How to Price Commercial Cleaning Jobs (Without Underbidding or Burning Out Crews)

Knowing how to price commercial cleaning jobs isn’t just about math—it’s about judgment.

Price too low, and you stay busy while your bank account stays stressed.

Price too high, and you lose contracts before you ever get a chance to prove your value.

The goal isn’t to be the cheapest cleaning company in town.

It’s to be profitable, consistent, and scalable.

This guide walks through exactly how experienced operators price commercial cleaning jobs—including the hidden variables most bids miss, the pricing models that actually hold up over time, and the mistakes that quietly destroy margins.

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Why Pricing Commercial Cleaning Jobs Correctly Matters More Than You Think

Most cleaning businesses don’t fail because they can’t get work.

They fail because they win the wrong work at the wrong price.

When pricing is off, you’ll feel it fast:

• Cleaning crews rushing jobs just to stay on schedule
• Owners covering payroll while “busy”
• Contracts that look fine on paper but bleed profit every month
• Healthy commercial cleaning businesses typically run from 10-28% net margins.  

Pricing correctly allows you to:

• Pay cleaning crews competitively (and keep them)
• Absorb cost increases without panic
• Say no to bad-fit contracts
• Grow without constant cash-flow pressure

Pricing is strategy—not admin work.

The Real Factors That Affect Commercial Cleaning Pricing

Pricing commercial cleaning jobs is about more than square footage, let’s talk about it.

1. Facility Type (This Matters More Than Size)

Two buildings with the same square footage can have wildly different costs.

• Medical offices require stricter protocols
• Gyms and restrooms increase labor time
• Retail spaces create more debris and touchpoints
• Schools and daycares often require background checks and specific schedules

Pro Tip! If the space creates behavioral mess, not just surface dirt, price the job higher.

2. Frequency and Timing

• Daily service lowers per-visit cost but raises monthly labor exposure
• Night, weekend, or locked-access facilities should never be priced at standard rates
• One-time deep cleans are priced differently than recurring maintenance jobs

Pricing trap: Weekly service that slowly turns into “daily expectations.”

3. Scope Creep Risk

Basic janitorial and “light detailing” are not the same thing.

Always clarify:

• Are baseboards included?
• Are interior windows expected?
• Is restocking consumables included?

If it’s vague, you’re assuming the risk—not the client.

4. Labor Is the Price Driver

Labor is typically 50–80% of total job cost.

Include:

• Wages
• Payroll taxes
• Workers’ comp
• PTO / benefits
• Lead vs tech labor differences
• If labor isn’t dialed in, nothing else matters.

5. Overhead and Profit (Don’t Treat These as “Optional”)

Overhead isn’t just rent and insurance—it’s:

• Scheduling time
• Client communication
• Requotes and walkthroughs
• Equipment replacement

Remember, profit is not what’s left over. It’s built in.

Proven Pricing Models (And Where They Break)

1. Per-Square-Foot Pricing

• Typical range: $0.05 – $0.25 per sq ft

Best for:
Standard offices, predictable layouts, consistent frequency

Breaks when:
Furniture density is high or expectations are vague

2. Hourly Pricing

• Typical range: $25 – $90/hour.

Best for:
Deep cleans, post-construction, unpredictable scope

Breaks when:
Clients equate speed with value

3. Flat-Rate Pricing (Most Scalable)

Best for:
Recurring commercial contracts

Why experienced operators prefer it:
Predictable revenue, easier billing, cleaner upsells

• Risk:
  You absorb inefficiencies—so your estimates must be accurate

4. Hybrid Pricing (Advanced)

Base flat rate + hourly or per-task add-ons

Best for:

• Multi-service facilities

Long-term contracts with evolving needs

How to Calculate a Profitable Commercial Cleaning Quote

Step 1: Estimate Labor Time

Industry average:

• 1,000–3,500 sq ft per labor hour (office environments)

Always factor:

• Setup / breakdown
• Travel
• Locked access delays

Step 2: Calculate Fully Loaded Labor Cost

Example:

• 4 labor hours × $20 loaded rate = $80

Step 3: Add Supplies

• Typically 5–10% of labor cost

Step 4: Apply Overhead

• Add 20–50% to to cover non-job and fixed costs

Step 5: Add Profit Margin

Target 20–30%, depending on:

• Risk
• Frequency
• Client reliability

If your math doesn’t support that margin, don’t take the contract.

Step 6: Sanity-Check Against Reality

• Can my crew do this without rushing?
• Would I still take this job at a 10% cost increase?
• Would I re-quote this client again?
• If the answer is no, adjust.

Pro Tip! Track real job data using job costing tools like Service Autopilot so your estimates get sharper over time—not looser.

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When a Commercial Cleaning Contract Isn't Worth the Price

Sometimes the smartest business decision is recognizing when a contract isn't profitable — no matter what you charge. Experience teaches you which warning signs to watch for before you commit.

Here's when to think twice about taking a contract:

Access challenges eat into efficiency

• Buildings with complex security protocols or limited access windows add hidden time costs.
• Split shifts where crews must return multiple times per day reduce productivity and increase fuel costs.
• Locked areas requiring escorts or special clearances turn simple jobs into complicated logistics.

Vague or expanding client expectations

• Clients who can't clearly define their needs upfront often add tasks without adjusting the contract.
• Scope creep happens gradually — "while you're here" requests become expectations that erode your margin.
• Lack of clear communication or constantly changing priorities signal future frustration and unprofitability.

Contracts that force rushed or inefficient work

• Unrealistic time windows that require cutting corners compromise your quality standards.
• Excessive administrative burden (multiple reports, frequent meetings, complex billing) takes time away from revenue-generating work.
• High client turnover in a building means constant re-training and relationship building.

Chronic payment issues

• Clients with slow payment histories tie up your cash flow and require constant follow-up.
• Constant disputes over invoices or requests for discounts signal a client who doesn't value your service.

If a contract shows multiple red flags, trust your experience. It's better to pass on problem contracts and focus your crews on profitable, sustainable work. Not every opportunity is a good opportunity.

How Job Costing Software Improves Your Pricing Over Time

Even experienced owners can't manually track every variable across dozens of jobs. Job costing software turns your completed contracts into a learning system that makes your estimates more accurate with every job.

Here's how tracking real job data improves how you price commercial cleaning jobs:

Refine estimates based on actual performance

• Compare estimated labor hours to actual time spent on each job.
• Identify which facility types or service levels consistently take longer than expected.
• Adjust future quotes based on real data instead of assumptions.

Spot unprofitable contracts before they hurt you

• See which clients or job types consistently run over budget.
• Track hidden costs like excessive travel time, difficult access, or frequent scope changes.
• Make informed decisions about renegotiating rates or ending unprofitable relationships.

Build a feedback loop for continuous improvement

• Learn which variables matter most in your market (square footage, frequency, facility type).
• Understand seasonal patterns and how they affect labor efficiency.
• Train your estimators using real performance data from similar jobs.

When you track time, costs, and profitability by job, you stop guessing and start knowing. Your pricing becomes smarter with every contract you complete.

Common Commercial Cleaning Pricing Mistakes (That Kill Margins Quietly)

• Underbidding to win work → attracts the wrong clients
• Forgetting admin & management time
• Never raising prices on legacy contracts
• Not pricing by client difficulty (access, communication, payment habits)
• Guessing instead of measuring

Busy ≠ profitable.

How to Present Your Commercial Cleaning Quote So It Closes

Pricing confidence matters.

What Winning Proposals Include

• Clear scope and exclusions
• Defined frequency and timing
• Professional formatting
• Proof of reliability (insurance, training, reviews)

Offer Options

• Basic / Standard / Premium tiers
• Add-on services priced separately

Let clients choose value—not just cost.

Common Questions About Pricing Commercial Cleaning Jobs

Let’s look at a few common frequently asked questions.

When should I reprice an existing commercial client?

Review pricing annually at minimum, but don't wait for the calendar if your costs have changed significantly. Labor rate increases, rising supply costs, or added insurance expenses justify repricing conversations. If a client's needs have expanded beyond the original scope — more frequent cleaning, additional areas, or specialty services — that's also the right time to adjust. The key is communicating changes professionally with advance notice, not surprising clients with sudden increases.

Why do similar buildings price so differently?

Square footage alone doesn't tell the full story. Two 10,000 sq ft office buildings can have vastly different pricing based on furniture density, traffic patterns, floor types, and access restrictions. A building with open-plan desks cleans faster than one with private offices and conference rooms. High-traffic lobbies with tile need more attention than low-traffic carpeted spaces. Security requirements, cleaning windows, and client expectations all affect the real cost of service — which is why site visits matter more than formulas.

Is losing a bid sometimes a good sign?

Absolutely. If you lose a bid because you were significantly higher than competitors, it often means you either priced correctly and they underpriced, or the client was shopping purely on price. Price-focused clients typically create headaches — late payments, constant negotiations, and unrealistic expectations. Losing those bids protects your margins and frees your crews for clients who value quality and reliability. If you're winning every bid, you're probably priced too low.

How do I know if I'm pricing too low?

Watch for these signs: you're winning most bids but struggling with cash flow, clients never question your quotes, you're constantly busy but profit margins are shrinking, or you can't afford to give crews raises. If multiple clients accept quotes immediately without negotiation, you're likely leaving money on the table. Track your actual costs on completed jobs — if you're consistently underestimating labor or supplies, your pricing needs adjustment.

Should I match a competitor's lower price to keep a client?

Only if you can do so profitably and the client relationship is worth protecting. Before matching, understand what the competitor is actually offering — they may be cutting scope, using lower-quality products, or underpricing unsustainably. If your price reflects your true costs and fair profit, communicate your value clearly rather than racing to the bottom. Clients who leave purely for a lower price often return when the cheaper service disappoints. Focus on clients who value what you deliver, not just what you charge.

Price Commercial Cleaning Jobs With Confidence

If you want to scale your cleaning business, pricing has to work even when costs rise, cleaning crews change, and demand fluctuates.

The businesses that last aren’t guessing—they’re pricing intentionally.

Remember:

• Choose the right pricing model for the job
• Calculate labor, overhead, and profit every time
• Avoid contracts that look good but perform poorly
• Present pricing professionally and confidently

Ready to take the guesswork out of pricing?

Book a demo of Service Autopilot to see how automation, scheduling, and job costing help commercial cleaning businesses protect margins and scale with confidence.

Related: Common Cleaning Pricing Mistakes

Originally published Jan 27, 2025 7:00 AM