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Office cleaning proposals: written up from your walk-round

Turn walk-round notes into a clear office cleaning proposal with tasks, frequencies and hours. Free, or up to about $27£20€24A$38C$38 a month for a paid plan.

At a glance

  • What it costsFree–$27Free–£20Free–€24Free–A$38Free–C$38 a month

  • Worth, in extra profit or time saved in the worked example$239£180€214A$346C$338 a month

  • Pays for itselfIn a few days

  • Sign up and configure; no technical skills neededEasy to set up

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

Winning an office contract means a written proposal: what gets cleaned, how often, how many hours, and what isn't included. After a walk-round, the owner often loses an evening writing one. At 3 proposals a month and 3 hours each, that's 9 hours, about $359£270€321A$518C$508 if the owner's time is worth $40£30€36A$58C$56 an hour.

What the AI does

Dictate or type your walk-round notes, then paste them into ChatGPT, Claude or Gemini and ask for a proposal: a short introduction, a task schedule by area (offices, kitchen, toilets, communal areas) with daily, weekly and monthly frequencies, the hours per visit you've worked out, what's excluded, and how keys, alarms and supervision are handled. You set the price and the hours; the assistant only organizes and words them. You read every line before it goes out.

A worked example

A cleaning company in Milton Keynes quotes for 3 office contracts a month. After each walk-round the owner dictates notes on their phone, pastes them into an AI assistant along with a previous proposal (client name removed) as a guide to layout and tone, and edits the draft.

Before

3 proposals a month at about 3 hours each

After

About 1 hour each, including checking the hours and price

What it's worth

About $239£180€214A$346C$338 a month of the owner's time saved, from 6 fewer hours writing proposals (3 proposals × 2 hours saved) at $40£30€36A$58C$56 an hour. The assistants are free, or up to about $27£20€24A$38C$38 a month for a paid plan.

How to set it up

  1. After each walk-round, note every area: floor types, number of toilets and kitchens, bins, access times and anything the client asked for.
  2. Work out the hours per visit and your price yourself, from your own rates.
  3. Paste the notes into ChatGPT, Claude or Gemini with the hours and price, and ask for a proposal with a task schedule and a list of exclusions.
  4. Check every task, frequency and hour against your notes, and delete anything you didn't agree to.
  5. Add your insurance details, references and proposed start date yourself before sending.

What goes wrong

  • An assistant will happily add tasks you didn't price, such as window cleaning or carpet shampooing. Delete anything that isn't in your costing.
  • Don't let it claim insurance cover, accreditations or staff vetting you don't have. Check every claim against your own documents.
  • Leave out the client's security details, alarm codes and key arrangements, and check your account's settings on whether what you paste is used for training.

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Last updated October 17, 2026.