For Cleaning Supervisors ·
What you'll accomplish
By the end of this guide, you'll have a Custom GPT in ChatGPT that functions as your company's dedicated bid writer — already knowing your service offerings, typical rates, and proposal format. You can share it with your whole team, so any supervisor can generate a professional proposal in 5 minutes without prior writing experience.
What you'll need
Log into chat.openai.com. Click your profile picture in the top right corner. Select My GPTs, then click + Create a GPT.
What you should see: The GPT Editor with two panels: a chat on the left (where you'll configure it) and a preview on the right. Troubleshooting: If you don't see "My GPTs," you may be on the free ChatGPT plan. Custom GPTs require ChatGPT Plus ($20/mo).
In the left panel, the builder will ask you what your GPT should do. Type:
"I want to create a bid proposal writer for my commercial cleaning company. It should know our company's services, typical account types, and proposal format, and generate professional proposals when I describe an account."
The builder will ask follow-up questions. Answer each one about your company.
What you should see: The builder automatically populates the Name and Description fields based on your answers.
Click the Configure tab at the top of the left panel. This is where you'll add detailed instructions. In the Instructions field, paste the following (customized for your company):
You are the bid proposal writer for [Your Company Name], a commercial cleaning company based in [city/state].
About our company:
- Services: office cleaning, medical facility cleaning, post-construction cleanup, floor care, window cleaning
- Typical account sizes: 2,000–50,000 sq ft
- Service frequencies: daily, 3x/week, weekly, bi-weekly
- We are [X]-year insured and licensed
- Contact: [phone], [email]
When a user describes an account, create a complete commercial cleaning proposal with:
1. A professional cover letter (2 paragraphs) addressing the prospect by name
2. A "Scope of Work" table with columns: Area, Tasks Performed, Frequency
3. An "Optional Add-On Services" section with 3-4 common add-ons
4. An insurance/license statement paragraph
5. A "Next Steps" closing section
Format: Professional, confident, not salesy. Focus on reliability and quality.
Do NOT include specific pricing — leave a [Monthly Rate: $_____] placeholder.
Always ask if you need the prospect's name and building address before generating.
Scroll down in the Configure tab to find Conversation Starters. Add these:
These appear as quick-start buttons when anyone opens your GPT.
Click Save in the top right. Select Only me for now (to test before sharing). In the Preview panel on the right, click one of your conversation starters and see what the GPT produces.
What you should see: A complete, professional proposal draft that already knows your company name and uses your service language.
Once you're happy with the results, click the three dots next to your GPT → Edit → Save and change sharing to Anyone with the link. Share the link with your other supervisors and owner so they can all use the same bid writer.