WindowBossPro Blog — Quotes & Estimates

Window Cleaning Estimate Software: The Complete Guide to Quoting, Approval and Booking the Job

Every window cleaning job starts the same way: somebody asks what it costs. How fast and how accurately you answer decides whether you get the job, whether you make money on it, and whether the crew walks into a surprise on the ladder. This guide covers the whole path from the first request to a cleaning sitting on a van's route, and how estimate software keeps each step tied to the next.

Why Quoting Deserves Its Own System

If you want the short version of how WindowBossPro handles quotes, start on the window cleaning estimate software page. This article is the long version.

Most window cleaning companies start quoting with a notepad, a calculator app and a text thread. That works for the first dozen customers. Then it starts leaking. A price gets texted from the truck and never written down. A customer remembers that screens were included when they were not. The owner quotes a two-story house from the street, and the crew discovers a third story on the back side. Each mistake is small. Together they are the difference between a profitable season and a busy one.

Estimate software fixes the leak by putting the quote, the window details and the schedule in one place. The approved estimate becomes the scheduled job, and the window details you enter on the job once are what the crew sees on every visit after that.

Step One: A Service List With Your Own Prices

Every estimate in WindowBossPro is built from your service list. The service list is simply the things you sell and what you charge for them. A typical residential window cleaner might set up items like these, with their own prices:

• Window cleaning, outside — priced per window, say $6 a window.
• Window cleaning, inside — priced per window, often less than outside.
• Second-story add-on and 3+ story add-on — an extra per upper window.
• Screens — per screen.
• Tracks — per track or per window.
• Hard-water removal — per window or per pane, quoted separately from the regular clean.
• Storefront cleaning — a flat price per visit.

The prices are yours. WindowBossPro does not invent prices or suggest market rates. Once the list is set up, an estimate is just quantities: 28 windows outside, 28 inside, 12 upper windows, 22 screens. The software adds it up. We go deeper on this in Building Your Service List So Every Window Cleaning Estimate Adds Itself Up.

Step Two: Count the Windows and Record the Details

A per-window price is only as good as the count. You can count from the curb, from photos the customer texts you, from a map image, or on a walkthrough. Each has trade-offs. Curb counts are fast but miss the back side. Photos catch more but depend on the customer. A walkthrough is the most accurate and the most time.

Whatever method you use, record what you find on the job, not just in the price. WindowBossPro keeps window details on every job:

• Number of windows.
• Stories: 1-story, 2-story or 3+ story.
• Sides: outside only, inside & outside, or inside only.
• Extras: screens, tracks, hard-water removal.
• Access notes: gate code, the dog, where to set the ladder, skylights.

Those details show under the address on the lists and on the tech's phone, like “28 windows · 2-story · Inside & Outside · Screens.” The next time the house comes due, nobody has to count again.

Step Three: Price the Things That Take Longer

Not every window is the same window. A French door with fifteen small panes takes longer than a picture window. A second-story window means a ladder or a pole. Hard-water stains can take longer than the clean itself. Post-construction work brings paint, stickers and mortar. A good estimate prices those differences out loud instead of burying them in a guess.

The usual approach is a base price per window plus add-ons: story add-ons for height, per-pane or per-window charges for French panes, and separate line items for screens, tracks and hard water. Some companies prefer a flat price for the whole house. That works too, as long as you know what is inside the number. See Per Window, Per Pane or Flat Rate: Choosing a Window Cleaning Pricing Method for the trade-offs.

Step Four: Send It and Let the Customer Approve Online

Once the estimate is built, the customer gets it and approves it online. No printing, no signatures to chase, no reading line items over the phone while they hunt for a pen. When they approve, you see it in the office.

An estimate the customer can read is an estimate the customer approves. Name each line in plain words (“Outside window cleaning, 28 windows”), keep extras on their own lines, and say what is not included. If you sell recurring service, show the per-visit price so the customer understands what each cleaning costs.

Not every estimate gets an answer. Some sit. The fix is a simple follow-up habit: check open estimates every few days and send a short text through two-way texting from the office. The reply comes back to the same place.

Step Five: The Approved Estimate Becomes Scheduled Work

This is where most quoting systems fall apart. The customer says yes, and someone retypes the job into a calendar, a spreadsheet or a route sheet. In WindowBossPro, the approved estimate becomes scheduled services. A one-time spring clean or move-out goes on a day. A recurring plan is set by minimum days between visits: quarterly homes on 90 days, twice-a-year homes on 180, storefronts on 30 or 14.

From there, recurring cleanings come due on their own on the Waiting List, a live map and list of every cleaning that is due, with pins colored for not due yet, due now and overdue. The office assigns them to a van and a day, auto-routes Closest First or Furthest First from the shop, and the tech sees the job on their phone. Enter the window details and access notes on the job once, and they show on every visit after that.

Website Requests and Sign-Ups

Not every quote starts with a phone call. WindowBossPro includes a website request form and a sign-up form. The request form is for people who want a quote. The sign-up form is for people ready to buy: they choose services and pricing and leave a card, which is captured with the sign-up. Both flow into Form Responses. One click converts a sign-up into a client, with the address on the map and the card on file.

Storefronts and Property Managers

Commercial quoting has its own shape. Storefronts are usually a flat price per visit on a monthly or every-two-weeks plan, often outside only. A property manager may want one bid covering many locations. WindowBossPro handles that as one client with many addresses, each with its own window details, and an account set to Monthly gets one statement covering every location, with each line labeled by address.

Common Quoting Mistakes

• Quoting from the front only. The back side is where the extra story, the sunroom and the hard-water slider live.
• Leaving extras implied. If screens are not on the estimate, assume the customer thinks they are included.
• No minimum. A six-window job still needs a drive, a setup and an invoice. A minimum job charge covers it.
• Losing the details. If the window count never gets entered on the job, someone counts again next time.

Putting It Together

Window cleaning estimate software is not about fancy quotes. It is about one record that starts with a request, becomes an estimate built from your own prices, gets approved online, and turns into a cleaning on a van's route with every detail the crew needs. Plans start at $59/month, with Pro at $89 and Crew at $199, and you are never billed per user. For a feature-by-feature look, go back to the WindowBossPro window cleaning estimate software page, then read How to Quote a Window Cleaning Job, Step by Step.