internal windows, walls or carpet cleaning?
• Can your team access the property, parking and water easily?
• Is there a deadline, handover time or restricted working window?
• Who supplies consumables, chemicals and specialist equipment?

For a larger, unfamiliar or heavily soiled property, a site visit can reduce surprises. If the information is incomplete, label the price as an estimate subject to inspection instead of presenting it as a fixed quote.

2. Write the scope room by room

Turn the answers into a task list before calculating the price. “Kitchen clean” can mean very different things to different people. A clearer scope might say:

• Wipe benchtops, splashback and external cupboard fronts.
• Clean sink, tapware and cooktop.
• Vacuum and mop the floor.
• Exclude the oven interior, rangehood filter and inside cupboards unless added.

A room-by-room scope makes the time estimate easier and gives the client something concrete to approve. You can adapt the cleaning business checklist so the quote and the completed job follow the same structure.

3. Estimate labour in worker-hours

Estimate how long each area will take in its present condition. Then convert the total into worker-hours. Two cleaners working for three hours is six worker-hours, not three.

Use records from your own completed jobs to improve future estimates. Compare the planned time with the actual time, and note what caused a difference: condition, access, an added task or an unrealistic allowance.

4. Build the price from your own costs

Your hourly figure needs to cover more than wages. List the costs that apply to your business, which may include employee or contractor labour, superannuation and other employment costs where relevant, supplies, equipment wear, travel time, parking, insurance, administration and tax obligations. An accountant or bookkeeper can help you check which costs apply to your setup.

Your required labour rate is an internal business figure, not simply the amount paid to the cleaner. It should contribute to overheads and the return you need from the work. Keep GST treatment consistent with your registration status and show it clearly on the quote.

Illustrative example

This is an example of the method, not a recommended market rate. Replace every figure with your actual costs, capacity and desired margin.

5. Decide between a fixed price and an estimate

A fixed price suits a well-defined scope and condition. An estimate is safer when the property has not been inspected or the condition may differ from the information supplied. Whichever format you use, explain how changes are handled.

For example: “This price covers the tasks listed below based on the supplied photos. Additional work will be discussed and approved before it begins.” That sentence protects the client from surprise charges and gives your team a process when the scope changes.

6. Send a quote that is easy to approve

A professional quote does not need to be long, but it should be specific. Include:

• client name, property address and quote date;
• service date or proposed schedule;
• included tasks and explicit exclusions;
• the total price and GST treatment;
• payment terms and quote expiry date;
• access, parking or cancellation conditions that matter to the job;
• how extra work will be approved; and
• a simple acceptance step.

Clear quoting is one part of a dependable client experience. See how to professionalise a small cleaning business for practical communication and follow-up systems.

7. Connect the quote to the finished job

Before work starts, give the team the accepted scope. During the clean, record tasks that could not be completed and seek approval before adding work. After the clean, send a summary that mirrors the quote: what was completed, relevant photos and any follow-up notes.

A consistent close-out process helps you spot quoting errors. If the job took longer, record why while the details are fresh. That information is more useful than simply increasing every future price.

For a clear handover, follow the guide to creating a professional cleaning report.

A quick pre-send check

• Can the client see exactly what is included?
• Have you allowed for all worker-hours rather than only time on site?
• Are travel, parking, supplies and add-ons accounted for?
• Is the price fixed or estimated, and is that clear?
• Does the quote explain how extra work will be approved?
• Could your team deliver the job using this scope?

A quote built this way is easier to explain, easier to deliver and easier to review after the job.