Cleaning scope proposals from the site walk-through
Capture zones, floor types, frequencies and photos on the walk-through, and send a proposal the client recognises as their own building.
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QuoteCloud turns a cleaning site walk-through into a scope proposal. Zones, floor types, areas and frequencies go into a scope table, photos are marked up in the image editor, the walk-through can be captured in a Forms block, and the price comes from your pricing sheet. The client comments, then signs online.
Last reviewed by the QuoteCloud team
An engineered drawing of Halden House, Level 3, a 40 by 28 metre floor, for a fictional contractor, Pellucid Facility Services, beside the estimator's tablet. On the tablet, a Forms block in the proposal template holds the walk-through answers: cleaning after 6 pm, access through the loading dock with swipe cards, consumables supplied by the contractor. As the zone rows fill in (open office 3,100 m², meeting rooms 520 m², kitchens 360 m², washrooms 280 m², reception and lift lobbies 340 m², stairs and corridors 200 m²), each zone on the floor plate is outlined, ending with six zones and 4,800 m² added to the scope table.
The walk-through proposal, part by part
What Lucia, the estimator, sends Halden Property Group the week after walking the building: written from the visit, priced from the scope, signed online.
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Rep edits
Written about their building
The cover and opening name the walk-through on 6 and 7 October, so Clare reads about her own floors, not a brochure.
Pellucid Facility ServicesMulti-site cleaning service agreement PF-3107 Sample · fictional businessMulti-site cleaning service agreement
Cleaning services for Halden Property Group
We walked all three sites with you on 6 and 7 October. This agreement sets out what we clean in each zone and how often, the monthly charge for each site worked out in the pricing sheet below, the periodical work through the year and how we report quality to you each month.
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Filled on site
The walk-through, captured in the template
A Forms block holds the questions you ask on every walk-through. Lucia filled it on the tablet as she went: hours, access, consumables, chemical restrictions and waste.
Forms block: Essentials and up
Walk-through questions Forms block · filled on the tablet, Halden House, 6 Oct
- Cleaning hours
- After 6 pm (chosen)Before 7 amDay porter
- Access
- Loading dock; swipe cards from the security desk at induction
- Consumables
- We supply (chosen)Client supplies
- Chemical restrictions
- Fragrance-free products on Level 2 (allergy)
- Waste and recycling
- GeneralGeneral + recycling (chosen)Three streams
- Floors measured
- 6 zones · 4,800 m²
Forms block · answered on the walk-through · The questions are Pellucid's own; the answers stay in the proposal for the client to check.
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Every zone and how often
Zones, floor types, areas and frequencies as a table. The same rows feed the pricing sheet, so the scope and the price never disagree.
What we clean, and how often From the walk-through · Halden House
Zone Floor Area How often Open office Carpet 3,100 m² 5 nights a week Meeting rooms Carpet 520 m² 5 nights a week Kitchens & breakouts Vinyl 360 m² 5 nights a week Washrooms Tile 280 m² 5 nights a week Reception & lift lobbies Stone 340 m² 5 nights a week Stairs & corridors Vinyl 200 m² Twice a week Total 4,800 m² Frequencies are the scope we agreed on the walk-through. Areas are measured from the floor plans you sent, checked on site.
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Client chooses
The monthly charge for each site
Each site as a repeating price item over the term, shown ex tax, with options the client can tick, such as a day porter.
Monthly service charges
Monthly charges are shown ex tax. They are invoiced by Pellucid each month; QuoteCloud shows them in the agreement.
Item Term Monthly price Contract cleaning, by site Halden House · nightly cleaning, 4,800 m², 5 nights a weekSix levels: offices, meeting rooms, kitchens, washrooms, lobbies24 months $18,545/mo Northgate Medical Suites · clinical cleaning, 1,150 m², 6 days a weekConsult rooms, waiting room, patient washrooms, staff kitchen24 months $6,420/mo Lakeview Business Park, Building C · 2,600 m², 5 nights a weekOffices, meeting rooms, warehouse amenities, bin bay24 months $7,180/mo Options Tick to add Day porter, Halden House4 hours a day, Monday to Friday: washroom checks, spills, meeting-room resets24 months $3,120/mo Washroom consumables supply, all sitesPaper, soap and sanitary units at the agreed usage24 months $640/mo - Monthly total ex tax
- $32,145
- Over 24 months
- $771,480
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Signed
Signed by facilities and finance
Both signers sign online from their own devices, and the signed proposal carries a certificate of authenticity.
Accept and sign
2 of 2 signed
- Clare WhitcombeFacilities manager SignedMon 19 Oct 2026
- Owen AchterbergFinance director SignedTue 20 Oct 2026
Agreement summary
- Monthly (ex tax)
- $32,145
- Term
- 24 months
- Starts
- 1 Nov 2026
- Expires
- 31 Oct 2028
Certificate of authenticity and audit trail attached
Photos from the visit, marked up and talked about
Add the photos you took on the walk-through and mark them up in the image editor with numbered notes: the stained traffic lane, the glass partitions, the service lift where the night route starts.
Clare comments on the proposal where she has a question, such as whether the Level 3 kitchen can be done before 7 am, and Theo answers in the thread before she signs.
- Numbered notes on the photo
- Client comments, answered in the document
- Tracking shows when it's opened and read
Image editor: Starter and up
Customer commentsWalk-through photo · Halden House, Level 3
- Carpet traffic lane: extraction quarterly
- Glass partitions: internal glass every two months
- Service lift: route starts here
Notes from the walk-through
- Night access from 6 pm through the loading dock; the security desk issues swipe cards at induction.
- Northgate's consult rooms are cleaned to our clinical checklist, with colour-coded equipment.
- Lakeview's bin bay is washed down monthly; more often is quoted as extra work.
Clare WhitcombeCan the Level 3 kitchen be done before 7 am? Our early starters use it.
Theo VanceYes: we'll start the Level 3 route in the kitchen, finished by 6.30 am.
What to capture on a cleaning walk-through
The questions to build into your Forms block, so every estimator asks them on every site.
Hours and access
When the building is empty, which door the crew uses, and whether anyone works late.
Security and keys
Swipe cards, alarm codes and sign-in, and who issues them at induction.
Floors by zone
Carpet, vinyl, tile or stone in each zone, with the areas from the plans, checked on site.
Products and restrictions
Fragrance-free floors, clinical areas and anything the client won't allow.
Waste and recycling
How many streams, where the bins go, and how often the bin bay needs washing.
Risks and extras
Stained carpet, heavy traffic, high-level dust: note it now and quote it as extra work.
Take your next walk-through on a QuoteCloud template
Free for 14 days, no credit card required. Send us your walk-through checklist and current proposal, and we'll convert one template for you during the trial.
From the scope table to the price, in the same document
The zone rows from the walk-through are the rows of your pricing sheet. Areas by floor type, visits a week and your production rates give the hours; your labour rate, consumables and margin give the monthly price.
The sheet is a Spreadsheet block in the proposal, so the price is worked out where the scope is written, by your own formulas.
- Scope rows and sheet rows match
- Your production rates, labelled as yours
- The monthly price sets the site's line
Spreadsheet block: Essentials and up
Cleaning price calculatorsWhat we clean, and how often From the walk-through · Halden House
| Zone | Floor | Area | How often |
|---|---|---|---|
| Open office | Carpet | 3,100 m² | 5 nights a week |
| Meeting rooms | Carpet | 520 m² | 5 nights a week |
| Kitchens & breakouts | Vinyl | 360 m² | 5 nights a week |
| Washrooms | Tile | 280 m² | 5 nights a week |
| Reception & lift lobbies | Stone | 340 m² | 5 nights a week |
| Stairs & corridors | Vinyl | 200 m² | Twice a week |
| Total | 4,800 m² |
Frequencies are the scope we agreed on the walk-through. Areas are measured from the floor plans you sent, checked on site.
How we priced Halden House
=ROUND((F12+F13)*(1+F14),0)| Row | A | B | C | D | E | F |
|---|---|---|---|---|---|---|
| 1 | Zone | Floor | Area m² | Visits a week | m² an hour | Hours a week |
| 2 | Open office | Carpet | 3,100 | 5 | 380 | 40.79 |
| 3 | Meeting rooms | Carpet | 520 | 5 | 300 | 8.67 |
| 4 | Kitchens & breakouts | Vinyl | 360 | 5 | 160 | 11.25 |
| 5 | Washrooms | Tile | 280 | 5 | 70 | 20.00 |
| 6 | Reception & lift lobbies | Stone | 340 | 5 | 200 | 8.50 |
| 7 | Stairs & corridors | Vinyl | 200 | 2 | 220 | 1.82 |
| 8 | Total | 4,800 | 91.03 | |||
| 9 | ||||||
| 10 | Nights a week | 5 | ||||
| 11 | Monthly hours | × 52 ÷ 12 | 394.5 | |||
| 12 | Labour | $38.50/h | $15,188.25 | |||
| 13 | Consumables | $0.11/m² | $528.00 | |||
| 14 | Margin | 18% | ||||
| 15 | Monthly price | → unit price | $18,545 | |||
| 16 | Line description | Halden House · nightly cleaning, 4,800 m², 5 nights a week | ||||
| 17 | Monthly total, all sites | Price table$32,145 | 24 months | $771,480 | ||
| Row | A | B | C |
|---|---|---|---|
| 1 | Rate | Value | Note |
| 2 | Labour rate, with on-costs | $38.50 | Pellucid's own rate |
| 3 | Consumables a m² a month | $0.11 | Chemicals, liners, pads |
| 4 | Margin | 18% | Before tax |
| 5 | |||
| 6 | Production rate, m² an hour | ||
| 7 | Open office · carpet | 380 | Your team's measured rates |
| 8 | Meeting rooms · carpet | 300 | |
| 9 | Kitchens & breakouts · vinyl | 160 | |
| 10 | Washrooms · tile | 70 | |
| 11 | Reception & lift lobbies · stone | 200 | |
| 12 | Stairs & corridors · vinyl | 220 |
Typed inYour assumption Connected to a price lineFrom the price table
From the walk-through to a signed proposal
How a cleaning estimator works with a QuoteCloud proposal template.
Open the template
Create the proposal from your walk-through template before you arrive on site.
Walk and answer
Fill the Forms block on a tablet, zone by zone, and take photos as you go.
Write the scope
Enter zones, floors, areas and frequencies in the scope table.
Price it
Your pricing sheet sets each site's monthly line.
Send and sign
Mark up photos, send, answer comments, and both signers sign online.
Walk-through proposals: questions
Can we capture the walk-through inside the proposal?
Yes. Add a Forms block to your proposal template with the questions you ask on site, such as access hours, security, consumables and waste. Fill it on a tablet during the walk-through. Forms blocks are on Essentials and up; they are forms inside a document, not website forms.
Can we mark up photos from the site visit?
Yes. Add photos to the proposal and mark them up in the image editor with numbered notes, for example a stained traffic lane or the service lift where the route starts. The image editor is on Starter and up.
Does QuoteCloud measure floor areas?
No. Your estimator measures areas from the plans and checks them on site. QuoteCloud holds the figures in the scope table and the pricing sheet, where your formulas turn them into hours and a monthly price.
Can the client ask questions before signing?
Yes. The client can comment on any part of the proposal and your team answers in the thread. Document tracking shows when it's opened and for how long.
Can we reuse our method statements and safety content?
Yes. Save them as blocks in a content library and add them to any proposal. Content libraries are on Essentials and up; locking a block so it can't be edited is on Business.
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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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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Cleaning tender responses & specificationsAnswer a cleaning specification zone by zone, with locked company content and an approval before it goes.Explore
- 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.
- 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.
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