Cleaning contract renewals signed before they expire
Agreements nearing expiry on the Expiring Soon filter, the new monthly rates set out, and the renewal signed as a new agreement.
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QuoteCloud helps cleaning contractors renew on time. Give each agreement its expiry date and the Expiring Soon filter lists those nearing it; send the renewal with the new monthly charges and any scope changes from the year's audits, one by one or by bulk send. Nothing renews by itself: the renewal is a new signed agreement.
Last reviewed by the QuoteCloud team
A fictional cleaning contractor's documents list on the Expiring Soon filter: four cleaning agreements expiring in the next 90 days, from a clinic agreement 13 days from expiry to a school agreement 72 days away.
Ninety days from a renewal that's signed on time
Pellucid's own routine for Fenwick Logistics' agreement, which expires on 30 November. QuoteCloud gives each stage a feature; the routine is the team's, and nothing here runs by itself.
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90 days
It shows on Expiring Soon
Wren checks the Expiring Soon filter at the start of each month and books a rate review for each agreement on it.
Expiry dates · Expiring Soon -
75 days
Review the year
Theo reads the year's audit reports and the extra work Fenwick signed, and decides what to change in the scope.
Audit reports in QuoteCloud -
60 days
Send the new rates
The renewal goes out with the new monthly charges, the 60 days' notice the current terms ask for.
Renewal from a template -
30 days
Follow up what's unopened
Tracking shows whether Dev has opened it and for how long. Theo calls about anything unread.
Document tracking -
Expiry
Signed, starting 1 December
Dev signs the renewal as a new agreement with its own expiry date, ready for next time.
eSignatures
QuoteCloud doesn't send reminders or renew agreements by itself, and it doesn't raise rates automatically. The dates, the review and the follow-up calls are your team's.
The renewal: new monthly rates, the same scope, signed as a new agreement
Fenwick Logistics' agreement expires on 30 November. Theo duplicated it into Pellucid's renewal template: a short letter, the monthly charges from 1 December as repeating charges over a new 24-month term, and the two changes this year's audits suggest.
Dev reads it, sees $6,560 a month ex tax for the next 24 months, and signs. The signed renewal gets its own expiry date, so it shows on Expiring Soon in two years' time. Pellucid invoices the monthly charges from its accounting system, as before.
- Monthly charges shown over the new term
- Valid until a date before the old one expires
- Signed online, with a certificate of authenticity
- A new expiry date for the next renewal
Expiry dates and Expiring Soon: Essentials and up
Renewal quotes
Renewal & rate review
Your cleaning agreement from 1 December 2026
Your agreement expires on 30 November. Here are the new monthly rates from 1 December, the same scope, and two changes we suggest from this year's audits.
Monthly charges from 1 December 2026
| Service | Frequency | Per month |
|---|---|---|
| Office and amenities cleaning | 5 nights a week | $4,380.00 |
| Warehouse amenities and lunchroom | Daily | $1,940.00 |
| Bin bay wash-down | Fortnightly | $240.00 |
- Monthly
- $6,560.00
- Term
- 24 months · $157,440
- D
- J
- F
- M
- A
- M
- J
- J
- A
- S
- O
- N
Accept and sign
Dev Raman · Site manager
Signed online · Thu 29 Oct 2026
Certificate of authenticity and audit trail attached
Rate reviews for every client, sent in one go
Smaller agreements usually renew on the same scope with a new rate. Build one rate review letter as a template, with each client's name, sites and new monthly charge in data items, and bulk send it to every agreement on the Expiring Soon list as personalised copies.
Each client gets their own copy to read and sign. Wren sees who has opened theirs and who has accepted, and Theo calls the ones still unopened. Larger multi-site clients get their own renewal, like Fenwick's.
- One template, personalised copies
- Status per client: sent, opened, accepted
- Each copy signed as its own agreement
- Volume-based costs for bulk send
Bulk send: Essentials and up (volume-based costs)
Bulk send- Dev Raman, Fenwick Logisticsdev.raman@example.com AcceptedSigned Thu 29 Oct
- Ashby Family Practicepractice.manager@example.com OpenedOpened twice
- Marrow & Teal Architectsoffice@marrowteal.example.com OpenedOpened Tue 27 Oct
- Corran Grammar, admin blockbursar@corran.example.com SentSent Mon 26 Oct
- Sent
- 4
- Opened
- 3
- Accepted
- 1
What changes at renewal time
The renewal and rate-review jobs your contracts team does every month, before and after QuoteCloud.
Get this year's rate reviews signed before the term ends
Free for 14 days, no credit card required. Send us your current renewal letter and we'll convert it into a template during the trial.
Renewals
Nothing renews by itself, so nothing slips by itself
Each renewal is a new agreement the client signs. QuoteCloud shows you what's expiring, tracks the renewal you send and keeps the signed copy; the decision and the follow-up stay with your team.
Questions about renewals and rate reviews
Does QuoteCloud renew cleaning agreements automatically?
No. Each agreement has an expiry date, and the Expiring Soon filter lists those nearing it so you can send a renewal in time. The renewal is a new agreement the client signs, with its own term and expiry date. QuoteCloud doesn't send reminders or roll agreements over.
Can we send annual rate reviews to many clients at once?
Yes, with bulk send on Essentials and up (volume-based costs): one template sent as personalised copies, with each client's status shown as sent, opened or accepted. Larger multi-site clients usually get their own renewal with their sites and rates.
Does QuoteCloud raise our rates by an index each year?
No. You decide the new rates, for example from your labour costs, and put them in the renewal. If your pricing sheet is a Spreadsheet block in the agreement, update the rates there and the connected monthly lines follow before you send it.
Does QuoteCloud bill the new monthly charges?
No. The renewal shows the monthly charges over the new term, and the client signs them. You invoice from your accounting system. QuoteCloud can take one payment on signing through Stripe or PayPal, never instalments or recurring billing.
How do we know whether the client has read the renewal?
Document tracking shows when the renewal is opened and how long it was read, and the document's status changes as the client views and signs it. Your team decides when to follow up.
More for cleaning contractors
Every page of the cleaning and facility services microsite.
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Multi-site cleaning service agreementsEvery site's monthly charge, periodicals and terms in one agreement, signed by facilities and finance.Explore
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New sites & scope changes mid-contractAdd a site, change a frequency or drop a zone with a signed change document, not an email thread.Explore
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Monthly quality audit reportsEach site's monthly audit as a branded report: zone scores against target, trend, findings and photos.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.
- Cleaning price calculators in the proposalArea × frequency ÷ production rate in a Spreadsheet block whose cells set each site's monthly line.
- Cleaning tender responses & specificationsAnswer a cleaning specification zone by zone, with locked company content and an approval before it goes.
- 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.
- 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.
- FAQAnswers to the questions commercial cleaning and facility services contractors ask most.
Renew before the term ends
Free for 14 days. No credit card required.