MaidBossPro Blog — Offices, Rentals & Move-Outs

Quoting Office, Move-Out and Turnover Cleaning With Online Approval

A homeowner will often book a clean after a quick phone call. A business almost never will. The office manager needs something to show the owner, the property manager needs a price to put in front of the landlord, and the builder needs a number for the job budget. A clear written quote that the client can approve with one click is how commercial work starts.

Why Business Clients Want It in Writing

Reports, covered in Reports by Account: Knowing Which Commercial Cleaning Clients Pay Off, often point to accounts that need new pricing. A good quote is how you start that conversation, and how you win new accounts in the first place.

Businesses want to know exactly what they are paying for before they agree. A written quote also protects you: if there is ever a question about what was included, the approved estimate answers it.

Build Quotes From Your Service List

In MaidBossPro, estimates are built from your own service list. For commercial work, that list might include:

• Office cleaning, priced by square feet, with weekly and every-two-weeks options.
• Move-in / move-out cleaning, priced by bedrooms and bathrooms.
• Post-construction cleaning, priced by square feet.
• Deep clean and first-time deep clean for new accounts.
• Add-ons like inside oven, inside fridge, inside cabinets, interior windows, baseboards, blinds and walls & doors.
• Anything else you offer, like a rush fee or a heavy-condition charge.

Pricing can tie to bedrooms, bathrooms or square feet, so when you enter the size of the unit or office on the estimate, the price fills in. Extras appear as their own lines, so the client can see each one.

Cleaning Details on the Estimate Carry to the Job

The cleaning details you enter on the estimate, like the cleaning type, bedrooms, bathrooms, square feet, pets, extras and entry notes, carry onto the job when the estimate is approved. That means the move-out you quoted with inside oven and inside cabinets shows up on the team's phone with exactly those extras. Nobody re-enters anything between the quote and the clean.

Walk the Space Before You Quote

For a new office or a builder's first home, a walkthrough is worth the trip. Measure or confirm the square feet, count the restrooms, open a few cabinets and look at the condition of the floors. Ask what the last cleaning company did and did not do, and what the client wishes they had done better. Those answers go straight into the estimate as lines and notes.

For move-outs and turnovers, a walkthrough is not always practical. Ask the property manager for the bedrooms, bathrooms, square feet and a few photos, and include a clear line about how you handle units in heavy condition.

Online Approval

Once the estimate is ready, send it to the client. They open it, review the lines, and approve it online. There is no printing, signing, scanning or emailing back. The approved estimate becomes the scheduled job, ready to put on the dispatch board or, for recurring office visits, to set up as a fixed slot with Add Recurring Cleaning so every visit for the coming months lands on the schedule.

For property managers who send many units, this is a big time saver. Send the estimate for the next unit, the manager approves it from their phone, and the job is on your schedule.

Estimate Templates for Repeat Work

Commercial work repeats. Property managers have the same kinds of units, builders build similar homes, and small offices often look alike. Save your common quotes as estimate templates: “2 bed / 1 bath move-out with oven and fridge,” “Small office weekly, up to 2,000 sq ft,” “New build three-phase clean.” The next quote starts from the template, and you only change what is different.

Follow-Up on Quotes

Businesses take time to decide. The office manager has to check with the owner, the property manager is waiting on the landlord, or the builder is busy with ten other things. Estimate follow-up emails send a reminder on estimates that have not been approved, so a good quote does not get forgotten in someone's inbox.

For a bigger account, a friendly text can help too. Two-way texting from the office lets you check in directly: “Hi, just checking you received our quote for the three clinics. Happy to answer any questions.” More on that in Two-Way Texting With Office Managers and Property Managers.

Write the Terms Into the Quote

The quote is the right place to put your terms in plain words: how often you visit, what is included, what is not, how you bill (per visit or monthly), when payment is due, and what happens with skipped visits or rush requests. A business that approves a quote with clear terms has agreed to them, which makes the rest of the relationship easier.

New requests from a website request form or sign-up form land in Form Responses, so the office can turn them into quotes or clients quickly.

To see how online quoting fits with offices, rentals and move-outs, visit the MaidBossPro commercial cleaning software page.