Customer details
Capture the prospect, contact, site, sector, branch, lead owner and quotation type once.
Survey, cost, publish and win
Commercial cleaning quotation software
Survey sites in On The Move, calculate the true cost of the work and send branded recurring-contract or one-off quotations for online acceptance.
Recurring contractsOne-off quotesOnline acceptance
Survey on siteUse On The Move on phone or tablet
Cost with confidenceSee labour, overheads, margin and selling price
Close the loopPublish, track, accept and create the contract
Why quotation software matters
Still creating cleaning quotations in spreadsheets?
Many cleaning companies manage enquiries, survey notes, estimates and proposals across email, diaries, spreadsheets and separate documents. That makes it easy to duplicate information, overlook part of the scope, delay the customer response or agree a price without a complete cost record.
KleanFlo brings cleaning quote software, cleaning estimating software and cleaning proposal software into one connected process. Information entered at the enquiry and survey stages remains available through costing, publishing, acceptance and contract setup.
Designed for
Cleaning businesses that quote complex work
- Commercial cleaning contractors
- Office cleaning businesses
- Facilities management providers
- Janitorial service companies
- School and education cleaning specialists
- Multi-site and multi-branch cleaning operations
Cleaning quote software features
Five stages from customer details to quotation outcome
KleanFlo gives the sales team a clear route through each quotation while preserving the operational detail needed after the work is won.
Site survey
Schedule the visit, record the scope, build areas and tasks, and attach supporting evidence.
Costing
Calculate labour and employment costs, equipment, consumables, extras, margin and final price.
Publish quote
Prepare a branded proposal and send the customer a secure link to the quotation.
Outcome
Track views, acceptance, revisions or loss reasons and move won recurring work into contract setup.
Standard Schedule
Recurring cleaning contract quotations
Build a detailed service scope for work that will run to a regular schedule. Record cleaning days, hours, staffing assumptions, pay rates, current arrangements, additional services and the contract price frequency.
- Detailed site survey and cleaning specification
- Contracted hours and multiple pay rates
- Weekly, monthly and annual pricing views
- Accepted quote ready for contract mobilisation
One-Off Service
One-off cleaning quotations
Price single services such as deep cleans, builders cleans, carpet work or specialist visits without forcing them through a recurring contract structure. Keep the survey, costing, proposal and outcome in the same quotation pipeline.
- Clear one-off work summary and service scope
- Time, labour, equipment and consumable costs
- Per-visit or one-off selling price
- Consistent branded proposal and online acceptance
On The Move site surveys
Build the quotation while you are standing in the building
Your surveyor can open upcoming appointments in the On The Move cleaning quotation app, view contact and site details, call the prospect, open the map and start the survey. The structured cleaning survey software keeps the information needed for pricing with the quotation.
Phone and tablet layouts
Use a practical field workflow on the device that suits the visit.
Notes, photos and attachments
Keep observations and evidence attached to the survey instead of in personal camera rolls or messages.
Survey appointments
Schedule the visit, avoid calendar clashes and send the appointment to the prospect contact.
Scope and specification
Turn survey observations into a costable cleaning specification
Create the operational detail behind the price, not just a total at the bottom of a document.
Areas and designations
Add rooms, washrooms, offices, classrooms or other site areas manually or from reusable sector templates.
Tasks and frequencies
Define the action, expected outcome, frequency, equipment and chemical for each cleaning task.
Calculated cleaning time
Build estimated time across the designations so the labour requirement is grounded in the surveyed scope.
Additional requirements
Record initial cleans, key holding, storage, bank holiday arrangements, TUPE context and extra services.
Commercial costing
See the real cost before you confirm the selling price
Quotation costing brings the service requirement and the employment model together. The team can review the calculated price guide, set the actual price and see the effect on profit and equivalent hourly rate.
- Contracted hours, days and time of day
- Standard or multiple pay rates
- Holiday pay, National Insurance, pension and statutory sick pay
- Equipment, consumables and additional weekly costs
- Uplift, management charge, margin and actual profit
- Per week, month, visit, one-off or annual pricing
Business outcomes
Faster cleaning quotes without sacrificing accuracy or margin
Commercial cleaning quote software should improve the sales result as well as organise the paperwork.
Respond faster
Keep the enquiry, appointment and survey connected so the estimator can move from visit to price without rebuilding the record.
Miss fewer details
Use a consistent survey structure for site information, areas, tasks, additional services, notes, photos and attachments.
Protect margin
Review employment costs, materials, equipment, extras and profit before the selling price is confirmed.
Mobilise sooner
Carry accepted recurring work into contract setup instead of entering the customer, site and agreed scope again.
Publish and win
A professional customer journey after the calculation is complete
The proposal is connected to the quote record, so sending, viewing, accepting and revising the quotation remain visible to the sales team.
Branded proposal
Present the customer’s requirements, service scope, designations, schedule, additional services, price and terms in a clear quotation.
Secure online link
Email a secure customer link and retain downloadable proposal documents and relevant attachments with the quotation.
View tracking
See when the customer first opened the quotation, the most recent view and the total number of views.
Online acceptance
The customer can review the terms and accept the quotation online, with the acceptance time and record stored against the quote.
Revisions and variants
Create controlled versions when the customer requests an alternative scope or price, while retaining the quotation history.
Quote to contract
Move an accepted recurring quotation into a pending-start contract instead of rebuilding the customer and scope from scratch.
Sales control
Know which quotations need attention
Filter the quotation pipeline by status, type, branch and owner. Survey Scheduled and Survey Completed indicators separate quotations waiting for a visit from those ready to cost or publish.
DraftSentAcceptedLost
Connected records from the first request
A new survey request can create and connect the prospect, quotation, calendar appointment, staff alert and mobile survey record. The information stays available as the opportunity moves through sales and into delivery.
Quotation software FAQs
Questions about KleanFlo quotations
Can KleanFlo create recurring contract and one-off cleaning quotations?
Yes. Standard Schedule quotations support recurring cleaning contracts, while One-Off Service quotations support individual jobs. Both remain visible in the same sales pipeline.
Can a site survey be completed on a phone or tablet?
Yes. On The Move provides phone and tablet survey layouts for appointments, customer and site information, designations, tasks, additional services, notes, photos and attachments.
Can the survey build a detailed cleaning specification?
Yes. Surveyors can add site areas or designations, select or create cleaning tasks, define frequencies and record equipment and chemical requirements. Estimated time can then support the labour calculation.
What costs can be included in a cleaning quotation?
The calculation can include contracted hours, one or more pay rates, holiday pay, National Insurance, pension, statutory sick pay, equipment, consumables, extra costs, management charges and margin.
Can customers accept a quotation online?
Yes. A customer can open a secure branded link, review the scope and price, agree to the terms and accept the quotation online.
Can we track quotation progress and revisions?
Yes. Use Draft, Sent, Accepted and Lost statuses, view engagement information, record loss reasons and create controlled revisions or variants when the proposed scope changes.
Does KleanFlo create proposal documents?
Yes. The quotation workflow can generate a branded proposal for sharing and download, while the secure online quotation gives the customer a direct acceptance route.
What happens after a recurring quotation is accepted?
The accepted quotation can move into a pending-start contract so the agreed customer, site, scope and commercial record continue into mobilisation and scheduling.
Can KleanFlo be used as cleaning estimating or janitorial bidding software?
Yes. KleanFlo combines the site survey, task scope, labour calculation, overheads, margin and customer proposal in one workflow. It supports the estimating and bidding process used by commercial cleaning and janitorial service companies.
Ready to bring surveys, costing and quotations together?
See how KleanFlo takes a cleaning opportunity from the first survey request to an accepted quotation and operational handover.