How to build a good project quote
- List every task, not only the big ones. Meetings, revisions, project management, testing and handover are where estimates most often go wrong.
- Estimate hours honestly. People commonly underestimate how long work takes, so estimate each task on its own rather than guessing a total.
- List expenses separately: licences, stock assets, printing, travel and third-party services belong on their own lines, not hidden in your rate.
- Add a contingency for the unexpected. The default is 15%, which is a starting point you should change to suit the risk of the job.
- Pick a currency and agree it with the client before you quote.
The calculator rounds each task to the cent, adds labour and expenses, applies the contingency percentage to that subtotal and shows the total. It does not add tax: if you charge VAT, GST or sales tax, add it on your invoice or quote document.
Worked example
A small website job at 60 an hour, one expense and the default 15% contingency:
Design mockups 20 h x 60 = 1,200.00 Build pages 40 h x 60 = 2,400.00 Testing and fixes 8 h x 60 = 480.00 Labour 4,080.00 Stock licence 120.00 Subtotal 4,200.00 Contingency (15%) 630.00 Total quote 4,830.00
Fixed price or hourly?
A fixed price gives the client certainty and suits work whose scope is clear and that you have done before; the risk of overruns is yours. Hourly billing suits uncertain or evolving work, because the client carries that risk instead. A common middle path is a fixed price for a clearly defined phase, with an hourly rate for anything outside it. Use the hourly rate calculator to decide what the rate in each task should be.
Protecting yourself from scope creep
- Say what is included: deliverables and a number of revision rounds, such as "two rounds of revisions".
- Say what is not included, for example copywriting, photography or hosting.
- State your rate for extra work so a change request has a price before it is asked for.
Frequently asked questions
What contingency percentage should I use?
There is no standard figure. Use less for small, well-understood jobs with a client you know and more for new clients, integrations or anything that depends on third parties. The default of 15% is a placeholder you should replace.
Should I show the breakdown or just the total?
Both approaches are used. A breakdown helps a client see the value, while a total (or a total per phase) avoids line-by-line haggling. The copy button gives you the breakdown as plain text to edit as you wish.
How do I handle expenses in a quote?
List them on their own lines and agree up front whether you pass them on at cost or with a handling fee. Get the client's approval before spending money on their behalf.
Does the total include tax?
No. The calculator does not add VAT, GST or sales tax because the rules depend on where you and the client are. Add tax according to your own registration.
How should I price a rush job?
Some freelancers add a rush surcharge. If you do, show it as its own line so the client sees why the price changed, and choose a percentage that reflects the real disruption to your other work.
Can I use it for a monthly retainer?
Yes. Estimate the tasks and hours you expect each month and use the total as the basis for the retainer fee. Agree what happens when the client needs more hours than the retainer covers.