What Is CleanQuote Solutions?

CleanQuote Solutions is a pricing calculator built specifically for commercial cleaning businesses. It helps you work out the true cost of delivering a cleaning contract — including staffing, employer costs, overheads, and your desired profit margin — so you can quote with confidence and protect your business from underpricing.

Whether you are a new cleaning company pricing your first contract or an established business managing multiple sites, CleanQuote gives you a structured, professional way to build accurate quotes.

Contract Details

Start by entering the basic details of the contract you are pricing. This information identifies the quote and sets the foundation for the calculation.

Client Name — The name of the business or organisation you are quoting for (e.g. 'ABC Offices Ltd').

Site Address — The location of the site to be cleaned. Useful when you have multiple quotes to keep track of.

Total Sq Ft (optional) — The total square footage of the site. This is optional but can be helpful for reference.

Visits per Week — How many times per week the site needs to be cleaned (1 to 7).

Number of Contracted Weeks per Year — Most contracts run 52 weeks, but some (like schools) may only operate for 39 weeks. This field adjusts all calculations accordingly — so a 39-week school contract will calculate lower monthly costs than a year-round contract.

Staffing & Labour Costs

This is where you define your staffing structure. CleanQuote splits labour into two role-based panels so you can price each accurately.

Cleaning Operatives

Number of Operatives — How many cleaning staff will be working on this contract per visit.

Hours per Visit — How many hours each operative will work per visit.

Hourly Rate — The hourly rate you pay each operative (e.g. £12.00).

Employer Cost % — The employer's National Insurance and pension contributions as a percentage of the base wage. Default is 13.8%.

Holiday Pay % — The statutory holiday pay allowance as a percentage. Default is 12.07% (based on 5.6 weeks of annual leave).

Sickness Allowance % — A percentage to cover sick pay. Default is 1%.

Supervisors

The supervisor section works exactly the same way but allows you to set different rates and hours for supervisory staff. If your contract does not require a supervisor, simply leave the number of supervisors at 0.

How Labour Costs Are Calculated

For each role, CleanQuote calculates: Base Labour (staff x hours x visits x rate), then adds the Employer Burden (NI/pension), Holiday Pay, and Sickness Allowance on top. This gives you the true cost of employing that person — not just their hourly wage.

Operating Costs

Operating costs cover the non-labour expenses of delivering a cleaning contract. CleanQuote gives you two ways to handle this, depending on your business situation.

Allocate Overhead Across All Contracts

Best for established businesses with multiple contracts. Enter your total monthly labour hours across all contracts, your total materials cost, and equipment depreciation. CleanQuote calculates an operating cost per labour hour and allocates a fair share to this contract based on its labour hours.

Price Per Contract

Ideal for new businesses or standalone contracts. Enter the specific costs for this contract: new equipment (spread over its lifespan), monthly consumables (chemicals, bin bags, etc.), training, transport, and any other costs. These are added directly to the contract price.

Example: Per Contract Mode

If you buy a vacuum cleaner for £360 and expect it to last 36 months, CleanQuote adds £10/month to the contract. Add £30/month for consumables and £15/month for transport, and the total operating cost for this contract is £55/month — clearly itemised and built into your price.

Profit Margin & VAT

Set your desired profit margin as a percentage. CleanQuote uses the correct pricing formula to ensure you actually achieve that margin on the selling price. This section also includes a VAT option for VAT-registered cleaning businesses.

Profit Margin % — Your desired profit margin. Default is 20%. CleanQuote uses the formula: Selling Price = Total Cost ÷ (1 - Margin%). So if your costs are £800 and you want 20% margin, the price is £1,000 — giving you exactly £200 profit (20% of the selling price).

Margin Health Indicator

CleanQuote includes a visual traffic-light system alongside your margin. Green means healthy, amber means caution, and red means your margin may be too low to sustain the contract profitably. This helps you spot risky pricing before you commit to a quote.

Include VAT on Your Quote

If your business is VAT registered, you can switch on the Include VAT toggle at the bottom of this section. VAT at the standard UK rate of 20% is then added to your quoted prices and shown as a separate line item — exactly how a professional invoice or commercial proposal should appear.

When VAT is enabled, your quote summary shows:

• Monthly Contract Price (ex-VAT)

• VAT at 20%

• Monthly Price (inc-VAT) — the total your client pays

• Annual Value (ex-VAT and inc-VAT)

Important: Enabling VAT does not affect your margin or profit calculations — it is purely a display option that makes your quoted prices VAT-inclusive for the client. Your profit and margin figures remain based on the ex-VAT selling price.

UK VAT Registration: Businesses with taxable turnover above £90,000 in any 12-month period are required to register for VAT with HMRC. As your cleaning business grows, you may reach this threshold — CleanQuote makes it straightforward to add VAT to your quotes when that time comes.

Your Quote

Once you click "Calculate Quote", CleanQuote instantly calculates and displays a full breakdown of your contract price.

Monthly Contract Price — The price you should charge per month to cover all costs and achieve your desired margin.

Annual Contract Value — The total value of the contract over 12 months.

Weekly Cost — The contract price broken down to a weekly figure.

Cost per Visit — What each individual cleaning visit costs the client.

Profit Amount — The actual profit you make each month and annually.

Full Cost Breakdown — A detailed breakdown showing operative labour, supervisor labour, employer costs, holiday pay, sickness, operating costs, and total costs — so you can see exactly where every penny goes.

VAT Breakdown (if enabled) — When VAT is switched on, the summary shows three figures: Monthly Price (ex-VAT), VAT at 20%, and Monthly Price (inc-VAT) — the total your client will pay. The same VAT breakdown appears on the annual contract value and in any exported PDF.

Save, Export & Proposals

Save Quotes

Save your quotes securely to your account. Access them from any device, review them later, or use them as the starting point for a proposal. New accounts include a 7-day free trial; CleanQuote Basic gives you unlimited saves.

PDF Export

Generate a professional PDF of your quote with all the cost details. Download it or print it to share with clients or keep for your records. If VAT is enabled on the quote, the PDF automatically includes the full VAT breakdown — ex-VAT price, VAT amount, and total inc-VAT.

Proposal Pack Generator (Pro)

With CleanQuote Pro, you can create full professional proposals from your saved quotes. Add your company logo and branding, write a cover letter, define a detailed service specification, include terms and conditions, and generate a polished proposal document ready to send to clients. Everything is customisable and exports as a PDF.