Turn a task list into a fixed project quote. Enter each task with its estimated hours, your hourly rate and expenses, then add a contingency buffer, profit and tax to see the total price, a line-item breakdown and the deposit to ask for upfront.
Last updated:
Tasks & time
Example: "Logo design, 6". The last number on each line is read as hours.
$/ h
$
Software, stock assets, travel, subcontractors.
Buffers, profit & payment
%
Typical: 10–20% for unclear scope.
%
Added on top of cost + contingency.
%
% of total
Enter your values to see the result.
Advertisement
Advertisement
How to use the Freelance Project Price Calculator
List your tasks, one per line, with the estimated hours after a comma (e.g. "Wireframes, 8").
Enter your hourly rate and any project expenses such as software, stock assets or subcontractors.
Add a contingency (10–20% is common) and a profit markup, plus tax if you must charge VAT, GST or sales tax.
Set the deposit percentage you will ask for before starting.
Press Calculate quote to see the total, the per-task prices and the deposit, then copy the summary or download the CSV.
How the project quote is built
The calculator follows the usual cost-plus method for fixed-price freelance work:
Labor = total estimated hours × hourly rate
Cost = labor + project expenses
With contingency = cost × (1 + contingency %)
Price before tax = cost with contingency × (1 + profit %)
Quote total = price before tax × (1 + tax %)
Deposit = quote total × deposit %
Example: 80 hours at $75 is $6,000 of labor. Add $250 of expenses for a cost of $6,250. A 10% contingency makes $6,875, and a 15% profit markup brings the price to $7,906.25. A 50% deposit is $3,953.13.
Each task's quoted price is its labor cost multiplied by the same contingency and profit factor, so the per-task lines in the table add up exactly to the pre-tax price you put in a proposal.
Contingency and deposit rules of thumb
Project situation
Contingency
Deposit
Repeat client, clear scope
0–10%
25–50%
New client, defined deliverables
10–20%
50%
Vague brief or many stakeholders
20–30%
50% or milestone payments
Small job under a few hours
0–10%
Often 100% upfront
These are common practice ranges, not rules. A written scope with a revision limit protects your margin better than a large buffer.
Frequently asked questions
How do I price a freelance project?
Estimate the hours for each task, multiply by your hourly rate, add direct expenses, then add a contingency buffer for unknowns and a profit margin. Many freelancers quote the result as a fixed project price instead of showing the hourly math.
How much contingency should I add?
A buffer of 10% to 20% is common for well-defined work. For vague briefs, new types of work or clients who request many revisions, 25% or more is reasonable. Alternatively, keep the buffer smaller and define a clear revision limit in the contract.
Why add profit if my hourly rate already covers my costs?
Your rate pays for your time, but a markup covers business risk, unpaid admin time, equipment and growth. Some freelancers build profit into the rate instead; in that case set the profit markup to 0%.
In what order are contingency, profit and tax applied?
This calculator adds contingency to labor plus expenses, then applies the profit markup to that subtotal, then applies tax to the pre-tax price. Changing the order would give a slightly different total.
How big should the deposit be?
Deposits of 25% to 50% are common for project work, and some freelancers ask for 100% upfront on small jobs. A deposit reduces the risk of non-payment and confirms that the client is committed.
What is the effective hourly rate?
It is the pre-tax quote divided by your estimated hours. If you finish within the estimate it shows what each hour really earns, which helps you check whether a fixed price is worth taking.
Should I charge tax on my quote?
That depends on where you and your client are and whether you are registered for VAT, GST or sales tax. Check your local rules or ask an accountant; this tool simply adds the rate you enter.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.