Overview
Office cleaning is bought by the contract, and the contract has KPIs
Office cleaning is the part of the trade that runs on contracts, not on hourly bookings. The customer is a facilities manager, an office manager, or a building services head, and they're hiring against a service-level standard: bins emptied daily, washrooms restocked, floors vacuumed, kitchen wiped, periodic deep cleans on a schedule. The quote is read alongside two or three competitors, and the procurement team is looking for things the cheap bid doesn't include. A flat 'office cleaning, $1,200/month' that doesn't list the visit frequency, the team size, the standard, and the supplies allowance isn't really a quote; it's a number with no audit trail.
QuoteGenio gives office cleaning contractors a quoting shape built for facilities procurement. Daily, weekly, and monthly tasks each listed with frequency, team size and supervisor cover, supplies and consumables (toilet paper, hand towels, soap, bin liners) allowance disclosed, quarterly deep clean dates, the contract term, the response time for ad-hoc requests, and the KPIs that trigger a credit if missed. Send via email or WhatsApp to the facilities contact, take an upfront month or deposit at signing, raise scheduled invoices monthly, and the same record holds the task log, the audit log, and any add-on bookings the office asks for between visits.
Who it is for
Who uses QuoteGenio
Built for every type of commercial office cleaning business, from solo operators to multi-team contractors.
The problem
The quoting headaches every office cleaner knows
Office cleaning contracts live or die on how cleanly you price them. Walking a building, working out frequency, and writing a proposal in Word eats your week.
Contract proposals take hours
Walking the office, measuring zones, then typing it all up in Word the same evening kills your selling time.
Per-visit pricing looks messy
When you can't show the client a clean breakdown of m², frequency, and monthly cost, they assume you're guessing.
Slow proposals lose tenders
Office managers compare three quotes by Friday. If yours is sitting in your laptop, the contract is gone.
The fix
QuoteGenio makes it simple
A clean workflow built around how office cleaners actually price work: by square metre, by visit, by frequency.
The payoff
What you get with QuoteGenio
The everyday wins that add up across a year of quoting and invoicing.
Built for commercial cleaning
Line items for square metres, visits per week, consumables, periodics, and VAT. The structure office contracts actually need.
Quote during the walk-through
Measure zones on your phone, build the quote on the spot, and send it before you leave the lobby.
Proposals in under 5 minutes
A structured workflow that gets you from site walk to sent quote before the office manager finishes their coffee.
Recurring invoices on autopilot
Once the contract is signed, monthly invoices generate from the same line items. No double entry.
Built for your trade
Quoting calibrated to how office cleaning actually work
Pick your trade in Settings and the entire quote flow switches to fit. Line item presets, compliance fields, on-the-quote calculators, and per-m² / after-hours pricing all change to match your industry.
Trade-specific line items
Quick add picker pre-fills the common items your trade quotes. Skip the blank rows.
Brand-specific catalogues
Pylontech, Hikvision, Canadian Solar, Sunsynk and others pre-named. Pick the brand, the description writes itself.
Compliance fields built in
IOPSA, ECASA, PIRB, PSIRA, NHBRC, SAQCC. Set once. Every quote prints them under FROM.
Registration expiry alerts
Dashboard notification 60 days before your PSIRA, CoC or any dated registration lapses.
Per-m² / hour / day billing
Unit selector on every line item: m², hr, linear m, days. Stop doing the maths externally.
After-hours and emergency
1.5× and 2× multipliers as a one-tap toggle. Customer sees the breakdown on the quote.
Quote-flow calculators
Solar size, battery backup, cable run cost. Compute on the spot, drop straight onto the quote.
Staged payments
Deposit on acceptance + balance on completion as two separate amounts on the quote PDF.
Scope-of-work checklist
Structured Included / Not included lists. Client acceptance = signing the scope.
Site-survey mode
Log a location per line item: camera positions, fixtures by room, sensors by zone.
Regional rate hints
Pricing ranges per item per currency shown as you quote.
Free on every plan
All of the above included on the free plan. Premium is for capacity, not the trade tooling.
Why QuoteGenio
Why Office Cleaning choose QuoteGenio
The tools that matter most when you are quoting on-site, under pressure, and between jobs.
Quote from your phone
Most Office Cleaning build and send quotes directly from the job site. No laptop, no office, no delays.
Win more jobs, faster
The first professional quote a client receives usually wins. Respond in minutes, not hours.
Quote to invoice in one click
When the job is accepted, convert to an invoice instantly. No retyping, no double entry.
Pricing guide
Typical Office Cleaning job pricing
A rough guide to what office cleaning contractors charge for common scopes. Pricing varies by region, traffic levels, building access hours, and whether consumables are included. Use these ranges to sanity-check your own rates, not as fixed prices.
| Job | Typical range |
|---|---|
| Small office daily clean (under 200 m²) | R1,240 - R2,479 |
| Mid-size office daily clean (200 - 500 m²) | R2,314 - R5,289 |
| Large office daily clean (500 - 1,500 m²) | R4,628 - R12,891 |
| Twice-weekly contract per m² | R7 - R16 |
| Daily contract per m² | R5 - R11 |
| Periodic deep clean (quarterly) | R5,289 - R23,138 |
| Consumables resupply (paper, soap, bin liners) | R1,405 - R4,628 |
Pricing converted from USD to ZAR at indicative rates. Rates vary significantly by country, region, currency, and market.
Call-out fees
Most office cleaning is priced per square metre per visit, then multiplied by visits per month. Show the client your rate, the area, the frequency, and the monthly total on the quote. Transparent maths wins more contracts than a single mystery monthly figure on its own.
Hourly vs fixed pricing
Use per m² pricing for routine office contracts where scope is known. Use hourly (R413 to R744 per cleaner-hour) for one-off cleans, builders cleans, and ad-hoc events. Keep the two priced separately on the same proposal so the client sees the difference.
See it in action
Example quote breakdown
Here's what a clean monthly office cleaning proposal looks like. Notice how every cost is visible: cleaning by m², restrooms, kitchen, consumables, and the periodic deep clean amortised across the year. Transparent contracts win because they kill the 'what does this actually include' question before it's asked.
Try it yourself
Job size
Region
Sample quote
Mid-size office, 5 visits per week, monthly contract
Cleaning of office floor (380 m² at $ 0.55 per m² per visit)
Restroom servicing (4 restrooms per visit)
Kitchen and break area daily clean
Consumables (paper, soap, bin liners)
Quarterly periodic deep clean (allocated monthly)
| Description | Qty | Rate | Total |
|---|---|---|---|
| Cleaning of office floor (380 m² at $ 0.55 per m² per visit) | 22 | R3,454 | R75,991 |
| Restroom servicing (4 restrooms per visit) | 22 | R744 | R16,362 |
| Kitchen and break area daily clean | 22 | R463 | R10,181 |
| Consumables (paper, soap, bin liners) | 1 | R2,727 | R2,727 |
| Quarterly periodic deep clean (allocated monthly) | 1 | R3,966 | R3,966 |
| Subtotal | R109,227 | ||
| Tax (10%) | R10,923 | ||
| Total incl. tax | R120,150 | ||
Totals recalculate as you change the controls above. Tax rate inferred from the sample quote.
Items often forgotten
Consumables resupply, periodic deep cleans, carpet shampooing, window touch-ups, public holiday cover, and the annual CPI escalation clause. Add them as standard lines on your contract template so you stop absorbing them out of your monthly margin.
Peer snapshot
How Office Cleaning actually use QuoteGenio
Indicative activity for Office Cleaning on the platform. Use it as a benchmark for how often to quote and how fast to respond.
32
Quotes sent per month
52%
Average quote acceptance
4 min
Median time to send quote
R120,150
Typical quote value
Figures are indicative platform averages for this trade segment.
Start quoting Office Cleaning jobs like this, free
Build your first quote in under 2 minutes. No credit card, no setup fee, no contract.
Avoid these
Common quoting mistakes
We talk to a lot of office cleaning contractors. The same pricing and contract mistakes come up again and again. Fixing these will protect your margin and stop you losing contracts to cheaper competitors who look more organised.
Mistake: Quoting one monthly figure with no breakdown
Better: Show m², rate per visit, visits per month, and the total. Office managers need to defend the spend internally and a single number gives them nothing to work with.
Mistake: Forgetting to price consumables
Better: Paper, soap, bin liners, and dispenser refills add up fast. Quote them as a separate monthly line at cost plus 15 to 25 percent margin, or exclude them clearly.
Mistake: No periodic deep clean budget
Better: Carpets, blinds, and kitchen degrease need quarterly attention. Quote them upfront and amortise across the monthly fee, or list them as separate scheduled jobs.
Mistake: Not building in CPI escalation
Better: Wages and consumables go up every year. Add an annual CPI escalation clause to the quote so you don't have to renegotiate from scratch in 12 months.
Mistake: Verbal scope changes
Better: When the client asks for an extra restroom or boardroom turnaround, send a written variation quote first. WhatsApp it from your phone and get it accepted before you add the work.
Mistake: Missing public holiday cover terms
Better: State clearly whether you clean on public holidays and what you charge if you do. Surprise holiday rates kill trust faster than any other line item.
Mistake: No clear contract length or notice period
Better: Specify a 12-month minimum with 30 days notice. Open-ended monthly contracts get cancelled the moment a cheaper competitor walks in the door.
Mistake: No follow-up after sending the quote
Better: Most quotes that don't close, don't close because nobody followed up. Send a polite check-in 48 hours after the quote lands, and a second nudge at day 7. Two of every three accepted quotes get there because someone followed up.
Step by step
How to quote office cleaning contracts
Walk every floor of the office before you price. Measure cleanable floor area in square metres (excluding storerooms and server rooms), count restrooms and kitchens, and log finish types: carpet, vinyl, polished concrete and hard floors all clean at different speeds. Note building access hours because out-of-hours cleaning carries a wage premium, record desk density and foot traffic, and check the service lift, parking and security sign-in process. Ask the facilities manager how often meeting rooms turn over, whether reception is staffed late, and who supplies the consumables today. These on-site observations are what let you price per m² per visit with confidence instead of guessing a monthly figure.
Itemise cleaning by area, frequency and rate rather than a single monthly lump. Show square metres at your per-m² per-visit rate, visits per month, restroom servicing as its own line, kitchen and break area cleaning separately, and consumables (paper, soap, bin liners) at cost plus 15 to 25 percent margin on a clearly labelled monthly line. List the periodic deep clean amortised across the year so carpets, blinds, and kitchen degrease are budgeted upfront. Office managers need to defend the spend internally, and a transparent breakdown of 380 m² at $ 0.55 per m² per visit beats a mystery monthly figure every time a cheaper competitor walks in.
Quote a 12 month minimum with 30 to 60 day notice after the initial term, and build in an annual CPI escalation clause so wages and consumables can rise without a full renegotiation. Set the proposal validity at 30 days because labour rates and consumable prices move each year, and state public holiday cover terms clearly (excluded by default with 1.5x premium cover available by prior arrangement). Handle deposits lightly on monthly contracts: most office cleaners invoice the first month in advance rather than taking a deposit, and send the first invoice on contract signature. Spell out what happens at month one versus month twelve so there are no surprises at renewal.
Send the proposal before you leave the lobby. Office managers typically shortlist three quotes by Friday, and the cleaner whose branded PDF arrives first usually gets the meeting even if the price is not the cheapest. Build the quote on your phone during the walk-through, share the link via WhatsApp or email before you leave the building, and follow up with a short message after two or three days. Any scope variation (extra boardroom turnaround, event clean, additional restroom) goes on a WhatsApp variation quote accepted online before you do the work, then rolls into the following month's invoice automatically.
FAQ
Common questions from office cleaners
Everything you need to know before getting started.
Yes. Each line item has its own description, quantity, and rate. Quote 380 m² at your rate per visit, then multiply by visits per month. Everything stays itemised.
Yes. Once the quote is ready, share it as a link via WhatsApp. The office manager opens a professional branded PDF on their phone instantly.
Yes. Convert the accepted quote into the first invoice in one click, then duplicate it each month. All line items and totals carry over.
Yes. Every quote has a unique public link. The client opens it on their phone or laptop and accepts it online with one click. No signup required.
Duplicate the original quote, edit the line items for the variation, and send it via WhatsApp. Once accepted online, add it to the next monthly invoice.
Yes. The free plan gives you 5 quotes and 2 invoices per month with no credit card required. Upgrade to Premium for unlimited quotes, invoices, statements, and reports.
Separate. When consumables are bundled into the cleaning rate, the client thinks your cleaning is more expensive than the competitor who excludes them. Quote a clear monthly consumables line at cost plus 15 to 25 percent margin and let the client choose to supply their own if they prefer.
Walk the building and measure cleanable floor area (excluding storerooms and server rooms). Multiply by your rate per m² per visit, then by visits per month. For most South African offices, R5 to R16 per m² per visit is a workable range, depending on traffic and finish levels.
Quarterly is standard for carpets, blinds, kitchen degrease, and high-level dusting. Some clients want it twice a year on a tight budget, others monthly in high-traffic environments. Quote the periodic schedule clearly and amortise the cost into the monthly fee so the client sees one stable invoice.
12 months minimum is standard, with a 30 to 60 day notice period after the initial term. Shorter than that and you can't recover the time spent winning the contract or training your team to the building. Build in an annual CPI escalation so you don't have to renegotiate from scratch each year.
Still have questions? We would rather answer them now than after you have signed up.
Pricing benchmark
What do office cleaning charge in 2026?
Hourly rates by region, common job prices, a worked sample quote, and the FAQs customers actually ask. The complete pricing reference for office cleaning.
Typical hourly
$25-$60/hr
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Guides
Guides for Office Cleaning
Practical advice to help you quote better, get paid faster, and grow your business.
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