Step 3 - Completion of offer basis

How do I complete my offer basis in CleanCalculator?

When you have created an offer basis and registered the rooms as explained in Steps 1 and 2, you are finally ready to make the last adjustments to your offer basis.

If you haven't created an offer basis or registered any rooms yet, have a look at these articles:

Create offer basis

Room registration

 

After room registration, you will reach an overview of your offer basis.
Here in the different sections, you have the option to add additional information regarding e.g. extra tasks, window cleaning, extra time (such as transport), supplements, or extra expenses (such as rental of equipment).

You can also view and control the offer basis monthly remuneration and contribution margin.

See here in the article how to adjust the different sections within an offer basis:

• Room tasks

• Additional time per service
  (Extra tasks, supplements, periodic extra hours, material costs, etc.) 

• Additional costs per month
  (Transport, rental of equipment, and other expenses)

• Monthly remuneration and contribution margin

• Window cleaning

NOTE:

Whoops! Have you noticed a mistake in your room registration?

No need to panic - you can edit, add, or delete rooms from your room registration at any time.

Read more here: Edit offer basis

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Completion of offer basis

 

Room tasks

In this section, you will get an overview of all the registered rooms.

	Click on the Drop-down icon on the right-hand side to open or close the list of registered rooms
	At the bottom of the list of Room tasks, you can view a summary of the expected Average time per visit for the process of cleaning all the rooms

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Additional time per service

• How to add additional tasks and walking time

• How to adjust supplements

• How to adjust the rounded time per visit

• How to add periodic extra hours

• How to adjust the monthly material costs

 

How to add additional tasks and walking time

	Click the button Edit to assign extra work tasks or walking time
	Adjust the extra time per visit
	Edit Time per visit for additional tasks. Insert the total time in minutes for the extra tasks.   Edit Description to document and describe the agreed upon extra work tasks. They will be included in the later generated offer documents. In the section Walking time, you are able to add the expected time it will take to move around between work tasks, such as moving between buildings or when taking out the trash to a container.
	Click on Update to save the changes

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How to adjust supplements

	View your collective data concerning the calculated working time, employee- and material expense
	Click on the calculated time per visit
	Include agreed-upon work hours, that would be planned outside regular working hours.
	Evening hours - For instance in the time frame 18:00-22:00 Nightly hours - For instance in the time frame 22:00-05:00 Sunday and public holiday supplements - If there is expected work to be done on Sundays or public holidays Attach a Description of the included work hours that require supplements
	Click on Update to save your changes

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How to adjust the Rounded time per visit

NOTE:

The Rounded time per visit must be adjusted manually.

It is important to include enough additional time for your employees, so there is enough time to complete the work. Therefore, make sure to round up the time manually.

	Click on Rounded time per visit
	Round up the time per visit
	Here you can see the current calculated time per visit Insert the Rounded time per visit here
	Click on Update to save your changes

NOTE:

If you type in data in "rounded time per visit", and then afterward adjust the room registration, the data in "rounded time per visit" will stay the same.

Therefore, it is important to return to this section and adjust the rounded time per visit, after you made changes to the room registration.

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How to add periodic extra hours

If your offer is to include periodic tasks, such as a yearly thorough cleaning, you can add additional periodic extra hours.

	Click on Calculated time per month
	Adjust Periodic work hours per month
	Insert Periodic work per month, if there are expected extra work tasks Attach a Description of the extra work tasks
	Click on Update to save the changes

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How to adjust the monthly material costs

	View your monthly expenses distributed into labour and material cost
	Click on Edit to change your monthly material costs
	Adjust the Monthly material cost
	See the Calculated monthly material cost. Insert the Rounded monthly material cost to ensure an optimal contribution margin. Add, if necessary, a Description of the materials needed in correlation to the work tasks.
	Click on Update to save the changes

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Additional costs per month

In this section, you can add extra expenses to your offer. This could be expenses for transport or rental of equipment.

	Click on Edit to make changes to the additional costs per month.
	Adjust the additional costs per month
	Add Other costs per month that may have an impact on the work-related expenses. Add Transport per month to cover expenses for employee transport. Add Rental equipment per month if you need to rent machines or if you rent out company equipment, which the customer must cover financially Add a Description of all the additional expenses and documentation for your offer.
	Click on Update to save your changes

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Total monthly expenses

In this section, you can get a complete overview of your monthly expenses, your monthly remuneration, and your contribution margin.

NOTE:

The rounded monthly remuneration must be adjusted manually.

Your rounded monthly remuneration is the price of your offer. It is important to round up this number to ensure an optimal contribution margin on the offer.

	View the total monthly expenses, remuneration, and the contribution margin
	Click on Rounded monthly remuneration to adjust the offer price to ensure a rounded price, and most importantly an optimal contribution margin.
	Rounded remuneration
	See the calculated monthly remuneration Insert the Rounded monthly remuneration
	Click on Update to save your changes

NOTE:

If you type in a number in the "Rounded monthly remuneration" this number will stay fixed. Even though you change prices or the room registration of the offer.

Therefore, it is important to return to this section to adjust the Rounded monthly remuneration if you make changes to the offer basis.

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Window cleaning

Window cleaning is often maintained by a subcontractor, that you hire for or suggest to the customer. This task is therefore secondary to the normal offer, but can be included if the customer requests it.

	Click on Edit to include window cleaning
	Communicate with your window cleaner and add their prices for window cleaning in correlation to the customer's wishes.
	Interior price for cleaning windows on the inside. Exterior price for cleaning windows on the outside. Interior glass for polishing internal glass and glass surfaces. Cleaning or cleansing of cover surfaces and windows Other expenses that occur for the window cleaning's contribution margin. Profit is your commission rate for referring a subcontractor. Description of the tasks (which will be included on the generated documents)
	Click on Update to save your changes

INFO:

Change your master data for the individual offer basis.

Would you like to change the master data for an individual offer basis?

Read more about it here in this article: Edit offer basis

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Continue to Document generation

When your data is correct and completed on your offer basis, you can generate documents for your offer. See the article: Document generation