Cleaning quote calculator spreadsheet

Quoting by gut feel is how cleaning businesses end up busy but unprofitable. A quote calculator spreadsheet gives every job the same math. You enter the home details and your own rates, and the sheet shows the price, your costs and your margin. Here's how one works and how to set it up.

The inputs

• Home size: square footage, bedrooms and bathrooms
• Service type: standard, deep or move-out
• Frequency: one-time, monthly, bi-weekly or weekly
• Add-ons: inside oven, inside fridge, interior windows, laundry and similar extras
• Your costs: hourly labor cost and supply cost per job

The math, step by step

1. Estimate time. Start with a time estimate based on size and rooms. Your own past jobs are the best source.
2. Calculate labor cost. Estimated hours × number of cleaners × hourly labor cost (wages plus payroll costs, or what you value your own time at).
3. Add supplies. A per-job supply cost covers products, cloths and wear on equipment.
4. Build the price. Base price from your rate structure, plus add-ons, minus any frequency discount.
5. Check the margin. Profit = price − labor − supplies. Margin % = profit ÷ price.

The last step is the one most people skip. A quote can look fine until you see it leaves a few dollars after paying for labor.

Worked example (with placeholder numbers)

These numbers are placeholders to show the math, not recommended prices. Say you estimate 3 hours for one cleaner, your labor cost is $L per hour and supplies are $S per job. Your cost is 3 × L + S. If your quote is Q, your profit is Q − (3L + S), and your margin is that profit divided by Q. Plug in your real numbers. If the margin is lower than your target, either the time estimate or the price needs to change.

Frequency discounts

Recurring homes are usually faster to clean, which is why many cleaners discount weekly and bi-weekly service. Put the discount in its own cell so you can see how it affects margin. If a discount pushes margin below your target, shrink it. Don't absorb it.

Add-ons

List add-ons as separate line items with their own price. That keeps the base quote comparable between clients, and the client can see what they're paying for. Common add-ons are inside oven, inside fridge, interior windows, inside cabinets, laundry and wall spot cleaning.

Keeping it accurate

• Record real job times in a job tracker and compare them with your estimates.
• Update your labor cost when wages change.
• Recheck supply cost a few times a year.
• Review your rates when your margin trends down.

Excel or Google Sheets?

Either works. Google Sheets is handy if you quote from your phone or share the sheet with a partner. Excel works offline. A well-built calculator uses ordinary formulas, so it opens in both.

Common mistakes

• Forgetting travel time between jobs.
• Pricing your own labor at zero because "I'm the owner."
• Copying another company's prices without knowing their costs.
• Never checking estimates against real job times.

See also: how to price house cleaning.

The Cleaning Business Starter Kit includes a quote calculator (sq ft, rooms, bathrooms, frequency discount, add-ons, labor and supply cost, giving quote, profit and margin %), a job tracker and an income & expense tracker for Excel and Google Sheets. It calculates from the numbers you enter and does not suggest prices.

Get the Cleaning Business Starter Kit - $29

FAQ

Does a quote calculator tell me what to charge?

No. It does the math on the rates and costs you enter, so you can see the price, profit and margin for each job.

Can I use the calculator in Google Sheets?

Yes. A spreadsheet built with standard formulas works in both Excel and Google Sheets.

Should I include my own time as a cost?

Yes. Even if you clean the homes yourself, give your labor a cost so the margin reflects reality.