Break your project into tasks, add your rate, and get a professional quote to send to clients.
| Task / Phase | Hours | Rate ($/hr) | Cost | |
|---|---|---|---|---|
| $0.00 |
Sending a clear, well-structured quote is the first step to winning professional projects and setting expectations. This free project quote estimator helps you break down any project into tasks, apply your hourly rate, and generate a polished quote you can print, save as PDF, or copy directly to send to your client.
Start by choosing a quick-start template (WordPress Site, Mobile App, Brand Identity, etc.) or build your own project scope from scratch. Enter the client name, project name, and quote details. Set your default hourly rate, overhead margin, and risk buffer — these apply across all tasks. Then add individual tasks or phases with estimated hours and per-task rates if they differ from the default.
The quote summary shows total hours, base cost, overhead, risk buffer, and the final quote amount. You can print or save as PDF with a single click, or copy the quote summary to your clipboard as a formatted text block ready to paste into an email. The printable version includes a professional layout with all tasks, costs, and validity terms.
A good quote breaks the project into clear phases or tasks with estimated hours and costs. This protects both you and the client by setting explicit expectations. Even a simple project should have at least 3–5 line items. Too vague and the client may expect a different scope; overly granular and the quote becomes hard to read. Strike a balance with meaningful task groupings.
Always include a note in your quote that additional work outside the listed tasks will be billed separately. The risk buffer in this tool (typically 10–20%) helps absorb minor scope changes. For significant changes, issue a revised quote or a change order document. Clearly state your revision policy and hourly rate for out-of-scope work before starting the project.
Yes, always specify your payment terms in the quote or the accompanying message. Include the deposit percentage (typically 30–50%), payment due dates, late payment penalties, and accepted payment methods. Setting these expectations upfront reduces payment delays and prevents misunderstandings. You can add these details in the notes area or in your email when sending the quote.
Clearly define how many revision rounds are included in your quote and what constitutes a revision. For example, "minor changes to existing content" might be included, while "new pages, features, or major directional changes" require a new quote. Include a revision buffer in your pricing (the risk buffer slider) to account for client feedback cycles without eating into your profit.
Negotiation is normal in freelancing. Rather than lowering your hourly rate, consider adjusting the scope — remove non-essential tasks, reduce revision rounds, or offer a longer timeline. You can also show how your rates are calculated (as this tool does) to justify your pricing. If the client insists on a lower rate, make sure it does not fall below your minimum break-even rate calculated in the hourly rate calculator.