For contract cleaning and commercial cleaning companies
ExtraflowDoc lets a cleaning company quote for what the client is really buying: areas and frequencies, an evening checklist, the monthly contract and per-visit extras priced separately, service levels side by side, and a signed agreement to start from.
Free plan available. No credit card required. Or build a quote in your browser with nothing to install.
See it in action
Explore the screenshots for a better understanding — click any screenshot to view it full-screen.
The ExtraflowDoc document editor
Built for recurring contracts
A cleaning client is buying a year of evenings they will never see. The quote has to make the work visible, and the price easy to compare with the contractor they have now.
A table of zones with their floor area and how often each is cleaned (every evening, weekly, quarterly) shows the client what the monthly price covers. Drop the floor plan in as an image and the zones can be checked on the site survey.
Evening cleaning and the daytime cleaner by the month, carpet deep cleaning and floor polishing per visit, the initial deep clean once. Separate sections with their own subtotals match how the client will be invoiced.
Three evenings a week, five evenings, five evenings with a daytime cleaner: give each its own quotation table and total. Facilities managers often need a cheaper option to put to their manager, and you decide what it leaves out.
Save your evening checklist and periodic schedule as sections and add them to every quote. They answer “what exactly do you do each evening?” before anyone asks, and they set the standard for audits.
Take 3% off the monthly service for a two-year contract and show it on that line, not on the total. The client sees what the longer term is worth, and the per-visit work keeps its full price.
Send the quote or the cleaning contract for e-signature, then turn it into the first invoice in one click. The same lines start each month's invoice.
Worked example
This is a real nine-page ExtraflowDoc quote from a commercial cleaning company in Denver to an engineering firm, after a site survey of its two office floors: a year of evening contract cleaning, a daytime cleaner, periodic carpet, floor and window work and an initial deep clean, for $92,118.00 a year. Cleaning contracts are compared on price and won on detail, and this quote is mostly detail.
A covering letter and a strip introducing the account manager come first, then the quote at a glance and a scope setting out what is included and what is not. The client knows who will pick up the phone before they see a price.
A floor plan splits the offices into cleaning zones with their measured areas, and a table gives each zone its evening and periodic frequency. A two-column checklist sets out the evening tasks, a periodic schedule names the month of every carpet, floor and window visit, and a timeline covers the first month.
After a page on equipment and insurance, evening cleaning comes to $45,978.00 with a 3% discount for a two-year contract shown on the line, periodic services to $20,340.00, the daytime cleaner to $23,400.00 and the initial deep clean to $2,400.00. Three service levels are priced side by side, and a schedule shows which parts are invoiced monthly and which after each visit.
Short testimonials from current clients come before the terms, which promise that a missed task reported by 10am is put right by 2pm the same day, set 60 days' notice after the first six months, and state the insurance held. An acceptance block closes it.
Cleaning document examples
The full office cleaning quote, plus the proposal, contract and monthly invoice that come with a cleaning contract, and an exterior jet washing estimate. Click any example to open it.
Cleaning Quote Template: Commercial Office
A year of contract cleaning: zones and frequencies, an evening checklist, four priced sections and three service levels.View full exampleCustomer stories
“ExtraflowDoc saved us hours every week. We send professional cleaning quotes in minutes instead of hours.”
“The Pipedrive integration is seamless. All our client data auto-fills perfectly.”
“Best ROI of any software we've purchased. Paid for itself in the first week.”
Integrations
ExtraflowDoc installs into Pipedrive and monday.com, so the quote is built on the deal or item the site survey created, with the building, the contact and your notes already there.
Open ExtraflowDoc from the deal. The client, the address and custom fields such as floor area, floors or evenings per week fill the quote, and the signed agreement stays on the deal.
If your contracts run on a monday.com board, build the quote from the item. Its columns fill the document, and the signed quote is stored back on the account.
Pricing
Sales, operations and the area managers all quote from one plan. ExtraflowDoc charges by documents per month per company, so adding a supervisor who writes quotes does not change the price.
£0.00/month
5 documents/month per company
£11.80/month
20 documents/month per company
£19.68/month
35 documents/month per company
FAQ
Including what ExtraflowDoc does not do.
It is software that turns a site survey into a quote or agreement the client can sign: areas and frequencies, the tasks, monthly and per-visit prices, service levels and terms. ExtraflowDoc does this inside Pipedrive or monday.com, from the deal or item the enquiry created.
No. ExtraflowDoc does not estimate cleaning rates or labour hours from the floor area. Work out the hours and the price the way you do now, and ExtraflowDoc presents them with the areas, frequencies and checklist that justify them.
Yes. Put each in its own section with its own subtotal: the contract by the month, carpet or floor work per visit, a deep clean once. Each line keeps its own unit and quantity.
Yes. Add a quotation table for each level, each with its own total, and the client compares them side by side. Each table is a fixed option; the client tells you which one they want.
No. ExtraflowDoc has no staff rota, time clock, GPS check-in or audit app. It writes and tracks the documents: the quote, the agreement, the work order and the invoice.
No. There is no recurring billing. Each month's invoice starts from the accepted quote or the previous invoice in a few clicks, but it is a document you create and send, not a subscription.
Yes. Agreements are one of the document types, so the scope, cleaning schedule, fees, service levels and terms can go out as a contract for e-signature from the same deal.
Yes. Price labour and consumables from their cost with a markup or a target margin. The document details show the contract's cost, profit and margin to your team only, and internal columns keep your wage rates off the client's PDF.
ExtraflowDoc's free plan covers 5 documents a month with unlimited users. Paid plans start at £11.80/month for 20 documents, billed per company.
Ready for the next site survey?
