Project Quote Calculator
Turn estimated hours into a fixed-price quote, with room for scope creep.
Why fixed-price quotes need a buffer
Quoting a project by the hour is simple, but many clients want a single fixed number before work starts. The risk is that fixed-price quotes absorb every estimation error and every bit of scope creep — if the project runs longer than planned, an hourly freelancer still gets paid for the extra time, but a fixed-price freelancer eats the cost.
This calculator starts with your honest estimate: hours multiplied by your hourly rate, plus any flat costs like subcontractors or paid assets specific to the project. It then adds a contingency buffer on top — a percentage that exists specifically to absorb the small surprises almost every project has, without you needing to renegotiate the price midway through.
Choosing a buffer percentage
A well-scoped project with a clear brief and an established client relationship might only need a 10% buffer. A vague brief, a new client, or a project with a lot of unknowns (research-heavy work, unfamiliar tools, dependencies on someone else's timeline) justifies 20% or more. The buffer isn't padding — it's pricing in the uncertainty that's already there whether you charge for it or not.
If you don't have hours estimated yet and want a general rate first, start with the Day Rate Calculator or Hourly Rate Calculator. Once you've delivered the project, the Freelance Tax Calculator can estimate what you'll actually keep after tax.
Frequently asked questions
How big should my contingency buffer be?
10% for well-defined projects with clear scope and a known client, 20% or more for vague briefs, new clients, or anything with a lot of unknowns. Some freelancers use a flat 15% as a default across the board.
Should I show the client the buffer separately?
Most freelancers don't itemize it — the buffer is baked into the single quoted price rather than shown as a line item, since breaking it out invites negotiation on exactly that line.
What counts as a flat expense?
Anything specific to this project that isn't your own time: a subcontractor's fee, a licensed asset or font, a one-off software purchase. Recurring business costs like your general software subscriptions are better reflected in your hourly or day rate instead.
How does this relate to my day rate?
Your hourly rate here should be consistent with the one you use in the Day Rate Calculator or Hourly Rate Calculator — this tool just applies it to a specific number of estimated hours and adds a safety margin.