What is a cleaning estimate template?

A cleaning estimate template is a pre-formatted document that helps cleaning professionals itemize service costs for clients. It includes sections for property details, room-by-room tasks, labor hours, cleaning supplies, equipment costs, and payment terms. Professional templates also include service frequency options, satisfaction guarantees, and insurance information. Using a template ensures you capture all costs, present quotes professionally, and maintain consistent pricing across your cleaning business.

How do you write a cleaning estimate?

Start by visiting the property to measure square footage, count rooms, and assess current cleanliness level. List specific tasks for each room based on service type (standard, deep, or move-out cleaning). Calculate labor hours using industry benchmarks: typically 1-2 hours per bedroom for standard cleaning, 50-100% more for deep cleaning. Multiply hours by your labor rate ($25-90/hour depending on market and service type). Add cleaning supply costs (usually 5-12% of labor). Include any specialty services like carpet cleaning or window washing. Apply appropriate markup and profit margin. Present the estimate with clear payment terms and service frequency options.

How much should I charge for cleaning services?

Cleaning service pricing uses three main methods: hourly rate ($25-90/hour), per square foot ($0.05-0.30/sq ft), or flat rate per property. Residential standard cleaning typically costs $100-250 for average homes, while deep cleaning runs $200-500. Commercial cleaning ranges $0.09-0.17 per square foot for office spaces. Factors affecting price include property size, cleanliness condition, service frequency, and location. Include supply costs (5-12% of labor), equipment fees if applicable, and your desired profit margin (typically 15-30%). Offer 10-20% discounts for recurring weekly or bi-weekly services.

What should be included in a cleaning estimate?

A complete cleaning estimate should include: client and property information, total square footage and room count, detailed scope of work by room or area, specific tasks included in each space, estimated labor hours and rates, cleaning supplies and materials cost, any specialty services or add-ons, service frequency (one-time or recurring), total estimate amount, payment terms and accepted methods, estimate validity period (typically 30 days), and what is NOT included in the service. Clear scope definition prevents disputes and ensures both parties understand expectations.

How much should I charge for deep cleaning vs regular cleaning?

Deep cleaning typically costs 50-100% more than regular cleaning due to additional time and detail work. Standard residential cleaning focuses on surface maintenance and takes 2-4 hours for average homes. Deep cleaning includes inside appliances, baseboard scrubbing, detailed grout cleaning, window washing, and areas not covered in routine service. Price deep cleaning at $0.20-0.30 per square foot or $200-500 for typical homes. Commercial deep cleaning may cost 75-150% more than standard service. The higher price reflects the intensive labor and specialized products required.

Should I offer discounts for recurring cleaning services?

Yes, offering 10-20% discounts for weekly or bi-weekly recurring services benefits both you and clients. Recurring clients provide predictable revenue and reduce marketing costs. Regular maintenance cleaning takes less time than one-time jobs since properties stay cleaner between visits. The discount is offset by scheduling efficiency and client retention. Weekly service typically receives 20% discount, bi-weekly gets 15%, and monthly gets 10%. Clearly communicate discount structure in your estimates to encourage recurring bookings.

How do I price commercial cleaning differently than residential?

Commercial cleaning requires different pricing approaches than residential. Use per-square-foot pricing ($0.09-0.17/sq ft for offices) for consistency across contracts. Factor in after-hours work requirements, which typically command 20-30% premium rates. Include specialized equipment costs for floor care and restroom sanitization. Commercial jobs require higher liability insurance and may need bonding. Price by monthly contract rather than per-visit for predictable billing. Include restroom supply restocking as a separate line item. Medical facilities and industrial spaces command higher rates ($0.14-0.29/sq ft) due to specialized cleaning requirements.

How long should a cleaning estimate be valid?

Cleaning estimates typically remain valid for 30 days. This timeframe balances giving clients decision time while protecting you from supply cost increases and scheduling changes. Clearly state the expiration date on your estimate. For large commercial contracts, consider 60-day validity but include language about price adjustments for significant supply cost changes. If a client waits beyond the validity period, review and update pricing before accepting the job. Seasonal demand fluctuations may warrant shorter validity periods during peak booking times.

What cleaning supplies should I include in my estimate?

Include all professional-grade cleaning products and materials in your estimate: all-purpose cleaners, disinfectants, glass cleaners, floor care products, bathroom sanitizers, microfiber cloths and mops, vacuum bags or filters, trash bags and liners, and specialty products for specific surfaces. Supply costs typically represent 5-12% of labor costs. For deep cleaning, add specialty items like grout cleaners, descaling agents, or carpet cleaning solutions. Track actual usage across jobs to determine your specific supply cost percentage. Consider whether to itemize supplies separately or build costs into your labor rate.

How do I handle change orders for cleaning services?

Document all service changes in writing before performing additional work. A change order should describe the new tasks, additional cost, and impact on service time. Get client approval via email or signature before proceeding. Common change orders include adding rooms, extra deep cleaning tasks, or specialty services not in the original estimate. Many disputes arise from verbal agreements about additional work. Include change order language in your original estimate: "Additional services beyond this scope require written approval and will be billed separately." This protects both you and the client from misunderstandings.

🧹Professional Cleaning Template

Free Cleaning Estimate Template

A cleaning estimate template is a pre-formatted document that itemizes labor, supplies, and service costs for residential, commercial, and specialized cleaning projects.

Create accurate cleaning estimates for any residential or commercial project. Track labor hours, cleaning supplies, equipment costs, and service frequency. This professional template helps you price jobs competitively while maintaining healthy profit margins.

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Labor & supply cost tracking

Room-by-room pricing

Frequency discount calculator

Service add-on options

Profit margin builder

Customizable for any project

100% Free Template

Free Cleaning Estimate Template Download

Professional cleaning estimate template designed for residential, commercial, and specialized cleaning services. Calculate labor hours, supply costs, and service pricing with built-in formulas. Create detailed, client-ready estimates that win more contracts and protect your profit margins.

Free

Excel Template

Auto-calculate costs instantly

Built-in pricing formulas
Room-by-room breakdowns
Supply cost tracking

Free

PDF Template

Send professional estimates

Client-ready format
Print or email
Clean layout

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Word Template

Fully customizable template

Easy editing
Add your branding
Custom service items

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Industry Data 2026

Cleaning Services Industry Insights

Key statistics and trends that help cleaning professionals price their services competitively and run profitable businesses.

U.S. Cleaning Services Industry Report

Market data and professional benchmarks

$78.6B

U.S. Industry Revenue (2026)

1.2M

Cleaning Service Businesses

6.2%

Annual Growth Rate

Commercial Cleaning Rates

General office cleaning ranges $0.09-0.17 per square foot. Medical facilities command $0.14-0.29 per square foot due to specialized sanitization requirements. Retail spaces typically cost $0.07-0.15 per square foot.

Residential Cleaning Costs

Standard residential cleaning averages $25-90 per hour depending on location and service level. Deep cleaning costs 50-100% more than regular maintenance cleaning due to additional detail work and time requirements.

Cost Breakdown Structure

Labor accounts for 55-80% of total cleaning costs, supplies represent 4-12%, and equipment costs 2-5%. Management fees and profit margins typically add 25-35% to base costs for sustainable operations.

Recurring Service Advantage

Cleaning businesses offering 10-20% discounts for weekly or bi-weekly recurring services achieve higher client retention rates and predictable revenue streams while reducing marketing costs per client.

Data current as of: February 2026

Sources: IBISWorld, House Call Pro, Commercial Cleaning Industry Reports

Everything You Need in a Estimate Template

Our templates include all the essential elements for professional estimates

⏱️

Labor Hour Calculator

Estimate cleaning time based on square footage, room count, and service level. Calculate total labor costs automatically with different rates for standard versus deep cleaning.

🧴

Supply Cost Tracking

Itemize cleaning products, equipment rental, and disposable supplies with quantities and unit costs. Never underestimate material expenses again.

📅

Service Frequency Options

Price one-time, weekly, bi-weekly, or monthly services with built-in discount calculators. Encourage recurring clients with transparent pricing incentives.

📄

Professional Presentation

Client-ready estimates that look polished and professional. Add your logo, service terms, and satisfaction guarantees to build trust.

🏠

Room-by-Room Breakdown

Organize estimates by space type with specific tasks listed. Clients understand exactly what services they receive in each area.

✨

Add-On Services

Include specialty services like carpet cleaning, window washing, appliance detailing, or post-construction cleanup. Upsell additional services with clear pricing.

Must-Have Components

7 Essential Elements Every Cleaning Estimate Must Include

Professional cleaning estimates must include client details, scope of work, itemized costs, payment terms, timeline, legal disclaimers, and company branding to ensure clarity and enforceability.

Client & Property Information

Client name, address, phone, and email
Property address if different from billing
Property type (residential, commercial, industrial)
Square footage and number of rooms

Detailed Scope of Work

Specific rooms and areas to be cleaned
Services to be performed in each space
Cleaning level (standard, deep, or move-out)
What is NOT included in the estimate

Itemized Cost Breakdown

Labor hours by service type and area
Cleaning supplies and materials
Equipment rental or usage fees
Specialty service add-ons

Payment Terms & Schedule

Total estimate amount
Payment due date (typically upon completion)
Recurring service payment schedule if applicable
Accepted payment methods

Service Frequency & Timeline

One-time or recurring service schedule
Estimated service duration
Preferred service days and times
Cancellation and rescheduling policy

Legal Protections

Estimate validity period (typically 30 days)
Insurance and bonding information
Satisfaction guarantee terms
Liability limitations and damage policy

Pro Tip: Document Property Condition

Take photos of the property before starting work, especially for move-out or post-construction cleaning. This protects you from pre-existing damage claims and helps justify pricing for heavily soiled spaces.

How to Create a Cleaning Estimate Step by Step

Creating a cleaning estimate involves property assessment, service scope definition, labor calculation, supply cost estimation, and professional presentation to the client.

Follow these simple steps to create your first estimate

Property Assessment & Measurement

Visit the property to measure square footage and count rooms. Note current cleanliness level, surface types, and any special requirements like pet hair removal or heavy grease buildup. Document access details and parking availability.

Define Service Scope

List specific tasks for each room or area based on client needs. Determine service level: standard maintenance cleaning, deep cleaning, or specialized services like move-out or post-construction cleanup. Clarify what is excluded from the estimate.

Calculate Labor Hours

Estimate cleaning time based on square footage and service level. Standard residential cleaning averages 1-2 hours per bedroom. Deep cleaning takes 50-100% longer. Factor in team size and realistic production rates for your crew.

Add Supplies & Equipment

Calculate cleaning product costs based on property size. Include specialty supplies for specific tasks like floor care or window cleaning. Add equipment rental fees if needed for carpet cleaning or floor buffing machines.

Apply Pricing & Discounts

Set labor rates based on service type and market rates. Add supply costs with appropriate markup (typically 50-100%). Calculate recurring service discounts if applicable. Include travel fees for properties outside your standard service area.

Present Professionally

Review all calculations and add payment terms, service frequency options, and satisfaction guarantees. Send the polished estimate within 24 hours. Follow up within 48 hours to answer questions and convert the estimate to a booking.

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Estimate vs. Quote vs. Proposal: Which Do You Need?

Estimates provide approximate costs for cleaning services, quotes offer fixed pricing, and proposals present comprehensive service plans with detailed specifications and value propositions.

Understanding the difference helps you use the right document for each cleaning situation and set proper client expectations.

Feature	📝Estimate	💵Quote	📋Proposal
Pricing Type	Approximate range	Fixed, binding price	Detailed breakdown
Legally Binding?		Yes, when accepted	Yes, with signature
Level of Detail	General scope	Specific line items	Comprehensive plan
Best For	Initial inquiries	Standard cleaning jobs	Large commercial contracts
Time to Create	10-20 minutes	20-30 minutes	1-2 hours
Price Can Change?	Yes, expected	No, unless scope changes	No, locked in
Includes Service Schedule?	Rarely		Usually yes

Pricing Type

📝Estimate

Approximate range

💵Quote

Fixed, binding price

📋Proposal

Detailed breakdown

A typical residential deep cleaning estimate includes room-by-room services, labor hours, cleaning supplies, specialty tasks, and total pricing with payment terms.

See how a professional cleaning estimate breaks down costs for a comprehensive residential deep cleaning service.

Residential Deep Cleaning Service

3-bedroom, 2-bathroom home - 1,800 sq ft

Item	Description	Qty	Rate	Amount
Kitchen Deep Clean Appliances (inside/out), cabinets, counters, sink, floors	Appliances (inside/out), cabinets, counters, sink, floors	2.5 hours	$45/hour	$113
Bathroom Deep Clean (2) Scrub tubs/showers, sanitize toilets, clean mirrors, floors	Scrub tubs/showers, sanitize toilets, clean mirrors, floors	2 hours	$45/hour	$90
Living Areas & Bedrooms (3) Dust all surfaces, vacuum, baseboards, light fixtures	Dust all surfaces, vacuum, baseboards, light fixtures	3 hours	$45/hour	$135
Window Cleaning (Interior) All interior windows, tracks, and sills - 12 windows	All interior windows, tracks, and sills - 12 windows	1.5 hours	$45/hour	$68
Carpet Deep Clean Steam clean living room and 3 bedrooms - 800 sq ft	Steam clean living room and 3 bedrooms - 800 sq ft	800 sq ft	$0/sq ft	$240
Cleaning Supplies Professional products, microfiber cloths, disposables	Professional products, microfiber cloths, disposables	1 lot	$45	$45
Baseboard & Wall Spot Cleaning Wipe all baseboards, remove scuffs and marks from walls	Wipe all baseboards, remove scuffs and marks from walls	1 lot	$60	$60

Subtotal:$750

Total:$750

Payment Terms

Payment due upon completion. We accept cash, check, credit card, and digital payments. Recurring service discount: 15% off for bi-weekly service, 20% off for weekly service.

Key Takeaways from This Estimate

1Labor hours are itemized by room type for transparency
2Specialty services like carpet cleaning priced separately
3Supply costs included to cover professional-grade products
4Recurring service discounts encourage long-term client relationships
5Clear payment terms eliminate confusion at completion

Common Cleaning Service Types

Common items and services you might bill for

Standard Residential Cleaning

Kitchen cleaning (counters, sinks, appliances exterior)
Bathroom sanitization (toilets, sinks, tubs, mirrors)
Living areas (dust surfaces, vacuum, mop floors)
Bedrooms (dust, vacuum, make beds if requested)
Trash removal and liner replacement
Light fixture and ceiling fan dusting
Baseboard wiping in high-traffic areas
Window sill and track cleaning
Cleaning supplies and materials
Travel time for properties outside service area

Commercial Office Cleaning

Desk and workstation surface cleaning
Restroom sanitization and supply restocking
Break room and kitchenette cleaning
Lobby and reception area maintenance
Conference room setup and cleaning
Floor care (vacuum carpets, mop hard surfaces)
Trash and recycling removal
Glass door and partition cleaning
After-hours service premium (20-30% additional)
Specialized equipment for floor buffing

Move-Out Deep Cleaning

Complete kitchen deep clean (inside appliances)
Bathroom deep scrub and descaling
Carpet steam cleaning or professional vacuuming
Interior window cleaning with tracks and sills
Wall spot cleaning and scuff removal
Cabinet and drawer interior cleaning
Ceiling fan and light fixture detailing
Baseboard cleaning throughout property
Balcony or patio power washing
Final walkthrough and touch-ups

Cleaning Estimating Best Practices

Best practices for cleaning estimates include thorough property walkthroughs, accurate time calculations, clear scope definition, and transparent communication with clients.

🚶

Always Conduct Property Walkthrough

Photos and descriptions miss critical details like property condition, access challenges, and special requirements. Visit every property to assess cleanliness level, surface types, and potential obstacles before pricing.

⏱️

Use Realistic Time Estimates

Base labor hours on your team's actual performance, not ideal conditions. Track how long different property types take your crew and build accurate benchmarks. Standard cleaning averages 1-2 hours per bedroom.

📋

Define Scope Precisely

List exactly what's included AND excluded from your service. Specify which rooms, surfaces, and tasks are covered. Clear boundaries prevent disputes and scope creep that erode profitability.

🏚️

Price for Property Condition

Heavily soiled properties require significantly more time. Charge appropriately for deep cleans, move-out cleaning, or post-construction jobs. Document condition with photos to justify pricing.

📦

Offer Service Tiers

Present basic, standard, and premium cleaning packages. Give clients choices while guiding them toward your recommended service level. Tiered pricing increases average job value.

📞

Follow Up Quickly

Send estimates within 24 hours of the walkthrough while details are fresh. Follow up within 48 hours to answer questions. Speed and responsiveness win cleaning contracts in competitive markets.

Cleaning Service Calculation Reference Guide

Essential formulas and industry benchmarks for accurate cleaning service estimates.

📐

Time & Labor Calculations

Accurate time estimates are the foundation of profitable cleaning estimates. Use these industry benchmarks as starting points and adjust based on your team's performance.

Standard Residential Cleaning Time

Hours = (Bedrooms × 1.5) + (Bathrooms × 1) + Base Time

1Count total bedrooms and bathrooms
2Multiply bedrooms by 1.5 hours each
3Multiply bathrooms by 1 hour each
4Add 1 hour base time for kitchen and common areas
5Adjust for property condition and square footage

Deep Cleaning Time Multiplier

Deep Clean Hours = Standard Hours × 1.75

1Calculate standard cleaning time first
2Multiply by 1.75 for deep cleaning (75% more time)
3Add extra time for inside appliances (30-45 min each)
4Include window cleaning time if requested
5Factor in baseboard and wall detail work

Commercial Cleaning by Square Footage

Hours = Square Feet ÷ Production Rate per Hour

1Measure total cleanable square footage
2Determine production rate: 3,000-4,000 sq ft/hour for offices
3Divide square footage by production rate
4Add time for restrooms (15-20 min each)
5Include break room and high-traffic area detail time

💵

Pricing & Rate Guidelines

Industry-standard pricing structures ensure your cleaning business remains profitable while staying competitive in your market.

Hourly Labor Rates

$25-90/hour

Rates vary by service type, location, and market. Residential cleaning typically runs $25-50/hour. Commercial cleaning commands $35-60/hour. Specialized services like medical facility cleaning reach $60-90/hour.

•Basic residential maintenance: $25-35/hour
•Standard residential cleaning: $35-50/hour
•Commercial office cleaning: $35-60/hour
•Medical/healthcare facilities: $60-90/hour

Square Footage Pricing

$0.05-0.30/sq ft

Per-square-foot pricing works well for commercial contracts and consistent pricing. Rates vary by property type, cleaning frequency, and service level.

•Residential standard cleaning: $0.10-0.20/sq ft
•Residential deep cleaning: $0.20-0.30/sq ft
•Commercial office space: $0.09-0.17/sq ft
•Retail spaces: $0.07-0.15/sq ft

Supply Cost Allocation

5-12% of Labor

Cleaning supplies typically represent 5-12% of labor costs. Track actual usage to determine your specific percentage. Include products, disposables, and equipment wear.

•Standard cleaning supplies: 5-8% of labor cost
•Deep cleaning with specialty products: 8-12%
•Commercial restocking supplies: Add separately
•Equipment rental: Bill as separate line item

📊

Common Service Benchmarks

Quick reference for typical cleaning service times and pricing across different property types and service levels.

Service Time & Cost Benchmarks

2-Bedroom, 1-Bath Apartment (800 sq ft)

Standard clean: 2-3 hours | Deep clean: 3.5-5 hours

Typical cost: $100-150 standard, $175-300 deep clean

3-Bedroom, 2-Bath House (1,800 sq ft)

Standard clean: 3-4 hours | Deep clean: 5-7 hours

Typical cost: $150-250 standard, $300-500 deep clean

4-Bedroom, 3-Bath House (2,500 sq ft)

Standard clean: 4-6 hours | Deep clean: 7-10 hours

Typical cost: $200-350 standard, $450-700 deep clean

Commercial Office (5,000 sq ft)

Nightly cleaning: 1.5-2 hours | Deep clean: 6-8 hours

Monthly cost: $800-1,200 (3x weekly service)

Move-Out Cleaning (any size)

Add 50-100% to deep cleaning time for vacant properties

Empty properties clean faster but require more detail work

📝 Remember

These are industry guidelines. Track your actual costs, labor times, and production rates to build estimates specific to your business, team efficiency, and local market conditions.

Why Use This Cleaning Estimate Template

Move beyond templates and transform your invoicing workflow

🏆

Win More Contracts

Professional estimates with clear breakdowns build client confidence. Show prospects you run a legitimate, organized cleaning business that prices work accurately and transparently.

💰

Protect Your Margins

Stop losing money because you forgot supply costs, travel time, or underestimated labor hours. The template prompts you to capture every cost component for profitable pricing.

⚡

Save Hours Each Week

Create estimates in 15-20 minutes instead of starting from scratch each time. Reuse your pricing for similar properties. Spend more time cleaning and less time doing paperwork.

🤝

Reduce Disputes

Detailed line items set clear expectations upfront. Clients know exactly what services they receive in each room. Scope clarity prevents misunderstandings that damage relationships.

✨

Look Professional

First impressions matter in the cleaning industry. Polished estimates separate you from competitors who provide verbal quotes or handwritten notes that lead to confusion.

📈

Scale Your Business

Consistent estimating processes let you train employees, compare job profitability, and make data-driven decisions about which services and property types to focus on.

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Frequently Asked Questions

Everything you need to know about cleaning services invoices

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