Generate Quote from Walkthrough
Transform site assessment data into accurate, professional cleaning quotes in seconds. Eliminate manual calculations and ensure consistent pricing across all proposals.
When
Site Walkthrough Completed
Then
Professional Quote Generated
43 minutes per quote
Time Saved
3x faster quote turnaround
ROI Impact
To generate a cleaning quote from a walkthrough, the system captures site assessment data (square footage, surfaces, frequency) and automatically calculates labor hours, applies pricing rules, adds equipment costs, and creates a formatted proposal—typically reducing quote preparation time from 45 minutes to under 2 minutes.
How This Automation Works
Site Walkthrough Completed → Professional Quote Generated
Capture Walkthrough Data
During the site assessment, collect comprehensive facility information through a mobile form or assessment app. Record square footage by area, floor and surface types, current condition, accessibility, frequency requirements, and special needs. Photos and notes are automatically attached to the assessment record for reference.
Calculate Labor Requirements
The system applies industry-standard productivity rates to the square footage and cleaning types captured. It calculates total labor hours needed based on cleaning frequency, adjusts for complexity factors (stairs, obstacles, specialty surfaces), and determines required staffing levels for the proposed schedule.
Apply Pricing Structure
Your configured pricing rules are automatically applied to labor calculations. The system uses your established per-square-foot rates, hourly labor costs, or fixed-room pricing based on the service type. Frequency discounts, volume adjustments, and margin requirements are factored into the final pricing.
Add Equipment and Supplies
Based on the services required and facility size, the system calculates equipment needs and supply costs. This includes initial startup items, ongoing consumables, specialized equipment for unique surfaces, and any client-requested green or specialty cleaning products with appropriate markups.
Generate Professional Quote Document
All calculated figures are compiled into a branded quote document with itemized pricing breakdown, service specifications, cleaning schedule, included services, optional add-ons, terms and conditions, and validity period. The document is formatted for immediate delivery to the prospect.
Deliver and Track Quote
The completed quote is automatically sent to the prospect via email with a personalized message. The system tracks when the document is opened, how much time is spent reviewing it, and sends automated follow-up reminders at strategic intervals to keep your proposal top-of-mind.
How It Works
Converting site walkthrough findings into detailed cleaning quotes is time-consuming and error-prone when done manually. This automation captures room measurements, surface types, cleaning frequency requirements, and special conditions from your site assessment, then instantly generates a comprehensive, itemized quote with accurate pricing. The system applies your pricing rules, calculates labor hours based on square footage and cleaning types, adds equipment costs, and formats everything into a professional proposal ready for client delivery. By eliminating manual data entry and calculation errors, your team can respond to prospects faster while maintaining pricing consistency and profitability across all quotes.
The Trigger
When a cleaning site assessment is finished and submitted, whether through a mobile app form, digital checklist, or assessment software, the system captures all property details including square footage, room count, surface types, current condition, access requirements, and special cleaning needs.
The Action
The system automatically calculates labor hours based on square footage and cleaning type, applies your tiered pricing structure, adds equipment and supply costs, includes applicable service add-ons, generates an itemized breakdown, and creates a formatted quote document with your branding ready for client presentation.
Common Use Cases in Cleaning
- Commercial office buildings requiring multi-floor cleaning with varied surface types and specialized area treatments
- Medical facilities needing detailed infection control protocols and specialized disinfection with compliance documentation
- Educational institutions with large square footage, multiple building types, and seasonal schedule variations
- Retail spaces requiring after-hours cleaning with different frequencies for sales floor, storage, and restroom areas
- Industrial facilities needing specialized cleaning for manufacturing areas, offices, and break rooms with different standards
- Multi-location property management companies requiring consistent pricing across dozens of similar properties
- Post-construction cleaning projects with one-time deep cleaning followed by ongoing maintenance service proposals
- Specialty cleaning bids including carpet cleaning, floor refinishing, window washing, and pressure washing with complex pricing
Results You Can Expect
Eliminate Calculation Errors
Automated calculations remove human error from complex pricing formulas, ensuring every quote accurately reflects your costs and desired margins. No more lost profits from underpricing or lost bids from accidentally inflated quotes.
Respond to Prospects Faster
Generate and send professional quotes within minutes of completing a walkthrough, demonstrating responsiveness that sets you apart from competitors who take days to respond. Faster responses directly correlate with higher close rates in competitive bidding situations.
Ensure Pricing Consistency
Every estimator uses identical pricing formulas and productivity standards, eliminating variability between team members. This protects your margins, ensures fair pricing for all prospects, and simplifies training for new sales staff.
Scale Your Quoting Capacity
Your team can complete significantly more walkthroughs and generate more quotes in the same time period, allowing you to pursue more opportunities without adding estimating staff. The system handles the tedious calculation work while your team focuses on relationship building.
Improve Quote-to-Contract Rate
Professional, detailed quotes delivered quickly create strong first impressions. Clear itemization helps prospects understand your value proposition, while instant delivery capitalizes on the excitement generated during the site visit when interest is highest.
Maintain Profitability Standards
Built-in margin requirements and minimum pricing rules prevent accidentally underpricing jobs. The system won't generate quotes that fall below your profitability thresholds, protecting your business from unprofitable contracts that tie up resources.
Frequently Asked Questions About This Automation
Automated systems eliminate manual calculation errors by applying consistent pricing formulas to square footage, surface types, and cleaning frequencies captured during the walkthrough. The system uses standardized labor productivity rates (such as 3,000 sq ft per hour for basic office cleaning) and automatically adjusts for complexity factors, ensuring every quote reflects accurate costs and margins.
Set Up Assessment-to-Quote Generator in Minutes
Stop doing manual work that software can handle. Fieldproxy makes it easy to set up this automation and dozens more - no coding required. Our AI builder helps you customize everything to match your exact business process.
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