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Cleaning quote template: what it is
A quotation is a priced offer made before any work or delivery: the buyer accepts it, usually with a purchase order, and the accepted terms become the contract. Recurring cleaning priced per month, extras optional.
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Example: a filled quotation
- The title says what the document is: a quotation.
- A reference from your own series.
- Your business name and address, and tax number if registered.
- Who it is for.
- Each line: description, quantity, rate and amount.
- Tax by rate.
- The total in the document's currency and format.
Worked example: the numbers behind the quotation above
| Item | Qty | Rate | Amount | Tax |
|---|---|---|---|---|
| Office cleaning, 5 evenings a week: desks, floors, kitchen and washrooms (per month) | 1 | $1,520.00 | $1,520.00 | $0.00 |
| Consumables: bin liners, hand soap, paper towels (per month) | 1 | $85.00 | $85.00 | $0.00 |
| Optional: carpet deep clean, quarterly | 1 | $360.00 | $360.00 | $0.00 |
| Subtotal | $1,965.00 | $0.00 | ||
| Total | $1,965.00 | |||
No tax is charged on these lines, so the total equals the value of the supply.
How to fill in the cleaning quote
- Describe the premises: size, rooms, floor types and access.
- Price the regular clean per visit or per month.
- Add one-off and optional services on separate lines.
- Set the start date, notice period and validity, then save.
Spell out the scope
- Areas included: offices, kitchen, washrooms, stairs
- Tasks per visit and per week, such as vacuuming daily and mopping twice weekly
- Frequency and times of visits
- Who supplies consumables such as bin liners and soap
- Keys, access and alarm arrangements
- Optional extras: windows, carpets, deep clean
Working out a monthly price
Estimate how long a visit takes, multiply by your hourly rate, then add consumables and travel. An office cleaned in two hours by one cleaner at 35 an hour is 70 a visit before supplies; five visits a week comes to about 1,517 a month (70 x 5 x 52 / 12).
What to put on a quotation, field by field
| Field | What to enter |
|---|---|
| Document title | Say exactly what it is: "Quotation". The title tells the buyer and the tax authority how to treat it. |
| Number and date | A reference number of your own series and the date. Quotes and proformas do not use the tax invoice series. |
| Your business | Name, address, and tax ID if your state or client needs it |
| Customer | Name, address, and tax ID if your state or client needs it |
| Lines | Description, quantity, unit and rate. Each line carries its own tax rate. |
| Tax | Sales tax where you must collect it, at the rate for the delivery address. |
| Totals | Taxable value, tax by component and the total, in the document currency. Amounts in words are customary in India. |
| Terms | Validity period, delivery time, payment terms and what is excluded. |
United States rules for a quotation
- A quote accepted in writing is a contract. State the validity period, what is included, and whether sales tax is extra.
Mistakes to avoid
- No validity date, so an old price can be accepted months later.
- Leaving tax out of the total without saying so.
- Vague scope: list what is included and what is not.
- Not converting the accepted quote into the invoice with the same lines.
Quotation vs other sales documents
| Document | When | Asks for payment | Tax document | In the books |
|---|---|---|---|---|
| Quotation / estimate | Before the order | No | No | No |
| Proforma invoice | After the order, before supply | Advance only | No | No |
| Invoice / tax invoice | On supply | Yes | Yes | Yes: sale and receivable |
| Receipt | When paid | No, confirms payment | No (receipt voucher for advances in India) | Yes: payment |
| Credit note | After an invoice, to reduce it | No, reduces what is owed | Yes | Yes: reverses part of the sale |
Questions people ask
Should I visit before quoting?
For offices and deep cleans, yes. A walkthrough shows the floor types, condition and access issues that change the time needed.
Per visit or per month?
A monthly price for a set schedule is simpler for business clients and smooths your income. Quote per visit for home clients who may skip weeks.
What notice period should a cleaning contract have?
Thirty days is common for commercial contracts, so neither side is left without cover or income at short notice.