Ever bought something on sale, only to realize later it wasn’t such a deal because it left out something important?
This happens in commercial cleaning too. A bid that looks like a bargain might be leaving out services you’ll later realize you needed. When reviewing cleaning proposals, it’s critical to go beyond the bottom-line price and understand exactly what’s included.
If any of these six essential cost categories are missing, that “cheap” price could end up being much more expensive in the long run.
1. Pay for Cleaning Staff
Wages for cleaners usually make up around 60% of the total price in any janitorial contract. Two things determine this cost:
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- How many labor hours are needed to get the job done.
- What the cleaners are paid based on your area’s going rates.
Some vendors guess these numbers. Others take time to walk the space, take measurements, and ask detailed questions.
TIP: Local companies often know the local labor market better than big national firms and usually estimate more accurately.
2. Employee-Related Costs
Cleaning proposals should also include payroll taxes, paid leave, insurance, background screenings, uniforms, and any benefits provided to staff. These costs vary by location and vendor.
TIP: Companies that take care of their employees usually enjoy better retention and service quality—and so do their clients.
3. Supplies and Restocking
Ongoing cleaning requires a steady supply of materials like chemicals, towels, and scrubbing tools, along with consumables such as soap, paper products, and sanitizers. Many janitorial companies include these costs in the main quote.
TIP: Regional vendors often have excellent supply chains and can handle inventory for you while passing on savings from bulk pricing.
4. Cleaning Equipment
Whether it’s vacuums, auto scrubbers, or specialty machines, cleaning equipment adds value—and cost. Proposals should factor in the price of equipment and its long-term use (depreciation).
TIP: Well-maintained, modern equipment leads to more efficient cleaning and fewer service delays.
5. Administrative Costs
Every company has overhead, which includes things like insurance, HR, training, billing, and office support. These indirect expenses should be included in every cleaning proposal as a consistent percentage.
TIP: Regional vendors usually run with lower overhead costs than national providers, which can translate into more affordable pricing.
6. Profit Margin
Profit is what allows a cleaning company to grow, invest in quality, and maintain consistency. A realistic margin keeps a vendor motivated and financially stable.
TIP: Companies with strong references and a history of good performance typically balance service quality with fair profits.
Know What You’re Paying For
Before signing a cleaning contract, be sure the proposal includes all of these areas. If something is missing, it could lead to headaches later—and added costs you didn’t expect.
Looking for a reliable cleaning partner? Let’s talk today.
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