How to Get Commercial Cleaning Contracts

Commercial cleaning contracts generate profit and empower cleaning businesses to scale.

Growth-minded commercial cleaning businesses may struggle to find leads, build accurate bids, and close new contracts without effective strategies.

To get more commercial cleaning contracts, cleaning businesses need to:

• Implement effective marketing strategies

• Optimize the estimating and sales process

• Improve customer relationship management

This guide describes where to start in finding commercial cleaning service contracts, the requirements for attracting new clients, and highlights the best methods to win more client contracts.

Where to find commercial cleaning contracts?

The key to business growth is balancing the ability to find new cleaning contracts and retain your current client base. 

Company approaches may vary based on the target market or types of cleaning services they offer. Some of the most common strategies growth-minded businesses rely on include:

Networking

Networking encompasses more than exchanging your business card or contact information with cleaning industry professionals.

Identifying opportunities and closing contracts in new markets requires making connections with professionals in other industries, such as:

• Real estate agents

• Property managers

• Airbnb hosts

• Construction business owners 

To find new connections, participate in networking events with industry associations and local business groups where you can also publicize your cleaning company. Attend cleaning industry trade shows and expos for networking opportunities and to learn about new technology, products, and best practices.

Consider building an online network through social media, LinkedIn, and industry-specific Facebook groups to maintain the connections you’ve made. 

Online marketplaces

With more customers searching online for cleaning services, it makes sense for your company name to show up online.

Online platforms connect prospective clients with commercial and residential cleaning businesses through advertisements or lead-generation services.

Top online platforms include:

• Google Local Services Ads: Google Local Services Ads ensure your businesses rank at the top when potential customers search for commercial cleaning services in your area. 

• Social media ads: Ads posted on social media, such as Meta Ads or Yelp Ads, make it easier for potential customers to see and contact your business.

• Angi: The lead-generation service Angi matches customers to businesses. Businesses pay to advertise services and discount offers.

• Thumbtack: Businesses pay for leads and bookings and choose how much to pay for each lead by setting maximum lead prices.

If you consider lead-generation services, research and review what other companies say about the value of the service. 

→ Evaluate whether a lead service will generate quality leads and is worth the expense.

Direct sales and marketing

Direct sales and marketing strategies increase the visibility of your business. When done correctly, these techniques increase new customer contracts.

Direct sales techniques include cold calling businesses in your target market,  visiting commercial facilities, and providing information about your services.

A combination of digital marketing strategies typically delivers the best results, based on your audience and desired message. The most effective digital marketing strategies include:

• Create a mobile-friendly website: Ensure your website loads quickly and visitors can easily navigate your website using their phone.

• Enhance your online presence: Use search engine optimization (SEO) and pay-per-click (PPC) ads so your website ranks higher in relevant search results.

• Utilize email marketing: Email leads to follow up on estimates and contracts. Advertise discounts and offers to leads obtained from your website or other channels.

Whichever methods you choose, track the performance so you know which channels deliver the best results and adjust your strategies accordingly.

Referrals

Customer referrals not only generate new business but have a 37% higher retention rate.

Your current satisfied customers are an invaluable resource for word-of-mouth advertising. To gain more referrals, create a program that provides incentives such as discounts or other special offers.

Ask customers to leave positive feedback on your preferred review site. Consider using customer testimonials on your website and other marketing materials so potential customers can read firsthand accounts of your company’s commitment to providing high-quality cleaning and janitorial services.

How to win a commercial client contract

It’s great to find good leads, but improving the sales process is crucial to winning more commercial cleaning contracts. Follow these tips to create better cleaning contracts and close the deal.

Get a good understanding of the client’s business and needs

Understanding your potential client’s needs is crucial to closing contracts.

Perform an on-site walkthrough to view the layout of the facility or office building, measure the square feet, and take notes of the client’s needs and special requests. 

Job details may include:

• Types of cleaning services, such as daily, weekly, or deep-cleaning tasks such as carpet cleaning

• Cleaning frequency

Take note of whether or not the client will provide cleaning supplies and if they seek a short-term or long-term contract.

If you use a commercial cleaning proposal template, be sure to personalize the document for each client.

Price your bid correctly

Accurate pricing directly affects profitability. While submitting a competitive bid is important, you don’t want to set a low price just to get the job.

Proposal pricing depends on many factors, such as:

• Your location

• How you charge for services

• Labor and supply costs

• Your company’s financial goals

For the most accurate proposals, use commercial cleaning business software to improve and streamline the estimating process. Aspire commercial cleaning business software drives new efficiencies by combining commonly used services, language, and pricing for common cleaning services with pre-approved profit margins.

Keep your pricing transparent and show potential customers the individual costs of services, as well as cost breakdowns on a daily, weekly, or monthly basis. Consider offering discounts for cleaning packages to upsell your services and gain more office-cleaning contracts.

When customers understand your pricing structure and see clear breakdowns, it builds credibility and trust, making them more likely to approve the contract.

Make your bid attractive

A professionally designed bid package ensures your bid stands out from the crowd. Showcase your company’s branding by including your company logo, colors, and fonts in the bid presentation.

An attractive bid presented in an easy-to-read format helps potential clients locate key sections and eliminates any confusion about services or prices.

Write a cleaning proposal

A cleaning proposal should highlight your company’s strengths, years of experience, and customer testimonials.

Commercial cleaning proposal elements include:

• Cover page: Company branding and contact information.

• Executive summary: An overview of the proposal, including company history and strengths.

• Client testimonials: With client permission, showcase what your clients say about your company.

• Scope of work: Covers all the proposed cleaning services, cleaning frequency, and customer requests.

• Pricing: Provide details of your cleaning pricing.

• Terms and conditions: Include payment terms, policies, and legal information.

A well-organized proposal ensures every detail is included and makes it easier for potential clients to follow.

Submit your cleaning contract bid

Timing is key, so it’s important to know how to submit the bid and to submit it in a timely manner.

While submittal depends on the job’s complexity and bid closing date requirements, generally, the sooner you complete the bid, the better. 

→ Ensure the bid includes all requested elements and contains your company contact information.

The next essential step? 

Follow up. 

Aspire cleaning business software streamlines customer relationship management to improve lead and contract management. 

✓ Automated follow-ups ensure no contract gets overlooked. 

✓  Full visibility into your sales pipeline means fewer missed opportunities and more won contracts.

Negotiate the finer points of the contract

Think of negotiations as further communication with a potential client.

Maybe they’ve reviewed the proposal and decided to change the scope of work by adding more services or reducing the frequency of cleaning services.

Working with a client shows you value their business. Don’t undersell your services or slash your profit to satisfy a client’s pricing demands because your business needs to operate profitability for long-term success.

Take negotiations on a case-by-case basis, with the goal of reaching an agreement that satisfies the needs of both your client and your business.

Business requirements for attracting commercial cleaning clients

Successful commercial cleaning businesses follow best practices to improve operations and quality of work. The most common requirements for both large and small businesses include:

• Insurance

• Legal contracts

• A quality assurance process

Insurance and liability

Insurance coverage protects your business and your clients. It demonstrates your business operates professionally and legally and gives clients more confidence in your business.

Important commercial cleaning business insurance includes:

• General liability insurance: Covers accidental injuries or property damage related to your cleaning work, including industrial, medical, or office cleaning services.

• Workers’ compensation insurance: Most states require workers’ compensation insurance to cover medical care and lost wages if an employee gets hurt on the job and protect employers from lawsuits resulting from the injuries.

• Auto insurance: This is a must when cleaning employees drive company-owned vehicles. Commercial auto insurance pays for collision damage to another driver’s vehicle, property damage and medical bills from an accident, and theft or vandalism to company vehicles.

Types of insurance and coverage amounts depend on the size of your business and the services offered. It’s a good idea to talk to insurance professionals and receive multiple quotes before deciding on coverage.

Legal contracts and agreements

Since cleaning and janitorial contracts are legally binding documents, they must be clear and thorough.

To protect your business and your clients, your cleaning contracts should clearly define:

• Payment terms and conditions

• The dispute process

• Your cancellation policy

• Appropriate legal clauses

If you use cleaning contract templates, ensure you specify the contract’s effective date, payment due date, methods for payment, and late payment fees.

It’s recommended for cleaning businesses to consult a legal professional to ensure:

• Proper contract wording

• Clauses

• Compliance with state and local regulations

Quality assurance

Commercial cleaning companies gain and retain clients by delivering quality service on every job.

To maintain a high standard of quality, cleaning businesses should implement effective workflows to improve accountability and service.

Methods to improve quality control include:

• Cleaning checklists: Checklists ensure team members complete every cleaning task specified in the contract.

• Cleaning inspections and audits: Inspections and audits maintain quality control and provide training opportunities for team members.

• Client feedback: Gather feedback to consistently meet client expectations.

Aspire commercial cleaning business software provides advanced features to improve team and client communication, quality control, and customer satisfaction. 

The Aspire Mobile app functionality gives team members scheduling, job checklists, and other key information for each job.

Cleaning businesses with effective processes work more efficiently, deliver better service, and set the stage for business growth.

Ready to make your next proposal?

While generating new contracts plays an important role in business growth, it shouldn’t stop there.

Commercial cleaning software optimizes business processes to improve efficiency, accuracy, and profitability.

Aspire commercial cleaning business software empowers business owners to take control of every aspect of operations with real-time visibility. Aspire’s industry-specific management tools help cleaning businesses:

• Build accurate, consistent, and profitable cleaning proposals

• Control labor and job costs in real time

• Improve quality control

• Track cleaning inventory and equipment

• Gain and retain more clients

When commercial cleaning business owners gain full visibility into operations, they can make better business decisions to successfully scale and grow.

Ready to improve your commercial cleaning business? Schedule a demo to see how Aspire drives business growth.