How to price a recurring cleaning contract from its actual scope
Startup Costs | Blank working worksheet | September 6, 2026
https://startup-costs.com/guides/cleaning-contracts/

Result to produce: A monthly contract-price calculation and a scope record that explains what the customer is buying.

Business and format:
Address or service area:
Prepared by:
Date:

BEFORE YOU START
Measure a representative visit, confirm the task schedule and access arrangements, and identify who supplies equipment and consumables. The example is an authored recurring contract, not a local cleaning-rate survey.

CALCULATION INPUTS
Visits per month, annualized if necessary (visits):
On-site person-hours per visit (hours):
Paid travel, access and setup person-hours per visit (hours):
Fully loaded paid cost per person-hour (USD/hour):
Materials and variable costs per visit (USD):
Monthly contract overhead and periodic-work allowance (USD):
Target operating margin on contract revenue (%):

Use the guide calculator for formulas and results. Enter your own values and retain the evidence for each assumption.

DECISION RECORD
1. Scope
Areas, tasks, frequencies, service standard and exclusions
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

2. Measured visit
Crew count, elapsed time, total person-hours and date
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

3. Nonservice work
Travel, access, setup, supervision and periodic tasks
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

4. Price basis
Visit count, loaded cost, overhead and target margin
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

5. Collection terms
First invoice, payment date and approval process
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

6. Change control
Trigger for remeasurement and who authorizes extra work
Finding or value:
Evidence, scope and date:
Status (Unverified / Assumed / Supported / Needs review):
Next action, person and date:

DECISION RULES
If: The access window cannot fit the planned crew
Action: Revise the crew and reprice the full paid hours.

If: Collections arrive after several payrolls
Action: Add the resulting gap to the opening cash schedule.

If: The scope expands without a price change
Action: Measure the additional work and agree revised terms before treating the old margin as valid.

YOUR DECISION
Next commitment:
Conditions still to resolve:
Decision and reason:
Next review date:

Sources and background:
SBA: planning a business: https://www.sba.gov/counseling/plan-your-business/

This is a blank personal planning worksheet. Its completion is not an approval, a market estimate or a completed state research record.
The examples and calculator defaults on the guide are authored illustrations. Keep your own evidence and limitations with any result.
Financial information supports planning and education and is not personalized financial, investment, tax or legal advice. Results do not guarantee costs, revenue, profit or financing.