Key takeaways
- The best savings come from changing scope, frequency and supplies, not from squeezing labor.
- Trade value for value: a longer term, a flexible schedule or bundled services in exchange for a rate lock.
- Be wary of a discount that comes with a much weaker scope.
Good negotiation is not about beating the vendor down. It is about finding the scope and terms that work for both sides.
Start with your own scope
Before you ask for a discount, review what you are paying for.
- Frequency. Do low-use areas need cleaning every night?
- Task list. Are any tasks no longer needed?
- Supplies. Would buying consumables yourself save money?
- Hours. Is the timing flexible, which can help the vendor schedule efficiently?
What vendors can often offer
- A rate lock for a set period
- Bundled services, such as regular cleaning plus carpet cleaning
- A flexible schedule that suits their crew routes
- Volume pricing if you have multiple locations
- A referral or multi-year discount where appropriate
What to offer in return
- A longer initial term, with a fair exit clause
- Prompt payment or autopay
- Consolidating sites with one vendor
- Reasonable access and clear communication
Questions to ask
- If we change the frequency in these areas, how does the price change?
- What would a longer term do to the monthly rate?
- Can supplies be itemized so we can decide whether to buy them ourselves?
- What are the price increase terms at renewal?
Cautions
- Do not ask for a price that does not cover labor. It usually results in worse service or turnover.
- Be careful with big discounts for long contracts that make it hard to leave.
- Compare the same scope. A lower price on a narrower scope is not a savings.
Use bids as information, not ammunition. Share your needs and ask what the vendor can do. Honest vendors will tell you what trade-offs are possible.
See how to evaluate bids and what a good contract includes.