Cleaning & Janitorial Quoting Software

The cleaning & janitorial quoting problem

Recurring frequency math, space-type productivity differences, and razor-thin margins demand precision. Extras like windows and post-construction cleans are often missed. TIBR makes contract-ready quotes fast and reliable.

• Different productivities across offices/restrooms/industrial areas
• Base routine vs add-ons get mixed
• Multi-year pricing needs escalators and renewals

How TIBR works for janitorial teams

1. Capture spaces. Offices, restrooms, production, public areas.
2. Frequency builder. Daily/weekly/monthly or custom cadence.
3. Productivity presets. Space-type time per SF with override controls.
4. Add-ons menu. Windows, carpets, disinfection, post-construction cleans.
5. Contract export. Base + extras, SLAs, escalators, renewals.

How a janitorial bid actually works in

A property manager sends you the floor plans for a 4-building office campus — 180,000 SF total, mix of carpeted offices, hard-floor lobbies, restrooms, and a cafeteria. The RFP wants 5x/week base cleaning with monthly strip-and-wax and quarterly carpet extraction. You enter the buildings and space types: Building A has 32,000 SF of carpeted offices, 4,200 SF of VCT lobbies, 18 restrooms, and a 2,800 SF cafeteria. Production rates apply automatically — 5,500 SF/hour for open offices, 3,200 SF/hour for restrooms, 2,800 SF/hour for the cafeteria because of the food-service detail.

The frequency matrix builds out: nightly base cleaning 5x/week, restroom deep-clean 2x/week, monthly strip-and-wax on all hard floors, quarterly carpet extraction on all carpeted areas. Then the prompts start. Day porter hours for the lobbies? Supply closet access and restocking schedule? Consumables — paper, soap, liners — priced as a line item or a percentage? Window cleaning frequency — monthly interior, quarterly exterior? Pressure washing for the parking structure? You answer each one or dismiss it. The cafeteria strip-and-wax you would have missed — because you were focused on the office floors and forgot the cafeteria is VCT too — is already in the bid.

You priced a similar 3-building campus last quarter, so TIBR pulls that contract's production rates and consumables pricing as a starting point. You adjust the square footage, add Building D, update the labour rate for the night shift premium, and export a branded proposal with space-by-space pricing, frequency breakdown, SLA terms, and a 3-year escalation schedule. The PM gets a document that shows exactly what they're paying for per building, per frequency — not a single monthly number with no backup.

TIBR vs. quoting cleaning contracts by hand

The typical janitorial bid starts with a site walk and a clipboard. You pace the lobbies, count the restrooms, estimate the office square footage, and scribble production rates from memory — rates that are different from what you used last month on a similar building because you didn't save them. Back at the office, you build a spreadsheet: one tab per building, columns for space type, square footage, production rate, frequency, and labour cost. Consumables get priced as a flat 8% because you don't have time to itemize soap, liners, and paper by restroom count. The strip-and-wax frequency on the cafeteria? You forgot — it looked like sealed concrete on the walkthrough, but the RFP spec says VCT. The quote goes to the PM as a one-page letter with a monthly number. The company that broke it down by building and frequency wins the contract.

In TIBR, that same contract is structured by building and space type from the start. Production-rate presets apply automatically — carpeted offices, hard-floor lobbies, restrooms, cafeteria — so two estimators pricing the same campus get the same labour hours. The frequency matrix calculates weekly, monthly, and quarterly costs without manual spreadsheet math. Prompted checklists catch day porter hours, consumables by restroom count, window cleaning schedules, and specialty services before you submit. Multi-year escalation is built into the contract terms, not scribbled in a cover letter. The exported proposal shows the PM building-by-building pricing with frequency detail and SLA terms they can evaluate line by line against your competitors.

Contract types cleaning companies quote with

Office and commercial cleaning. The bread-and-butter contract — nightly janitorial, restroom service, break rooms, lobby maintenance. The quoting challenge is that production rates vary dramatically between open-plan offices and executive suites with private restrooms. TIBR applies space-type presets so you're not guessing whether the 4th floor takes 3 hours or 5.

Medical and healthcare facilities. Infection control protocols, terminal cleaning procedures, and compliance documentation make healthcare bids fundamentally different from office cleaning. The risk isn't just underbidding — it's missing a regulatory requirement that costs you the contract at renewal. TIBR prompts for infection-control frequencies, terminal clean schedules, and documentation deliverables so those items are priced and documented in the proposal.

Industrial and warehouse. Production floor cleaning, dock areas, high-bay dust control, and safety requirements like lockout/tagout coordination. These contracts need shift-specific pricing because day cleaning around active production is slower than overnight work. TIBR separates shift premiums and adjusts production rates for occupied vs. unoccupied cleaning.

Post-construction cleaning. Phased punch-list cleaning, dust control, window detailing, and final clean to owner standards. The challenge is phasing — rough clean, final clean, and touch-up are priced differently and happen on different schedules. TIBR structures each phase as a separate scope section with its own labour hours and timeline.

Specialty services. Strip-and-wax cycles, carpet extraction, window cleaning, pressure washing, and day porter coverage. These are usually add-ons to a base contract but often get underpriced because they're estimated as a lump sum instead of by area and frequency. TIBR keeps each specialty service as a separate line item with its own square footage, production rate, and schedule.

Typical contract inclusions covered

TIBR prompts for every inclusion category when building a janitorial contract, so items that typically get buried in a lump-sum allowance are priced as separate line items. Each category has its own square footage, production rate, frequency, and labour cost — nothing is left to a flat percentage guess.

• Base routines by space type
• Frequency schedules (daily to quarterly)
• Restroom service & restocking
• Strip-and-wax cycles
• Carpet extraction
• Window cleaning (interior/exterior)
• Day porter coverage
• Consumables & supplies
• Equipment & night/shift premiums
• Post-construction & deep cleans
• SLAs & performance terms
• Multi-year escalators & renewals

Integrations & outputs

Exported contract proposals are organized by building and space type — base service pricing, frequency breakdown, add-on line items, SLA terms, and multi-year escalation schedules — with your company branding on the cover. The PM sees exactly what they're paying for per building, per frequency, with no ambiguity about what's included or excluded.

Cost libraries store production rates per space type (SF/hour for carpeted offices vs. restrooms vs. lobbies), consumables pricing by restroom count, and labour rates by shift. When minimum wage changes or you renegotiate supply costs, update the rate once and it flows into every future bid. Export to PDF, Word, or CSV depending on what the RFP requires.

Accounting integrations with QuickBooks Online and Xero are on the roadmap. See pricing for current plan details.

Results cleaning teams see

A 4-building campus bid that took a week of site walks, clipboard notes, and spreadsheet formatting now goes out in a day. The time savings come from not rebuilding production-rate calculations on every contract and not manually computing frequency math across dozens of space types. Space-type presets and prompted checklists mean you stop underbidding because you forgot the strip-and-wax frequency on the cafeteria or underestimated restroom time on a high-traffic floor.

The proposals themselves change how property managers evaluate your bid. Instead of a monthly number with a one-paragraph scope letter, they get building-by-building pricing with frequency detail, add-on line items, and SLA terms they can compare against competitors side by side. Cleaning companies using TIBR report higher win rates and better contract retention — not because the price is lower, but because the submission is detailed enough for the PM to justify the award internally.