Commercial Cleaning Quote: How to Reply with Per-Visit, Monthly and Multi-Site Pricing

BOTrento Team11 November 20268 min read

To answer a commercial cleaning inquiry well, send one reply that shows the same scope priced three ways: per visit, as a monthly contract, and, where it applies, as a multi-site package with clear volume terms. The buyer can then compare options without writing back to ask "and what if we sign all five offices?"

Cleaning buyers nearly always ask about monthly rates and multi-site discounts in the first email, often before you know the site. This article gives you a structure, a table, an email template and a follow-up routine you can use today.

What the buyer is really asking

A facilities manager or office manager who writes "Can you send a monthly price for cleaning our offices?" is usually comparing several suppliers. They want three things from your first reply:

A number they can budget. Monthly, excluding VAT, with the visit frequency stated.
A clear scope. What is included in each visit and what is extra (windows, deep cleans, consumables).
A way to scale. What happens to the price if they add a second floor or another location.

If you send only a monthly figure, they will ask about the other two. That is two or three more email rounds, and the slowest supplier tends to lose the comparison. If your first price is per square metre only, see our piece on replying to "what's your price per sqm?", which covers scoping that question.

Quote per visit, monthly and multi-site in one reply

Price the same scope in a small table. Keep the unit visible, because per-unit pricing is what buyers copy into their comparison sheet.

Option	Unit	What it includes	Best for
Per visit	€[X] per visit, excl. VAT	Scope list for one visit, no commitment	Trial period, irregular needs
Monthly contract	€[X] per month, excl. VAT	Agreed visits per week, consumables as stated, notice period	Stable offices
Multi-site	€[X] per site per month, excl. VAT	Same scope at each site, one invoice, one contact	Several locations

Three habits keep this clear:

State the frequency next to every price. "€[X] per month for three visits a week" is a quote. "€[X] per month" is a guess.
Show how the monthly rate is built. Visits per month multiplied by the visit rate, adjusted for the commitment. Buyers trust prices they can reconstruct.
Name what is excluded. Windows, carpet extraction, waste removal and out-of-hours access are the usual surprises.

Set multi-site and volume terms before you are asked

Decide the rule once

A volume discount works when it is a rule, not a negotiation. Decide it internally before replying, for example: a lower per-site rate once the buyer has a set number of sites on the same scope and the same invoicing. Write the rule in your price list so everyone on the team quotes it the same way.

Say what the discount depends on

Tie it to something you control: sites within one region, one billing contact, a minimum contract term. Avoid vague wording like "we can discuss a discount", which invites a counter-offer on your lowest number.

Offer a starting point, not a full roll-out

For a buyer with many locations, propose pricing all sites on the same scope but starting with one or two. You get a quicker yes, and they see your quality before the full commitment. The same principle of pricing options in one reply works for services sold on retainer; the accounting quote with retainer, project and ad-hoc options is a good parallel.

Questions to ask before you send the number

You do not need a site visit to send a first reply, but you do need a few facts. Ask them in the same email as your indicative price, so the buyer is not waiting for you:

How many sites, and where?
Approximate floor area and type of space (open office, kitchens, washrooms, warehouse)?
How many visits per week, and during or outside working hours?
Who supplies consumables, such as paper and soap?
When should the contract start, and is there a current supplier to replace?

State your assumptions in the quote: "Based on the details so far, the price assumes X. If the area or frequency differs, we will confirm after a short walkthrough." That protects your margin without delaying the reply.

Email template you can copy

Subject: Cleaning quote for [Company] – per visit, monthly and multi-site options
Hello [Name],
Thank you for your enquiry. Based on what you have told us, here are three ways to buy the same scope: [scope in one line].
1. Per visit: €[X] excl. VAT per visit, no commitment.
2. Monthly contract: €[X] excl. VAT per month for [number] visits per week, with a [notice period] notice period.
3. Multi-site: €[X] excl. VAT per site per month when [condition, e.g. all sites share the same scope and one invoice].
Not included: [windows, deep cleans, waste removal]. We can add them as separate items.
To confirm the price, could you tell us [floor area], [visit times] and [who supplies consumables]? If it helps, we can arrange a short walkthrough this week.
I will follow up on [day] if I have not heard from you.
Kind regards,
[Name]

The last line is a promise, so write it in your calendar when you send. Forgotten promises are where most cleaning quotes quietly die.

Follow up on every open quote

Contract cleaning is a considered purchase. Buyers usually need a second person to approve, so silence after your quote is normal, not a no. A simple routine:

Follow up two or three working days after sending, with one useful addition, such as the answer to a question they have not asked yet.
Follow up again about a week later, offering the walkthrough or a trial visit.
Close the loop politely after that, so the quote does not hang open forever.

For the full approach, see how to stop forgetting quote follow-ups and how to reply to sales enquiries faster. If you work in Pipedrive or HubSpot, put the next step and date on every deal. If you work in Gmail or Outlook, a calendar entry per promise is enough.

How BOTrento helps with this

Most cleaning firms do this by hand: an enquiry lands in a shared inbox, someone builds a quote in a spreadsheet, and the follow-up depends on memory. BOTrento Chief of Staff puts a managed process around it.

It watches enquiries and quotes in your mailbox and in the data you upload.
Every working morning it shows a "Today 1+3" overview, so you see which enquiries and follow-ups need attention first.
It prepares draft replies, quotes and follow-ups, in four languages, and catches promises like "I'll come back to you by Friday" so they get a reminder.
Nothing is sent without a person approving it. BOTrento does not send emails on its own, and it does not replace your CRM or accounting.

AI use is included in the plan, within a monthly usage limit. You can see how the process looks in the process demo, and the page for B2B services shows how it fits firms like yours. Mailboxes connect via IMAP, and Gmail or Microsoft 365 work by forwarding or import. CRM or spreadsheet data can come in as CSV or XLSX. BOTrento works from the email text and does not read attachments.

You can try it for 14 days free on your own data, with no card and no API key of your own. The 14 days start at your first successful data upload, and you have 7 days to prepare. A person from our team contacts you within 24 hours on working days to help connect your mailbox.

FAQ

How do I quote a monthly commercial cleaning contract?

State the scope, the number of visits per week, the monthly price excluding VAT and the notice period. Show how the monthly figure relates to the per-visit rate so the buyer can check it.

Should I price office cleaning per visit or per month?

Offer both in the same reply. Per-visit pricing suits trials and irregular needs, while a monthly price suits stable offices and gives you predictable work.

How do I handle a multi-location cleaning estimate?

Price one standard scope per site, then state the multi-site rate and the conditions it depends on, such as one invoice and one contact. Suggest starting with one or two sites if the buyer is unsure.

How should I answer a request for a janitorial volume discount?

Have a written rule before you reply, tied to something concrete like number of sites or contract term. That way you can offer it confidently and avoid negotiating down your lowest price.

Can BOTrento send cleaning quotes for me?

No. It prepares drafts of replies, quotes and follow-ups, and a person on your team approves each one before anything goes out.

Summary

Reply once with the same scope priced per visit, monthly and multi-site, always with the frequency and unit stated and prices excluding VAT.
Decide your volume discount rule in advance and tie it to sites, one invoice or contract term.
Ask five key questions in the same email and state your assumptions, so you do not need a site visit to quote.
Write down every follow-up promise and chase open quotes in two or three steps.
BOTrento drafts and reminds; your team approves everything, and you can test it for 14 days free on your own data.

Try BOTrento free for 14 days

Put your next cleaning enquiry through a managed process: drafts prepared, follow-ups remembered, and you approve every message. Start your 14-day free trial on your own data. Fill in a few details and your access arrives by email right away. We are happy to help you connect your mailbox.

14 days free, no card and no API key of your own. The trial starts only once your data is first loaded. Then from €79 per month excl. VAT, AI included.

Nothing is sent without your approval. You add a card at the end, only if you continue; without payment access is blocked until you pay, we keep your data for 30 days and the export stays available. Pricing · See the process demo