Free Commercial Cleaning Estimate Template

The sample prices evening cleaning for Example Insurance Agency's office suite, 3 evenings a week, which the schedule shows as 13 visits a month (3 visits × 52 weeks = 156 a year, or 13 a month):

• Offices and open work areas, "Vacuum, dust and trash at each visit": 6,500 sq ft at 0.11 a month = 715.00.
• Restrooms and kitchen, "Clean and restock at each visit": 800 sq ft at 0.30 = 240.00.
• Reception and hallways, "Hard floors mopped at each visit": 1,200 sq ft at 0.09 = 108.00.
• Carpet spot cleaning, "Up to 2 hours a month": 2 hours at 40.00 = 80.00.
• Interior window cleaning, "Quarterly, spread over 3 months": 55.00 a month.

Routine cleaning comes to 1,063.00 and the add-ons to 135.00, for a subtotal of 1,198.00. Sales tax is 0% in the sample, so the Monthly total is 1,198.00. The estimate is dated Nov 9, 2026 and valid until Dec 9, 2026. The rates only show how the form works; they aren't market rates, so use your own.

The schedule turns a weekly pattern into visits per month. Months differ in length, so the sample averages over the year: 3 evenings a week is 156 visits a year, or 13 a month. Five evenings a week would be 260 visits a year, or about 21.7 a month. Put the weekly pattern in parentheses, as the sample does, so the client knows what the number means, and set the "Service hours" to when you'll be on site.

If the schedule changes, reprice the routine cleaning lines for the new number of visits.

• Supplies. In the Word and Excel files, the pricing notes have a placeholder, "Supplies: [included, or billed separately].", for whether supplies such as liners, soap and paper products are in the price. Fill it in either way, so it isn't a surprise on the first invoice.
• Access. Agree on keys, alarm codes and who the site contact is before the start date, and put the contact in "Site contact".
• Licenses and insurance. Whether you need a business license, a bond or particular insurance to clean commercial premises depends on where you work, so check the rules where you work. If the client asks for proof of insurance, send it with the estimate.

In the Excel file, each monthly amount is qty × rate per month. The two section subtotals, the subtotal, the sales tax and the monthly total are formulas, and the tax rate sits in its own cell. Each section has one blank row at the end.

• No sales tax: set the tax rate to 0%, as in the sample.
• More areas than fit: insert a row above the blank row in that section and copy the amount formula into it, then check that the section subtotal and the subtotal include it.

The file's tip says: "To leave out "Sales tax, if applicable", set its rate to 0%. Don't delete these rows: the totals refer to them."

In the Word file, the amounts are typed, not calculated, so retype them when you change a figure. The PDF is a blank form to fill in during a site walkthrough, with a blank for the tax rate. It's sized for A4 paper, so if you print on US Letter, check the scaling setting in your print dialog. We haven't tested the files in Excel, Word or on a printer.

• Before the start date: send this estimate and get the client's acceptance.
• Each month: invoice the monthly total. In Billed, recurring invoices are created and sent automatically on a schedule you set, such as monthly (recurring invoices).
• Extra work: bill add-ons the client asks for outside the monthly total on their own invoice, such as the window cleaner invoice or the carpet cleaner invoice.

In Billed you can also send estimates by email for the client to approve online, and turn an approved estimate into an invoice (estimating software).