Step 3 - Completion of quote basis

How do I complete my quote basis in CleanCalculator?

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

If you have not created a quote basis or registered any rooms yet, you can learn more about the process in the following user guides:

Create quote basis

Room registration

 

When you continue from the room registration, you will reach an overview of your quote basis.
Here, you have the option to add additional information regarding, for example, extra tasks, window cleaning, extra time (such as transport), supplements, or extra expenses (such as equipment rental).

You can also view and adjust the monthly remuneration and contribution margin.

In this article, you will learn how to make additional adjustments to your quote:

• 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 quote basis

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Completion of quote 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 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 generated quote documents. In the section Walking time, you can add the expected time it will take to move between work tasks, such as walking between buildings or taking rubbish 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 expenses and material costs
	Click on the calculated time per visit
	Include agreed-upon work hours that fall outside regular working hours:
	Evening hours: For example, between 18:00 and 22:00 Nightly hours: For example, between 22:00 and 05:00 Sunday and public holiday supplements: If work is expected on these days 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 allocate sufficient time for employees to complete the work. Therefore, always 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
	Click on Update to save your changes

NOTE:

If you enter data in the rounded time per visit field and later adjust the room registration, the data in this field will not update automatically. You must revisit this section to adjust the rounded time per visit after making changes to the room registration.

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How to add periodic extra hours

If your quote includes 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 for any expected extra 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, broken down into labour and material costs
	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 for the tasks
	Click on Update to save the changes

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Additional costs per month

You can add extra expenses to your quote, such as transport costs or equipment rental

	Click on Edit to modify the additional costs per month
	Adjust the additional costs per month
	Add Other costs per month that impact work-related expenses Add Transport per month to cover employee transport expenses Add Rental equipment per month, for example, if machines are rented or equipment is rented out to the customer Add a Description of all the additional expenses for your quote
	Click on Update to save your changes

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Total monthly expenses

In this section, you can review your total monthly expenses, monthly remuneration, and contribution margin.

NOTE:

The rounded monthly remuneration must be adjusted manually.

The rounded monthly remuneration represents the price of your quote. It is essential to round up this figure to ensure an optimal contribution margin.

	View the total monthly expenses, remuneration, and contribution margin
	Click on Rounded monthly remuneration to adjust the 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 enter a figure in the rounded monthly remuneration field, it will remain fixed. If you change the room registration or other details, you must revisit this section to adjust the rounded monthly remuneration.

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Window cleaning

Window cleaning is often handled by a subcontractor hired by or suggested to the customer. Although secondary to the main quote, it can be included upon customer request.

	Click on Edit to include window cleaning
	Communicate with your window cleaner and add their prices for window cleaning as per 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 quote basis.

Do you want to change the master data for an individual quote basis?

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

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Continue to Document generation

Once your data is complete and correct, you can generate documents for your quote. See the user guide: Document generation