QuoteCloud implementation for cleaning contractors
Your pricing workbook rebuilt as a Spreadsheet block, your price book loaded, five templates converted, the audit route set up and the team trained.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
A QuoteCloud implementation for a cleaning contractor covers the pricing workbook as a Spreadsheet block, the extra-work price book in the product catalogue, the walk-through, agreement, report, extra-work and renewal templates, approval rules, the CRM and accounting connections and, if you want it, an AI assistant set up through QuoteCloud's MCP service.
Last reviewed by the QuoteCloud team
A fictional cleaning contractor's pricing workbook imported into a QuoteCloud Spreadsheet block: the Halden House tab with six zones, their floor types, areas, visits a week and production rates, giving 91.03 hours a week and 394.5 hours a month; labour, consumables and an 18% margin give a monthly price of $18,545 in cell F15, connected to the agreement's Halden House line, and the monthly total for all sites, $32,145, brought back into cell B17.
Four weeks from the trial to the first signed agreement
A sample plan for a fictional contractor with four account managers, an estimator and two auditors. Timings are planning, not a promise: yours depend on your workbook, your price book and your team.
-
Phase 1, Week 1
Pricing workbook and templates
- You bring
- The Excel workbook your estimator prices sites with, two recent sites to test it on, and your current proposal and agreement.
- QuoteCloud gives you
- The .xlsx imported into a Spreadsheet block, its monthly price cell connected to the site's line, and one template converted free during the trial.
- Done when
- The block gives the same monthly price as your workbook for both test sites.
Spreadsheet block: Essentials and up
Pricing sheets -
Phase 2, Week 2
Price book and approval rules
- You bring
- Your extra-work and periodical rates as a CSV, with costs, and your approval limits.
- QuoteCloud gives you
- The product catalogue loaded by CSV import, costs and margins kept from the client, and approval rules on total value or discount.
- Done when
- An extra-work quote over your limit waits for the operations director before it can be sent.
Product catalogue: Essentials and up · approvals: Business
-
Phase 3, Week 3
Connections and the audit route
- You bring
- Your CRM, your accounting system and, if you want it, the audit app and AI assistant you use.
- QuoteCloud gives you
- Zapier zaps for signed agreements, native Xero or QuickBooks on Business, and optional consultancy on an AI assistant connected through the MCP service.
- Done when
- A test agreement signed in QuoteCloud marks the deal won in your CRM.
-
Phase 4, Week 4
Training and the first agreement
- You bring
- Your account managers, estimator and auditors, and one real site to propose.
- QuoteCloud gives you
- A 45-minute training session on paid plans, plus onboarding services if you want more help.
- Done when
- The first real proposal goes out, and the first monthly report is sent from its template.
The workbook's formulas, rates and margin stay yours. QuoteCloud runs the sheet you set up; it doesn't roster cleaners, track hours or run audits.
Help from the QuoteCloud team, as much as you want
Most contractors do the rollout themselves with the free conversion and training. Larger teams add services.
Free template conversion
One of your templates converted free during a trial of Essentials, Business or Enterprise.
Training
A 45-minute training session on paid plans, for the people who'll send proposals and reports.
Onboarding services
Hands-on help setting up templates, the catalogue and your team. Onboarding services.
Professional services
Consultancy and integration set-up, including connecting an AI assistant through the MCP service. Professional services.
Your extra-work price book, imported once
Carpet extraction by the square metre, strip and seal, grout, high dusting by the hour, upholstery by the chair: the rates your account managers quote from memory today. Export them from your rate sheet as a CSV, map each column to a Product Library field once, and the import checks for missing prices and duplicate codes before anything is added.
From then on every extra-work or periodical quote takes its lines from one price book, with costs and margins kept from the client. When an assistant drafts a quote through the MCP service, it can be set up to add lines from this same library.
- CSV import with column mapping and validation
- Codes, categories, units, prices and costs
- Costs and margins hidden from the client
Product Library: Essentials and up
Extra work and periodicals| Column in your file | Catalogue field | First row |
|---|---|---|
Code | SKU | XW-CAR-01 |
Service | Product name | Carpet hot-water extraction |
Group | Category | Carpet |
Sell rate | Price | 3.20 |
Our cost | Cost | 1.85 |
7 rows ready to importNo missing prices or duplicate codes
Your rate sheet, mapped once; QuoteCloud doesn't set your rates.
| Item | Price | Unit | Cost | Margin | Status |
|---|---|---|---|---|---|
| Carpet hot-water extractionXW-CAR-01 · Carpet | $3.20 | per m² | $1.85 | 42% | Active |
| Strip & seal vinyl floorXW-VIN-02 · Hard floors | $7.50 | per m² | $4.60 | 39% | Active |
| Vinyl machine scrub & buffXW-VIN-03 · Hard floors | $3.60 | per m² | $2.10 | 42% | Active |
| Washroom tile & grout deep cleanXW-WSH-01 · Washrooms | $9.00 | per m² | $5.40 | 40% | Active |
| Internal glass & partitionsXW-GLS-01 · Glass | $2.40 | per m² | $1.30 | 46% | Active |
| High-level dusting: vents, ledges, lightsXW-HLD-01 · High level | $68.00 | per h | $41.00 | 40% | Active |
| Upholstery clean, meeting chairsXW-UPH-01 · Carpet | $14.00 | per chair | $7.50 | 46% | Draft |
Cost and margin are for your team only: they never appear in the client's quote
Start with one site's agreement
Free for 14 days, no credit card required. Send us your pricing workbook and your current proposal, and we'll convert one template during the trial.
The audit-to-quote route, set up with boundaries
Once your report and quote templates are settled, you can connect an AI assistant to your audit app and, through QuoteCloud's MCP service (Essentials and up), to QuoteCloud. It can be set up to find the client, create the month's report and an extra-work quote from your templates and add lines from your price book.
Decide the boundaries in the set-up: what the assistant may read, that it only creates drafts, that a person reviews and sends, and which approval rules apply. The log here is the result: drafted by the assistant, reviewed by Theo, approved by Mara.
- Optional, and best after week 4
- Drafts for review; nothing sent without a person
- Approvals still apply (Business)
MCP service: Essentials and up
AI: audit to quoteDocument workflow
ApprovedTriggered when Total value greater than $2,000
- Mara QuinlanOperations directorApproved
Must be approved before it is sent
- Draft created by the assistant · Fri 23 Oct, 7.10 am
- Reviewed by Theo Vance · 8.40 am
- Sent for approval · 8.42 am
- Approved by Mara Quinlan · 9.05 am
Approval workflow · Business plan
What stays in your other systems
QuoteCloud is where your proposals, agreements, reports and quotes are written, sent, tracked and signed. A few jobs stay where they are today, and the rollout plan should say so up front.
- Rostering, timesheets and payroll: your workforce software. A signed agreement can start a zap there.
- Audits and inspections: your audit app. QuoteCloud presents the scores in the report.
- Monthly invoicing: your accounting system. The agreement shows the monthly charges; you invoice them.
- Renewals: your team, using the expiry dates and the Expiring Soon filter. Nothing renews by itself.
Questions about rolling out QuoteCloud
Can QuoteCloud rebuild our pricing spreadsheet?
You can import your .xlsx into a Spreadsheet block yourself, with its tabs and formulas, and connect the monthly price cell to the site's line. QuoteCloud's onboarding and professional services can help set up templates and connections, and one template conversion is free during the trial.
Do we need the AI assistant to start?
No. Most contractors start with templates, the pricing sheet and the price book. Connecting an AI assistant through QuoteCloud's MCP service can come later, once your report and quote templates are settled. The QuoteCloud team offers consultancy and integration set-up if you want help.
How long does a rollout take?
It depends on your workbook, your price book and your team. Our sample plan for a contractor with a handful of account managers runs over four weeks, from importing the workbook to the first real agreement, but that's planning, not a promise.
How do we get our extra-work rates into QuoteCloud?
Import them into the product catalogue by CSV (Essentials and up), with categories, units, prices and costs. Account managers then add lines from the catalogue to any quote, and costs and margins stay hidden from the client.
Which plan should we start on?
Essentials covers price tables, the Spreadsheet block, the product catalogue, Zapier, the API and the MCP service. Choose Business if you want approval rules, content locking, version history or native Xero and QuickBooks. There's a free 14-day trial.
More for cleaning contractors
Every page of the cleaning and facility services microsite.
-
Cleaning price calculators in the proposalArea × frequency ÷ production rate in a Spreadsheet block whose cells set each site's monthly line.Explore
-
CRM, accounting & workflow integrationsHubSpot, Pipedrive, Xero, QuickBooks, Zapier and your audit app, connected the way each one really connects.Explore
-
Cleaning templatesReal QuoteCloud cleaning quote, proposal and service agreement templates to start from.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.
- 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.
- 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.
- Contract renewals & annual rate reviewsFind agreements on Expiring Soon, send the new rates, and get the renewal signed before the term ends.
- FAQAnswers to the questions commercial cleaning and facility services contractors ask most.
Start with one site's agreement
Free for 14 days. No credit card required.