Have you ever received multiple cleaning service proposals only to find that the prices vary dramatically? It’s a common scenario that often leaves business managers wondering what’s driving these differences.

Most of the variation comes from how each company calculates the number of labor hours required to clean your facility. However, several other factors also influence pricing. When reviewing bids, make sure they include these six essential components:

Labor Costs

Wages make up the largest portion of a janitorial service’s pricing—typically about 60% of the total cost. Cleaning companies must answer two key questions when preparing their proposals:

1. How many hours will it take to clean the facility?

2. What is the standard hourly wage for cleaners in this area?

Providing vendors with detailed information about your facility helps ensure their estimates are accurate.

Tip: Companies that ask in-depth questions and measure your space are more likely to provide precise quotes. Regional providers often have a stronger understanding of local wages compared to national cleaning companies.

Employee Taxes and Benefits

In addition to wages, cleaning companies must account for additional staff-related costs. These include payroll taxes, employee benefits (such as healthcare and retirement plans), background checks, drug testing, and uniforms. These expenses vary by location and the benefits offered by each company.

Tip: Companies that provide competitive benefits typically experience lower employee turnover, leading to a more reliable cleaning crew.

Cleaning Supplies and Consumables

Cleaning proposals should also factor in the cost of supplies. There are two main categories: (1) cleaning supplies like disinfectants, microfiber cloths, and scrubbing pads, and (2) consumable products such as toilet paper, paper towels, and hand soap. Most bids will include the cost of cleaning supplies in the base price.

Tip: Ask vendors to provide unit pricing for consumables. Many regional companies receive bulk discounts and may also offer inventory management services to ensure you’re always stocked.

Equipment

Janitorial companies must invest in equipment to properly maintain your facility. The type and amount of equipment needed depend on the size and complexity of the job. Vendors should also consider equipment depreciation when determining pricing.

Tip: Look for vendors that use modern, well-maintained equipment. Companies with high-quality tools tend to work more efficiently and deliver better service.

Overhead Expenses

Overhead includes indirect costs such as administrative staff, human resources, liability insurance, and general management. These costs are typically factored into each cleaning bid as a percentage of the total price.

Tip: Regional cleaning companies often have lower overhead costs than large national providers, which may allow them to offer better pricing. 

Profit Margin

A sustainable profit margin ensures that a cleaning company can remain in business while maintaining quality service. Without a reasonable margin, vendors may cut corners or struggle to provide reliable service.

Tip: Be cautious of companies that offer unrealistically low bids. If they haven’t properly accounted for all their costs, they may either provide subpar service or increase your rates later. Look for vendors with a solid reputation and reliable client references.

Final Thoughts

If a cleaning proposal doesn’t include these key components, be sure to ask about them. A bid that seems too low may be missing critical cost factors, which could lead to problems down the road. By understanding what goes into a janitorial service quote, you can make an informed decision and avoid unexpected surprises.