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Freelance Project Quote Calculator

Turn an honest hours estimate into a fixed-price quote that still protects your margin when scope creeps.

Include kickoff, revisions, PM.

$
$

Stock assets, subcontractors, software bought for this job.

%

10–15% well-scoped, 25–40% if uncertain.

%

Leave at 0 if not applicable.

Quote this project at

$3,840.00

Labour$3,000.00
+ Expenses$200.00
+ Buffer (20%)$640.00
Subtotal$3,840.00
+ Tax / VAT$0.00
Total quote$3,840.00

Tip: present the total as one confident number — keep the buffer internal.

Fixed-price quoting without losing money

Fixed-price work pays well when your estimate is right and badly when it isn't. The two mistakes that hurt most are forgetting non-billable project work (kickoff calls, revisions, project management) and leaving no buffer for the scope that always grows.

This calculator starts from your estimated hours and rate, adds direct project expenses (stock assets, subcontractors, software), then applies a contingency buffer and a tax margin so the price you send is the price you can live with.

Choosing a contingency buffer

A 10–15% buffer suits well-scoped work with a clear brief. Push toward 25–40% for vague requirements, a new client, or a domain you haven't worked in. The buffer is not padding — it is the price of uncertainty, and the client is buying certainty from you.

Frequently asked questions

Should I show the buffer to the client?
No — present a single confident number. The buffer is internal pricing for risk, not a line item. If the project runs smoothly it becomes margin; if scope grows it keeps you whole.
How do I estimate hours I can't see yet?
Break the project into concrete deliverables, estimate each, then add a slice for kickoff, revisions, and project management. Summing small, nameable tasks beats guessing one big number.
Fixed price or hourly?
Fixed price rewards speed and suits well-defined deliverables; hourly protects you when scope is unknown. Many freelancers quote fixed with a written change-order rate for work beyond the agreed scope.
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Last updated 2026-06-01.