Cleaning and facility services FAQ
Straight answers about pricing, agreements, audits, AI, renewals and plans for cleaning contractors.
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Cleaning contractors use QuoteCloud for walk-through proposals, pricing sheets inside the agreement, multi-site agreements with monthly charges shown (not billed), monthly audit reports, extra-work quotes and renewals. eSignatures are on every plan; price tables, the Spreadsheet block and MCP on Essentials; approvals on Business.
Last reviewed by the QuoteCloud team
Pricing, proposals and agreements
Can QuoteCloud work out a cleaning price from square metres?
Yes, with your own formulas. Your pricing spreadsheet becomes a Spreadsheet block in the proposal: area by zone, visits a week and your production rates give hours, and your labour rate, consumables and margin give the price. Connect a cell to a price line's description and unit price. Essentials and up.
Can we import our existing Excel pricing workbook?
Yes. The Spreadsheet block is a full spreadsheet with formulas and tabs, and it imports .xlsx files. Check the imported block against a few recent sites, then connect the monthly price cell to the site's line in the price table.
Can one agreement cover several sites?
Yes. Put every site's monthly charge, scope and periodicals in one agreement, with options the client can tick, such as a day porter. Several people can sign, for example the facilities manager and the finance director, each with their own signature and a certificate of authenticity.
Does QuoteCloud bill our monthly cleaning charges?
No. The agreement shows each site's monthly charge as a repeating price item over the term, so the client signs exactly what they'll be invoiced. You invoice from your accounting system. QuoteCloud can take one payment on signing through Stripe or PayPal, never instalments or recurring billing.
Can we charge for mobilisation or an initial deep clean?
Yes. Add the once-off items as their own price table, with subtotal and tax, beside the monthly charges. You can take a payment on signing as a percentage or fixed amount through Stripe or PayPal, or invoice it yourself.
Go deeper by topic
Each answer here has a page that shows it working in a cleaning contractor's documents.
Pricing sheets
Area, visits and production rates in a Spreadsheet block that sets each site's monthly line.
Price calculatorsMulti-site agreements
Every site's monthly charge, periodicals and terms in one agreement, signed by facilities and finance.
Multi-site agreementsAudit reports
Each site's monthly scores against your target, findings and trend, as a report the client reads.
Audit reportsAI: audit to quote
An assistant connected through QuoteCloud's MCP service drafts the report and the extra-work quote for review.
AI: audit to quoteChanges mid-contract
A new site, a changed frequency or a day porter, as a signed change with the new monthly charge.
New sites and changesRenewals
Agreements nearing expiry on the Expiring Soon filter, renewed as new signed agreements.
Renewals and rate reviews
Audits, reports and AI
How does the AI assistant turn audit scores into a report and a quote?
With QuoteCloud's MCP service (Essentials and up), an AI assistant your business connects to your audit app and to QuoteCloud can be set up to read the month's scores, create the audit report from your template and add extra-work lines from your price book. Both are drafts for a person to review.
Can the AI send documents to our clients by itself?
No. Documents created by the assistant are drafts. A person reviews them, approval rules still apply on the Business plan, and nothing is sent without a person. The assistant reads only what your business allows it to.
Does QuoteCloud run our quality audits?
No. Your audit or inspection app runs the audits and holds the scores. QuoteCloud is where the monthly report is laid out from your template, sent, tracked and kept, alongside the extra-work quotes that follow from it.
Can a manager approve big extra-work quotes first?
Yes, on the Business plan. Set an approval rule on total value or on discount percentage, and a quote that crosses it goes to the approvers before it can be sent. It shows as In Review until it's approved.
What QuoteCloud doesn't do, and what to use instead
Better to know before you switch. These jobs stay in the systems built for them; QuoteCloud connects where it can.
Rostering and timesheets
Use your workforce software. A signed agreement or a status change can start a zap there through Zapier.
Running audits
Use your audit or inspection app. QuoteCloud presents the scores in the monthly report you send.
Monthly invoicing
Use your accounting system. The agreement shows the monthly charges; Xero and QuickBooks connect natively on Business.
Automatic renewals
Nothing renews by itself. Expiry dates and the Expiring Soon filter show your team what to renew.
Try QuoteCloud with your own pricing sheet
Free for 14 days, no credit card required. Send us your current proposal and we'll convert one template during the trial.
Renewals, plans and getting started
How do we keep track of renewals?
Give each agreement its expiry date. The Expiring Soon filter lists the agreements nearing expiry, so you can send the renewal and new rates in time, one by one or with bulk send (Essentials and up, volume-based costs). Nothing renews by itself: the renewal is a new signed agreement.
Which QuoteCloud plan do cleaning contractors need?
Essentials ($39 per user a month) covers price tables, the Spreadsheet block, the product catalogue, payments, the API, Zapier and the MCP service. Business ($59) adds approval workflow, content locking, the AI Co-Worker and native CRM and accounting integrations. eSignatures are on every plan.
Is there a free trial, and do you help us set up?
Yes. There's a free 14-day trial with no credit card. During a trial of Essentials, Business or Enterprise, QuoteCloud converts one of your templates for free, and paid plans include a 45-minute training session. Onboarding and professional services are available if you want more help.
Does QuoteCloud connect to our CRM and accounting software?
Yes. HubSpot and Zoho CRM connect through Zapier and Pipedrive connects through Zapier or Make. Xero and QuickBooks Online are native on the Business plan, otherwise through Zapier. Slack and Microsoft Teams alert you to document updates, comments and actions.
More for cleaning contractors
Every page of the cleaning and facility services microsite.
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Cleaning price calculators in the proposalArea × frequency ÷ production rate in a Spreadsheet block whose cells set each site's monthly line.Explore
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From audit scores to report and quote with AIAn AI assistant connected through QuoteCloud's MCP service drafts the report and the extra-work quote for review.Explore
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Contract renewals & annual rate reviewsFind agreements on Expiring Soon, send the new rates, and get the renewal signed before the term ends.Explore
- Scope proposals from the site walk-throughZones, floor types, frequencies and marked-up photos from the walk-through, turned into a proposal the same week.
- Multi-site cleaning service agreementsEvery site's monthly charge, periodicals and terms in one agreement, signed by facilities and finance.
- Cleaning tender responses & specificationsAnswer a cleaning specification zone by zone, with locked company content and an approval before it goes.
- Monthly quality audit reportsEach site's monthly audit as a branded report: zone scores against target, trend, findings and photos.
- Extra work & periodical cleaning quotesCarpet extraction, strip and seal, high dusting and windows quoted from your price book and signed fast.
- New sites & scope changes mid-contractAdd a site, change a frequency or drop a zone with a signed change document, not an email thread.
- CRM, accounting & workflow integrationsHubSpot, Pipedrive, Xero, QuickBooks, Zapier and your audit app, connected the way each one really connects.
- Cleaning templatesReal QuoteCloud cleaning quote, proposal and service agreement templates to start from.
- QuoteCloud implementation for cleaning contractorsYour pricing sheet rebuilt as a block, your price book loaded, templates converted and the team trained.
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