WindowBossPro Blog — Quotes & Estimates

Bidding Window Cleaning for a Property Manager With Many Locations

A property manager can be the best customer a window cleaning company ever lands. One relationship, many buildings, steady recurring work. They are also the most demanding to quote. Every location is different, the decision-maker may not be on site, and the paperwork has to make sense to an accounting department you will never meet.

One Customer, Many Addresses

In Quoting Storefront Window Cleaning: Pricing a Monthly or Every-Two-Weeks Route we priced single shops. A property manager is several of those, sometimes plus office buildings, clinics and residential units, all under one name. In WindowBossPro that is one client with many addresses, each with its own window details and its own schedule.

Gather the Details Location by Location

Do not try to bid six properties from one conversation. Ask for a list of addresses, then gather details for each:

• Building type. Retail strip, office, clinic, apartment common areas.
• Window count and stories. 1-story, 2-story or 3+ story at each site.
• Sides. Outside only, or inside & outside, and whether tenants' interiors are included.
• Extras. Screens, tracks, hard-water on sprinkler-side glass.
• Frequency. Some sites may need every two weeks, others quarterly.
• Access. Hours, gate codes, on-site contacts, where to park, where to get water.

Visit the sites if you can. Multi-location bids are where small counting errors multiply. Six buildings each underquoted by a little adds up to a lot.

Price Each Location, Present the Total

Price each site on its own. Use your service list as usual: per window, story add-ons, extras, or a flat per-visit price for storefront-style sites. Then present the bid in a way the property manager can use:

• A line or section per address, so they can see what each property costs.
• The frequency for each address.
• A monthly total, because that is how most property managers budget.

Some managers will want to start with a few locations and add more later. Separate pricing per address makes that easy.

Monthly Account Billing

Property managers rarely want an invoice every time a van stops at one of their buildings. In WindowBossPro, a client set to Monthly gets ONE statement each month covering every location. Each line is labeled with the address, so the manager can see exactly which property each charge belongs to and pass it along to the right owner or budget.

Mention this in the bid. “You will receive one statement each month covering all locations, with each line labeled by address.” For a property manager, that is often as persuasive as the price.

Scheduling Many Locations

Each address gets its own recurring service with its own minimum days between visits: 14 or 30 for busy retail, 90 or 180 for quieter sites. Each one comes due on the Waiting List on its own. The office can route them with your other work, or group them on the same day if they are close together.

Access notes are critical here. Every property has its own rules: “Clinic: clean after 5pm only,” “Building B: check in with front desk, badge required.” Those notes show under each address on the tech's phone, so the crew does not have to call the property manager from the parking lot.

Who Approves and Who Gets the Bill

With property managers, the person you talk to is not always the person who approves or pays. Ask early: who signs off on the bid, who receives the statement, and is there a purchase order or vendor setup process? Some management companies need insurance certificates or a vendor form before work can start. Getting that sorted while the bid is under review saves a week of delay after the yes.

Record the billing contact on the client and the on-site contacts in each address's access notes, so the office knows who to call about money and the crew knows who to call about a locked door.

Proof of Work

Property managers often answer to owners and tenants. Before-and-after photos from the tech app give them proof that each building was serviced. The completed job, with time and photos, is a record you can point to if a tenant says the windows were never done.

Bigger Commercial Bids

If the property manager also handles office buildings or medical clinics, those bids follow the same approach with a few extra questions about hours, security and interior work. See Low-Rise Commercial Window Cleaning Bids: Offices, Clinics and Restaurants.

Bid the Portfolio, Price the Address

A property manager bid is a stack of small quotes presented as one clear proposal. Gather details per location, price each address, show a monthly total, and offer one monthly statement. For more on quoting in WindowBossPro, see the window cleaning estimate software page.