1. List the work before estimating the price
Break the project into tasks. A small website might require a brief, page planning, design, implementation, content entry, testing, review rounds and handover. Estimate each task separately. If a task is uncertain, ask the client for more information before presenting a fixed price.
Write down exclusions alongside the estimate. A project priced around client-supplied copy should not quietly become a copywriting job.
2. Choose a rate that supports your business
Your rate needs to support time spent outside client work as well as the hours you can bill. The free hourly rate calculator gives you a starting point from annual earnings, business costs and billable capacity. Market demand, specialist skill and value to the client also affect your final price.
3. Calculate the project subtotal
| Example input | Calculation | Amount (USD) |
|---|---|---|
| Estimated labour | 24 hours × $65 | $1,560.00 |
| Direct project costs | Project-specific expenses | $100.00 |
| Contingency | 15% × ($1,560 + $100) | $249.00 |
| Quote before tax | Labour + costs + contingency | $1,909.00 |
| 50% deposit | $1,909 × 50% | $954.50 |
This is an illustration, not a suggested market price. The contingency is a buffer for estimation uncertainty. It does not include unlimited extra deliverables. Confirm any applicable tax separately.
4. Give the quote boundaries
State what the price includes, how long the quote is valid, the review rounds, the dependencies and the payment schedule. If the scope changes, re-estimate the extra work and get written approval before proceeding.
5. Compare the estimate with the actual result
After delivery, compare estimated and actual hours by task. Note what caused differences: missing content, unexpected technical work or slow approvals. Use those observations to improve the next estimate instead of relying only on a bigger blanket buffer.