Office maintenance providers send quotes for recurring contracts, suite refreshes, flooring or paint projects, and larger repairs. Property managers often collect two or three bids, so clients compare scope, response time, and insurance as much as price.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Naming the suite, floor, or rooms prevents arguments over whether the break room or common area was part of the job.
Clients need to know whether a visit means a quick look or actual repairs, and how often you will be there.
It shows where the money goes and makes later change orders easier to explain.
Noisy or disruptive work may need to happen after hours, which can change the price and the schedule.
Electrical, plumbing, and HVAC repairs beyond basic tasks may need a licensed contractor and a separate price.
Hidden damage behind walls or ceilings is common, and an agreed rate avoids stalled projects.
Material prices change, and a deadline protects you from honoring an old price months later.
| Service | Priced | Typical range |
|---|---|---|
| General maintenance and repairs (hourly) | per hour | $55-110 |
| Trip charge / minimum service call | per visit | $50-100 |
| Monthly maintenance contract (small office, weekly walkthrough) | per month | $250-800 |
| Light fixture, bulb, and ballast/LED driver replacement | per hour plus materials | $60-100 |
| Interior painting touch-up or suite repaint | per sq ft | $1.50-4 |
| Ceiling tile and drywall patch repair | per repair | $75-250 |
| HVAC filter replacement and basic inspection | per visit | $75-200 |
| After-hours or emergency call | per hour | $100-200 |
Typical US ranges. Rates vary by region, experience, and job size.
Look at the age of fixtures, HVAC units, flooring, and doors. Older buildings generate more calls, and a quote built on a quick guess often underprices the first year.
Present a basic plan with monthly inspections and a fuller plan with included labor hours. Clients tend to pick the middle option, and you set the limits.
Add a small buffer, often 5-10%, for hidden conditions on repairs and refreshes, or clearly state that unforeseen conditions will be billed separately.
Property managers usually require general liability insurance. Listing coverage on the quote helps you stand out from lower bidders who lack it.
For simple jobs, most providers quote free. For large projects that need detailed measuring or drawings, a paid estimate that is credited toward the job if accepted is reasonable.
Thirty days is typical. Shorten it to 7-14 days when the quote depends on volatile material prices like lumber or flooring.
For a flat quote, you generally absorb ordinary overruns. For true surprises, such as water damage found behind a wall, stop and send a written change order for approval before continuing.
It is strongly advised. A signed or emailed written approval, ideally with a PO number, protects you and gives the client's accounting team what it needs to pay.
Use the Office Maintenance invoice template to bill the client, or convert this estimate once it's approved.
Office Maintenance invoice template