Published by TanveloPublished October 18, 2026
What to confirm before the walkthrough
Confirm what the customer is asking you to price before you start counting tasks. Record the requested service, visit frequency, available service window and the person or role that can resolve scope questions. Mark anything that is still unknown rather than turning an assumption into a promise.
- Which service areas and task types are being considered
- How often routine service is requested and when work can happen
- Who can confirm inclusions, exclusions and responsibility limits
- Which measurements, access details or specialist assessments are still needed
What to record on site
Walk each included area and record task quantities, floor or surface types, waste arrangements, supplied consumables and responsibility boundaries. Note practical access arrangements without copying door codes, alarm codes or credentials into the worksheet.
Separate routine work from periodic projects and work that needs further assessment. The checklist is a planning aid, not a substitute for inspecting the site, a specialist safety procedure or a signed customer agreement.
Use the blank HTML worksheet below, print it directly, or download the matching two-page PDF. Nothing you write is submitted to or stored by Tanvelo.
Tanvelo planning worksheet
Commercial cleaning walkthrough
Record facts, responsibilities and open questions before pricing the work. Do not write door codes, alarm codes or credentials here.
Site scope
| Area and quantity | Agreed tasks | Frequency | Limits or questions |
|---|---|---|---|
| Reception and officesRooms, surfaces, task quantities and exclusions | |||
| RestroomsNumber, fixtures, quantities and agreed service tasks | |||
| Breakroom or kitchen areaAppliances, surfaces and responsibility limits | |||
| Floors and surfacesFloor types, areas and routine versus periodic work | |||
| Waste and recyclingCollection points, disposal and supplied consumables | |||
| Other areas or special tasksClarifications, separate pricing or further assessment |
Reception and offices
Rooms, surfaces, task quantities and exclusions
Restrooms
Number, fixtures, quantities and agreed service tasks
Breakroom or kitchen area
Appliances, surfaces and responsibility limits
Floors and surfaces
Floor types, areas and routine versus periodic work
Waste and recycling
Collection points, disposal and supplied consumables
Other areas or special tasks
Clarifications, separate pricing or further assessment
Planning aid only - not a specialist safety procedure or signed customer agreement. Capture any need for specialist assessment rather than prescribing the work.
Tanvelo planning worksheet
Crew time and bid assumptions
Estimate paid cleaner-hours for the agreed scope. Do not count the same task twice across work items.
Crew time
| Work item | Cleaners | Hours per cleaner | Total cleaner-hours |
|---|---|---|---|
| Routine areas | |||
| Restrooms and breakroom | |||
| Floors, waste or other tasks | |||
| Other assignment | |||
| Total cleaner-hours | |||
Calculator input summary
If crew assignments differ, convert them to an equivalent cleaners x hours combination that preserves total cleaner-hours. Use a weighted labour rate when roles have different hourly costs, or keep a separate detailed estimate.
Confirm unresolved items before quoting.
Turn observations into a bid
Use the commercial cleaning labor-hours calculator to estimate cleaner-hours for the recorded visit from your own task and support-time assumptions.
Add the paid time for every cleaner assigned to the visit. Two cleaners working 1.5 hours each produce three cleaner-hours. Keep per-visit supplies, travel and other overhead separate, and use the actual number of planned visits for the month you are estimating.
If people have different assignments, convert the rows to an equivalent cleaners × hours combination that preserves total cleaner-hours. When roles have different hourly costs, use a weighted loaded rate based on those hours or keep a separate detailed estimate.
Enter your crew time, costs and chosen margin using the assumptions you confirmed on site.
Price this visit with the bid calculatorFor the complete method, read how to calculate a commercial cleaning bid. To check a customer price against your costs, use the margin and markup checker.
A fictional office example
A small office needs reception and office areas, two restrooms, a breakroom and waste collection covered during each routine visit. Periodic specialist floor work is outside this example. After reviewing the agreed tasks, the estimator assumes two cleaners working 1.5 hours each. The selected month contains 13 planned visits.
These figures are illustrative assumptions, not recommended cleaning times, wages, prices or margins.
| Calculator input or result | Example |
|---|---|
| Cleaners | 2 |
| Hours per cleaner per visit | 1.5 |
| Total cleaner-hours | 3 |
| Loaded hourly labour cost | CAD 28.00 |
| Labour cost per visit | CAD 84.00 |
| Supplies per visit | CAD 8.00 |
| Travel per visit | CAD 12.00 |
| Other overhead per visit | CAD 16.00 |
| Total cost per visit | CAD 120.00 |
| Target margin | 25% |
| Suggested price before tax | CAD 160.00 |
| Estimated profit per visit | CAD 40.00 |
| Planned visits in the month | 13 |
| Estimated monthly price before tax | CAD 2,080.00 |
The walkthrough establishes the scope. The crew assumption produces three paid cleaner-hours. The estimator then enters the costs and chosen margin into the calculator; the example is not transferred or prefilled automatically.
After the bid is accepted
Before asking for approval, use the free commercial cleaning proposal template to present the confirmed scope and customer price.
Once a bid is accepted, carry the agreed scope, service frequency, access arrangements and proof requirements into the recurring work. Follow a fictional example showing how Tanvelo keeps an accepted bid, recurring commercial cleaning work orders, completion proof, and extra-work approval connected without rewriting the original scope.
Questions before quoting
What should I do with tasks that are still unknown?
Record the open question and the role responsible for answering it. Confirm unresolved items before finalizing the estimate rather than hiding them inside a generic allowance.
How do I count a crew's time?
Count paid cleaner-hours, not only elapsed time at the site. Three cleaners working two hours each equals six cleaner-hours.
How should periodic work be handled?
Keep periodic floor care, specialist work and separately approved projects distinct from routine visit costs. State their frequency and pricing treatment clearly so they are not silently included in every visit.
Worksheet version2026-10-18 · The downloadable worksheet remains blank so it can be used with your own site observations.