Winning a janitorial contract comes down to two things: understanding exactly what the facility needs, and pricing it in a way that's both competitive and profitable. Here's how to approach the process from first walkthrough to signed contract.
Step 1: Do a Thorough Site Walkthrough
Never bid a janitorial contract without walking the site first, even if the client sends you square footage numbers. Numbers on paper don't tell you:
- How many restrooms, and their condition
- Floor types across different areas (carpet, tile, VCT, concrete)
- Traffic level (a 24-hour facility wears differently than a 9-5 office)
- Special areas that need extra attention (break rooms, server rooms, medical areas)
- Current cleanliness level and any deferred maintenance
Take photos and notes as you walk. This isn't just for your pricing — it protects you later if there's ever a dispute about the starting condition of the space.
Step 2: Define Your Scope of Work Clearly
A vague scope of work is one of the most common reasons cleaning companies lose money on a contract. Be explicit about:
- Cleaning frequency (nightly, 3x/week, etc.)
- Exactly which tasks happen at what frequency (daily trash vs. weekly floor care vs. monthly deep clean)
- What's excluded (window washing, carpet shampooing, etc. — if these aren't included, say so)
The more specific your scope, the fewer disputes you'll have six months into the contract when the facility manager expects something you didn't originally quote.
Step 3: Calculate Your Pricing
Janitorial pricing generally comes down to:
- Labor hours needed per cleaning (based on square footage and scope)
- Frequency (multiply by cleanings per month)
- Supply and equipment costs
- Overhead allocation (insurance, vehicle, management time)
- Profit margin
Many companies price per square foot as a starting benchmark, then adjust up or down based on the complexity factors you noted in your walkthrough (restroom count, floor types, traffic level).
Step 4: Build a Professional Proposal
Facility managers and GCs often review multiple bids side by side. A proposal that's disorganized or unclear — even if your pricing is competitive — can lose to a cleaner, more professional-looking bid from a competitor.
A strong proposal should include:
- Clear scope of work broken down by frequency
- Transparent pricing (avoid vague "custom quote" language if you can help it)
- Your company's relevant experience or certifications
- Contract terms (start date, cancellation policy, payment terms)
Step 5: Follow Up
Don't submit a bid and go silent. A short follow-up a few days later, asking if there are any questions about your scope or pricing, keeps you top of mind and shows you're responsive — something facility managers care about a lot, since it's a preview of what working with you will be like.
A Note on Consistency
The janitorial companies that win the most contracts aren't always the cheapest — they're usually the most consistent. A proposal built from a repeatable process, with a clear scope template and defensible pricing logic, wins more often than a bid thrown together last-minute, because it signals to the client that you'll run their account the same way.
Building proposals from a repeatable, professional template — instead of starting from scratch every time — is exactly what Final Bid Pro is built for, with smart pricing calculators and templates designed specifically for janitorial and commercial cleaning bids. Get started with our 7-day free trial.