Freelance Quote Calculator

How to price a freelance project

Hourly rate vs. fixed project quote

An hourly rate bills the client for the time you actually spend. If the work takes longer, the client pays more. A fixed project quote is one agreed price for a defined piece of work. The client knows the cost up front, and you carry the risk if it takes longer than planned.

Many freelancers still think in hourly terms internally and then convert that into a fixed quote. That is what this calculator does. A fixed quote only protects you if the scope is clearly written down.

Estimating hours

Break the project into tasks and estimate each one separately. Small pieces are easier to estimate than one big guess. Remember the work that is easy to forget: calls, emails, setup, file preparation, testing, handover and invoicing. If you have done similar projects, look at how long they really took, not how long you hoped they would take.

Including direct expenses

Direct expenses are costs you pay only because of this project: a font or stock photo license, a specific software subscription, printing, travel, or a subcontractor. Add them separately so the client can see what they are paying for. General running costs, like your laptop or internet, are usually better covered by your hourly rate itself.

Revisions and uncertainty

Projects rarely go exactly to plan. A buffer gives you room for feedback rounds, unclear requirements and small surprises. A newer client or a vague brief may justify a larger buffer than a repeat client with a detailed brief. Choose a percentage you can explain, and state how many revision rounds are included.

Defining what is in and out of scope

Write down exactly what the price includes: deliverables, number of revisions, formats, and timeline. Then list what it does not include. When the client asks for something extra later, you can point to the scope and quote it separately instead of absorbing the cost.

Worked example (fictional numbers)

Checklist before you send a quote

• The deliverables are listed clearly and specifically.
• The number of included revision rounds is stated.
• Anything out of scope is named.
• Expenses are listed separately, or clearly included.
• The timeline and what you need from the client are written down.
• Payment terms are stated (for example, deposit and due dates).
• You have considered tax obligations in your own country.
• You have said how long the quote is valid.

Is this a guaranteed price?

No. It is a starting estimate based only on the numbers you enter. The right price also depends on scope, the value of the work to your client, deadlines, your experience and your market. Use it as a starting point, then adjust.

Does this convert currencies?

No. The currency selector only changes the symbol shown next to the numbers. If you enter 50 and switch from $ to €, the calculation still uses 50. Enter your numbers in the currency you will invoice in.

How should I estimate hours?

List every task, estimate each one, and add them up. Include communication, admin and revisions time. Compare with how long similar past projects actually took. If you are unsure, use the buffer rather than quietly inflating every task.

Why is the buffer applied only to labor?

Expenses are usually known costs, while time is where most uncertainty sits. If you expect expenses to change too, include a margin in the expenses figure itself.

What should I do about taxes?

Tax rules depend on your country, your business setup and sometimes your client's location. This calculator does not include tax, VAT or sales tax. Check with your country's official tax authority or a qualified tax professional before deciding how to price and invoice.

Do you save or send my numbers anywhere?

No. The calculation happens in your browser. The page has no forms that submit data, no analytics and no tracking.