Freelance Project Quote Calculator
The client has just written: "Can you send me a quote by tomorrow?" You open a blank document and the doubt starts. Is 20 hours enough? What if they ask for three rounds of changes? You do not want to guess low and resent the project by week two. List your tasks, add a buffer, and see a price you can say out loud, plus the deposit to ask for and what happens to your hourly rate if the work runs over.
1. Tasks and estimated hours
List each task and how many hours you think it takes. Be honest, not heroic.
2. Rate, buffer and costs
Your project price
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Deposit to request up front
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Hours planned (with buffer)
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Effective hourly rate if it runs over
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These figures are estimates and a planning aid. They do not replace a tax professional or accountant.
3. Quote summary
Get Paid On Time – Freelance Invoice, Hours & Client Tracker (Excel)
FAQ
How do I estimate hours for each task?
Split the project into small tasks, such as kickoff call, first draft, revisions and handover. Estimate each one on its own. If you have done similar work before, look at how long it really took, not how long you remember it taking.
How big should my buffer be?
It depends on how clear the brief is and how many people give feedback. A well-defined project with one decision-maker may need a small buffer. A vague brief or a committee usually needs more. The calculator lets you try different values and see the effect on the price.
What does the 'effective hourly rate if it runs over' show?
It shows what you would earn per hour if the work takes longer than your buffered estimate, while the price stays the same. Fixed costs are left out because they are not payment for your time. It helps you see how much overrun the quote can absorb.
How much deposit should I ask for?
Many freelancers use 30 % to 50 % up front, and the rest on delivery or in stages. The right amount depends on the project size, the client and your own cash flow. Put it in writing before you start.
Where do fixed costs go?
Enter anything you must pay for this specific project, such as stock photos, licences, fonts or a plugin. They are added to the price once, without a buffer, and are not counted as your earnings per hour.
Does this include taxes?
No. The result is a planning estimate before any taxes or VAT. Ask a tax professional or accountant how to handle them in your situation.
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