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Want to know how to quote your house cleaning services the right way? Learn everything you need to know about creating professional and accurate cleaning estimates and discover a better alternative to traditional templates for cleaning companies.
Running a house cleaning business takes more than just knowing how to mop floors or scrub a kitchen until it shines. It also means setting clear expectations with your clients from the very beginning, which starts with a professional and easy-to-understand estimate.
Without one, things can get messy fast. Miscommunication about services, pricing, or scheduling can lead to unhappy clients or house-cleaning projects that don't go as planned.
That’s where a house cleaning estimate template becomes useful. It gives you a simple way to outline your services, rates, and any extras, like deep cleaning or specialized equipment, so both you and your client are on the same page.
In this guide, we’ll walk you through why you should use house cleaning estimates, what to include in them, and how to create one that looks simple and professional. We’ll also share a few tips to avoid common pitfalls and explore how estimate software can save time and help your business grow.
An estimate template is a pre-formatted document that house cleaning businesses use to provide potential clients with a clear breakdown of service costs.
It includes itemized pricing for tasks such as general cleaning, deep cleaning, window washing, carpet shampooing, and optional add-ons. These templates help cleaning professionals stay organized, maintain consistent pricing, and reduce the chance of overlooking important details.
Estimate templates are important for house cleaning services because they give clients a transparent view of what they’re paying for, helping build trust and professionalism with customers.
Additionally, these templates enable cleaning businesses to respond quickly to inquiries, create competitive bids, and avoid financial mistakes by accurately reflecting time and resource requirements for each job.
A well-prepared house cleaning estimate tells clients exactly what they’re paying for. It describes which rooms or areas will be cleaned, the level of service (standard, deep clean, move-out, etc.), how long the job is expected to take, and if there are any special equipment or supplies are included.
For your clients, an estimate removes the uncertainty that can come with hiring a new cleaner. Instead of worrying about surprise fees or unclear service details, they get a clear picture of what they’re getting and how much your services will cost them.
That peace of mind can be a major factor in choosing you over a competitor who only offers a quick verbal quote instead of a written one.
From your side, estimates help protect your time and effort. Setting the scope of work in writing reduces the risk of scope creep or misunderstandings. So, if a client later asks for extras, you’ll have a written baseline to refer back to when renegotiating terms or pricing.
Using the appropriate estimate helps you stay transparent and avoid any misunderstandings that can lead to awkward conversations later on.
Here are the most common types of estimates used in the cleaning industry:
These are best for standard, recurring cleanings in homes you’re already familiar with. A basic estimate gives the client a general overview of the services included, like vacuuming, mopping, dusting, and wiping down surfaces, and offers a flat fee based on your usual rates. It’s quick, simple, and works well for regular customers.
A more detailed estimate is a smart move for one-time or deep-cleaning jobs. This format describes your services by room (kitchen, bathrooms, bedrooms, etc.) and may include extras like baseboard cleaning, appliance detailing, or window washing.
This type of estimate offers a set price for a clearly defined scope of work. It’s perfect for packages like “Move-In/Move-Out Cleaning” or “Spring Deep Clean.” Clients like the predictability of fixed pricing, and it helps avoid back-and-forth negotiations. Just be sure to assess the space carefully so you don’t underprice the job.
When you’re dealing with unknowns, like a cluttered space, post-renovation dust, or a first-time client, hourly estimates offer the flexibility you need. You provide your hourly rate and give a general time estimate based on the condition and size of the space.
This method is often used for larger homes or commercial properties where pricing by square footage simplifies the quoting process. It works well for consistent service types across a large space, but be sure to adjust for factors like the number of bathrooms, flooring types, and high-traffic areas that may take more time.
A strong house cleaning estimate template gives your clients all the details they need to feel confident about booking your services. It also helps you stay organized, avoid misunderstandings, and present yourself as a true professional.
Here’s what every house cleaning estimate template should include:
Start with your business name, logo, address, phone number, email, and any relevant license or insurance info. Thismakes your estimate look official and builds trust from the very beginning.
List the customer’s full name, service address, phone number, and email. Double-check that the contact details are correct, especially if you’ll need to coordinate entry or scheduling.
Assign a unique estimate number so you can track it easily. Also, include the date the estimate was created. It helps bothyou and the client keep timelines straight and know how long the quote is valid.
Briefly describe what type of cleaning is being quoted. Is it a recurring service, deep clean, move-in/move-out, post-construction, or one-time clean? Mention any specific requests or notes the client shared during your walkthrough or consultation.
Include the services you’ll be providing by room or category. For example:
If the client requests any extra services, be sure to list them separately.
Mention whether you’ll be bringing your own cleaning products and tools or if the client is expected to provide anything. You can also specify eco-friendly or specialty products if they come at a higher cost.
Note whether pricing is flat-rate, hourly, or based on square footage. Include the estimated number of hours, the number of cleaners, and the rate per hour, if applicable.
Include any add-ons or extra charges, like travel fees, late cancellation charges, or deep cleaning fees. Make sure to also label everything clearly so there are no surprises later.
Give an estimate of how long the cleaning will take and your earliest available start date. For recurring services, include the proposed schedule (e.g., weekly, biweekly, monthly).
List accepted payment methods (cash, card, bank transfer, etc.), when payment is due, and whether deposits are required for larger jobs. If you charge cancellation or late payment fees, mention them here.
Include any relevant policies, such as what happens if the client isn’t home, how to handle locked areas, satisfaction guarantees, exclusions (e.g., mold removal, pest cleanup), and liability coverage.
Add a “valid until” date, which is usually 15 to 30 days, so your pricing reflects current availability and costs.
Leave space for both you and the client to sign and date the estimate.
Estimate templates are a practical and efficient tool for any house cleaning company because they save time, reduce errors, and can be fully customized to match specific business needs.
The easiest way to create a professional estimate for a project is by using a pre-made estimate template. Ready-to-use templates help professionals include all necessary project details without the hassle of building an estimate from scratch every time.
All they need to do is download an estimate template for cleaning services, fill it out, customize it with company branding, and send it to the client.
A solid house cleaning estimate template saves time, improves clarity, and makes your proposals look more professional. Here's how to create one that works.
1. Find a Reliable Estimate Template – Look for an estimate template that suits your needs. You can find free house cleaning estimate templates in Word, Google Docs, Excel, or Google Sheets.
2. Select the Right Template – Choose a house cleaning estimate template that allows you to include all necessary details, such as labor, materials, and project timelines.
3. Fill in Basic Information – Enter essential details like your company name, logo, contact information, and project description.
4. Customize and Brand Your Estimate – Adjust the template's color scheme, fonts, and layout to match your company's branding. Add your website URL, business license number, and any other relevant details.
5. Fine-Tune the Cost Breakdown – Make sure the itemized list includes all necessary categories, such as labor costs, material costs, subcontractor fees, and permit costs.
6. Review the Format and Layout – Before sending the painting estimate to your client, double-check for accuracy by:
These platforms offer customizable house cleaning estimate templates that professionals can quickly adjust to meet the needs of different projects.
With estimating software, all a house cleaning contractor needs to do is enter business details, adjust the layout, and input the required cost breakdown.
Once the estimate template is set up, it can be saved for future use, allowing estimates to be generated in just a few clicks.
Using estimate templates or our Estimate Maker speeds up the process and assures that every house cleaning estimate is professional, accurate, and easy to understand.
It's always a good idea to customize your house cleaning estimate template to make sure it's accurate, professional, and tailored to the specific client.
Here’s how to do it:
Before you send an estimate to your client, make sure you’ve either visited the Home or received enough details to understand the space. A 2-bedroom apartment with no pets is very different from a 4-bedroom house with three dogs. Use that information to adjust what’s included and how much time the job might take.
Not every client wants the same level of cleaning. Some might want a quick tidy-up, while others need a deep clean or move-out service. Use your template to check off (or remove) the services that apply to their request. Make it easy for them to see exactly what’s included.
Add a few personal notes, like “Client prefers eco-friendly products” or “Focus on removing pet hair from the sofa.” These details show the client you were paying attention to and help you or your team remember their preferences.
Depending on the job, you might charge a flat fee, an hourly rate, or a price based on square footage. Make sure the pricing section of your template reflects the right format and explains how the total was calculated.
If the client asked about extras, list them as optional line items with separate prices.
Customize your template with your logo, brand colors, and contact information. A clean, professional design helps you stand out and adds credibility.
Always keep a version of the customized estimate for your records. It’ll help you stay consistent if the client accepts the job later or if you need to follow up.
Knowing when to send a cleaning estimate is just as important as what goes into it. Good timing helps you look professional, win client trust, and close the job with fewer back-and-forth messages. Here’s a quick guide to help you time your house cleaning estimates just right.
Don’t rush to send an estimate the moment someone reaches out. First, make sure you understand the size of the space, the number of rooms, the condition of the Home, and the type of cleaning they want you to do. A quick call, questionnaire, or in-person walk-through can help you gather these details and avoid underpricing or overpromising.
Before quoting anything, take a few minutes to clarify what the client is expecting. Is it a light surface clean, a deep clean, or a one-time post-renovation job? Do they have pets or allergies that require special products? A brief conversation can make a big difference in how tailored and accurate your estimate feels.
For deep cleans, move-outs, or homes you’ve never cleaned before, it’s often best to inspect the space first. Photos or a video call might work, too. It'll help you spot potential challenges that might not be mentioned in the initial request.
Send your estimate before locking in a cleaning date. This way, the client will be able to first review pricing, ask questions, or request changes. Once they approve it, you can schedule the job confidently, knowing both sides are on the same page.
Make sure your estimate covers all costs: labor, any extra services requested, travel fees (if applicable), and whether you’re supplying cleaning products or equipment. It’s better to give a full picture upfront than surprise your client later with add-ons.
Sometimes clients are simply shopping around and want to compare quotes. If they’ve asked, try to send your estimate quickly, ideally within 24 hours.
If someone’s hosting guests or moving out tomorrow, you need to act fast. Send your estimate right after gathering all the basic information from them. Being fast, clear, and reliable in these situations can help you win clients who need help now and may turn into long-term customers later, too!
Even with the best intentions, cleaning businesses can run into trouble if their estimate templates leave out important details or create confusion.
Here are some of the most common mistakes to avoid when putting together your house cleaning estimate template:
Generic phrases like “cleaning services” or “standard cleaning” don’t tell the client much. Be specific about what’s included. Will you be vacuuming carpets, mopping floors, wiping down kitchen counters, and so on? Remember, the more clarity you provide, the less likely the client will be surprised or disappointed.
Not listing extras like oven cleaning, fridge interiors, or window washing is a missed opportunity. These can increase your revenue and give clients a chance to customize their service. Include them as optional line items with clear pricing.
Some clients expect you to bring your own supplies, while others prefer specific brands or provide their own. If you don’t clarify who’s providing what, it can cause confusion. Always state whether you’ll bring your own materials and what they include.
Clients want to know how you arrived at the total cost. Is it based on time, square footage, or a flat rate per visit? If you don’t explain your pricing, it may look like you’re just throwing out numbers and hoping they'll agree to it. Break it down clearly so clients feel confident in your estimate.
One of the biggest oversights is failing to mention when and how payment is due. Do you require full payment after the job, a deposit upfront, or accept digital payments? Make sure it’s all written in your cleaning estimate.
Cleaning schedules and prices can change. If your estimate doesn’t include a “valid until” date, a client might come backa month later expecting the same price and availability. A 15–30 day window is usually fair and protects your time.
A signed estimate confirms that the client agrees to the pricing and scope of work. Without it, you have no written confirmation to fall back on if issues arise. Make sure your template includes space for both you and the client to sign.
While estimate templates are very helpful, Estimate Maker offers a more efficient and accurate way to create estimates for house cleaning projects. Instead of manually entering details into a template, it automates the process, saving time and reducing errors.
1. Faster and More Efficient – Pre-built templates require manual entry, while an estimate maker allows you to generate estimates with just a few clicks.
2. Automated Calculations – Reduces human error by automatically applying tax rates, labor costs, and material pricing.
3. Customization Without Hassle – Easily adjust branding, payment terms, and cost breakdowns without needing to modify a static template.
4. Better Organization – Stores past estimates in one place, making it easy to track and update them when needed.
5. Quicker Conversions to Invoices – Convert approved estimates into invoices instantly, reducing the time between estimation and payment.
6. Professional Appearance – Generates polished, client-ready estimates that look more professional than a basic house cleaning estimate template.
7. Time-Saving Templates – Save custom estimate formats and reuse them without starting from scratch each time.
Clear and accurate house cleaning estimates help set expectations, prevent disputes, and keep projects on track.
For a faster, more automated approach, Estimate Maker offers built-in calculations, easy adjustments, professional estimate templates, and much more! Plus, you can try it free for 14 days.
