NimbCrewQuick answer
A strong cleaning estimate should define scope, frequency, exclusions, price, and payment expectations in plain language. The goal is to avoid surprises for both your team and the client.
If you want a simple way to move from estimate to scheduled job and invoice, start free and review pricing.
Estimate checklist (required fields)
Every estimate should include:
- client name and service address
- service type (standard, deep clean, move-out, etc.)
- scope details by room/zone
- frequency (one-time, weekly, biweekly, monthly)
- add-ons and upsells
- total price and what it covers
- exclusions (what is not included)
- estimate validity window (for example 7 days)
If you are building your full process, use this residential cleaning workflow page as a baseline.
Step-by-step estimate process
1) Capture property context first
Collect details that affect effort:
- home size / room count
- pets and special conditions
- current cleanliness level
- access constraints and parking
2) Use a consistent scope template
Avoid free-form scoping per cleaner. Use fixed scope blocks so quotes are comparable and easier to update.
3) Choose one pricing model per service type
Use fixed price where possible for routine jobs. Use time-based adjustments only when scope uncertainty is high.
4) Add exclusions in plain language
Examples:
- "Laundry not included"
- "Exterior windows not included"
- "Heavy clutter may require re-quote"
5) Send estimate quickly
For owner-operators, speed-to-quote is a major win rate lever. Aim to send within the same day.
6) Follow up with a decision deadline
Give a clear acceptance window and a lightweight reminder if no reply.
Pricing method (simple framework)
Practical pricing approach for small cleaning teams
| Scenario | Suggested method | Why |
|---|---|---|
| Recurring standard cleanings | Fixed package price | Easy to sell, easy to schedule |
| One-time deep clean | Base package + condition add-on | Prevents underquoting high-effort jobs |
| Move-in / move-out | Scope-based fixed quote with exclusions | Reduces mismatch on client expectations |
| Large unknown scope | Site review + conditional quote | Protects margin while staying transparent |
Related reading:
Common estimate mistakes
- Quoting without clear scope boundaries.
- Forgetting to list exclusions.
- Using inconsistent line items across estimators.
- Delaying quote delivery for multiple days.
- Not setting an acceptance deadline.
Ready-to-use checklist
Before you quote
- confirm service address and type
- capture home condition notes
- select standard scope template
Build the estimate
- set price model (fixed or conditional)
- add exclusions and assumptions
- include validity window
After sending
- set reminder date
- answer client questions quickly
- convert approved estimate into scheduled job
If you want to run estimates and invoicing in one place
For small cleaning teams, fragmented tools create handoff errors. A unified flow for estimate -> schedule -> invoice usually improves speed and consistency.
Try NimbCrew free and review growth options on pricing.
Common questions
How detailed should a cleaning estimate be?
Detailed enough that a cleaner and client both understand exactly what is included, excluded, and priced. Ambiguity creates disputes.
Should we use hourly or fixed pricing for estimates?
For recurring jobs, fixed pricing is usually easier to sell and manage. Use conditional or time-based adjustments when scope is uncertain.
How long should a cleaning estimate remain valid?
Seven days is a practical default for many small teams. Adjust based on local market speed and staffing capacity.