For commercial cleaning businesses
An office cleaning contract lives or dies on the scope of works.
Winning a commercial cleaning contract usually means a site walkthrough with the office or facilities manager, a count of rooms, washrooms and square footage, and a bid that goes into a procurement folder alongside several others. The client compares monthly prices. Three months in, the complaint is that the kitchen fridge isn't cleaned or the windows aren't done — tasks nobody listed either way.
ApeiroCraft sends the bid as a link with a scope of works by area, task and frequency, plus site hours, supplies and notice terms. You see when it's opened and re-opened — useful when a facilities manager is passing it up the chain — the client signs in the browser, and the first month is invoiced from the accepted proposal.
Where cleaning contracts go sour.
The task that was never listed
Inside microwaves, high dusting, glass partitions, the meeting-room chairs. If the scope doesn't say daily, weekly, monthly or not included, the client assumes 'included' and your crew is wrong either way.
Bids that disappear upwards
The facilities manager liked the walkthrough, then forwarded your proposal to finance and a director. You can't tell if it reached them or is waiting in someone's inbox.
Changing sites, same price
The client takes another floor, extends opening hours or adds a weekend event. Without a rule for variations in the contract, you clean more for the same monthly fee.
Walkthrough to first invoice, on one record.
Scope of works by area and frequency
Write offices, washrooms, kitchens and common areas as sections, each with tasks marked daily, weekly or monthly — a checklist both sides can audit against.
Know when it's being reviewed
Every open and re-open is recorded on the proposal link. Several opens in a day after a quiet week usually means it's in front of the people who approve spend.
Signed in the browser
The client signs online. The signature records name, email, IP address and a UTC timestamp and can't be changed, so the scope is fixed on record.
Monthly invoices from the contract
Convert the accepted proposal into the first invoice in one click and send with your payment link. Raise each following month against the same client record.
What a commercial cleaning proposal has to include.
The lowest monthly price wins a lot of bids. A precise scope is what keeps the contract after the first complaint.
Task-by-frequency schedule
If it's left vague
'Daily office clean' is read as everything, every day.
With ApeiroCraft
List tasks per area with a frequency for each, and a short not-included list.
Site hours and access
If it's left vague
Your crew arrives to a locked building or a meeting in progress.
With ApeiroCraft
State cleaning hours, key or fob arrangements, alarm responsibilities and who to call on site.
Supplies and consumables
If it's left vague
Nobody knows who buys hand soap, bin liners and paper towels.
With ApeiroCraft
Say whether consumables are included in the price, supplied by the client, or recharged.
Periodic and one-off work
If it's left vague
Carpet cleaning or a deep clean is expected inside the monthly fee.
With ApeiroCraft
Price periodic tasks separately and say how one-off requests are quoted and approved.
Term, review and notice
If it's left vague
A contract runs on with no review, or ends with a week's notice after you've hired staff.
With ApeiroCraft
State the term, a price review point, and the notice period either side must give.
- Monthly invoices in the currency you set, with an editable tax-rate field.
- Pipeline view for walkthroughs, bids out and contracts up for renewal.
- Team notes per site for contacts, opening times and special instructions (keep alarm and door codes in a password manager, not in notes).
Common questions.
How are commercial cleaning contracts usually priced?
Most are a fixed monthly fee built from estimated hours per visit and visit frequency, sometimes expressed per square foot or square metre. Periodic work like carpet or window cleaning is often priced per job, and one-off deep cleans as a fixed quote. ApeiroCraft holds whichever structure you use; it doesn't suggest rates.
What does a bid for a small office look like here?
An introduction to the site; a scope of works with the open-plan office, two washrooms, a kitchen and reception, each with daily, weekly and monthly tasks; evening cleaning on weekdays; consumables included; quarterly carpet cleaning priced separately; a 12-month term with a review at six months and 30 days' notice. You see the facilities manager open it, then three more opens on the day of their budget meeting, and invoice the first month once it's signed.
When is ApeiroCraft not the right fit for a cleaning business?
It has no staff rostering, shift scheduling, GPS clock-in, site inspection app or automated recurring billing. If you run large crews across many sites, you'll need field-service or cleaning-specific software. ApeiroCraft fits smaller operators who need bids that win and a clean record of what was agreed.
Can I attach our insurance or method statements?
Yes. Add certificates and method statements to the proposal as file or link attachments, which the client can open from the proposal link, and summarise the key points — insurance cover, COSHH or safety approach, staff vetting — as sections in the proposal itself.
Do domestic cleaners use it too?
Some do for one-off deep cleans or end-of-tenancy work. For recurring weekly domestic cleaning, where the main need is a calendar and automatic billing, a booking tool is usually a better fit.
Win the bid on the scope, not just the price.
Write your scope of works once and adapt it to every site you walk.
Start freeStill deciding? Talk to the founder
Keep reading
Free template
Freelance proposal template
Any field: the client's goal, scope and exclusions, a timeline and two options to choose from.
Solution
Proposal tracking, explained
Timestamped opens on the proposal itself — not an email pixel, not a guess.
Guide
Client management software, explained
CRM, projects, and money in one place: what to look for and what to skip at freelancer scale.