Janitorial Scope and Unit Rate Kit

Janitorial spend becomes uncontrollable when scope is described as "clean the building."

This kit turns janitorial into measurable units so you can:

• compare vendors consistently
• validate invoices quickly
• prevent scope creep and unpriced add-ons
• hold service quality accountable

What you will produce

1. Zone and space inventory
2. Task and frequency matrix by zone
3. Unit rate schedule and add-on menu
4. Inspection and acceptance checklist
5. Invoice validation rules

Step-by-step implementation

Step 1: Build a zone inventory

You need a simple inventory of what is being cleaned.

Use zones that match how the vendor operates, for example:

• lobby and common areas
• restrooms
• office areas
• loading and back-of-house
• amenity spaces

Step 2: Define tasks and frequencies per zone

Tasks should be specific. Frequencies should be simple.

Examples:

• daily
• three times per week
• weekly
• monthly

Step 3: Convert scope into unit rates

Pick a unit that matches how you pay:

• monthly rate per cleanable square foot
• per visit rates for special areas
• per event rates for deep cleans

Step 4: Define acceptance and inspection

If quality is not inspected, it will degrade.

Step 5: Install invoice validation rules

An invoice should not be approved unless it references:

• site and zones covered
• unit rates
• approved add-ons with dates

Templates

A) Zone inventory (copy and paste)

Copyable template (TEXT)
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Zone Inventory

| Site | Zone | Cleanable square feet | Notes |
| ---- | ---- | --------------------: | ----- |

B) Task and frequency matrix (copy and paste)

Copyable template (TEXT)
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Task and Frequency Matrix

| Zone | Task | Frequency | Included (yes or no) |
| ---- | ---- | --------- | -------------------- |

C) Unit rate schedule and add-on menu (copy and paste)

Copyable template (TEXT)
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Unit Rate Schedule

Base service:
- Unit: cleanable square feet per month
- Rate: $____ per square foot per month
- Included zones:
- Exclusions:

Add-ons (priced menu):
- Deep clean restroom: $____ per occurrence
- Floor buff and polish: $____ per occurrence
- Carpet extraction: $____ per occurrence
- Window cleaning: $____ per occurrence
Add-on rule:
- Add-ons require approval before work occurs
- Invoice must include date, zone, and approval reference

D) Inspection checklist (copy and paste)

Copyable template (TEXT)
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Janitorial Inspection Checklist (weekly)

Site:
Week of:

Zones inspected:
- Lobby and common areas
- Restrooms
- Offices
- Back-of-house

Score each zone (0 to 2):
0 = not acceptable
1 = acceptable
2 = excellent

Notes and issues:
- Issue:
- Zone:
- Photo link:
- Corrective action owner:
- Due date:

E) Invoice validation checklist (copy and paste)

Copyable template (TEXT)
Copy
Janitorial Invoice Validation Checklist

Invoice number:
Service month:

- Base rate matches unit rate schedule
- Cleanable square feet matches zone inventory
- Add-ons match priced menu
- Add-ons have approvals and dates
- No duplicate charges
Decision:
- Approve
- Dispute and request correction

Common failure modes

• zones and square footage are not documented, so pricing is impossible to validate
• vendors add work without approvals, then bill after the fact
• inspections happen only when there is a complaint