Meeting Cost Calculator for Freelancers

A potential client writes: “Could we hop on a quick call?” You say yes, because it feels rude not to. Then comes the prep, the call itself, the follow-up email and maybe a commute. Suddenly your afternoon is gone and nobody has paid for it. This calculator shows what that “quick call” really costs, so you can decide calmly how much time a first conversation deserves.

FAQ

How is the cost of a meeting calculated?

We add the meeting length, your prep time, your follow-up time and your travel time, then multiply the total hours by your hourly rate. It is a simple estimate of the paid work you could have done instead.

Which hourly rate should I enter?

Use the rate you would charge a client for that hour. If you are unsure, use your target rate rather than your lowest one. The result is then the value of the time you give away.

How is the suggested discovery-call limit chosen?

It is a rule of thumb: keep the whole unpaid package of call, prep, follow-up and travel close to one hour. The limit is rounded to 5 minutes and kept between 15 and 45 minutes. Adjust it to your own work.

How do I politely keep a call to the time limit?

Say it at the start: “I’ve set aside 20 minutes for us.” Then guide the call toward their goals, budget and timeline. If more is needed, offer a paid session or a written proposal.

Should I never take unpaid calls?

Not necessarily. A short discovery call can be a good investment in a client you want. The point is to choose it knowingly, with a time limit, instead of drifting into long free consulting.

What does the live timer do?

It counts the cost of the call itself at your hourly rate while the meeting runs. It does not include prep, follow-up or travel. Nothing is saved or sent anywhere.

Runs entirely in your browser – nothing is sent or stored.