Price the whole job.
Not just the fun part.
A project fee should cover the work your client sees and the time that makes that work possible.
1. Break the project into actual activities
Before multiplying hours by a rate, list the tasks. For a small website, this might include discovery, content review, layout, development, testing, revisions, and handover. Add meetings, email, file preparation, and project administration. These activities consume your time even when they are not separate line items on an invoice.
Estimate each task independently. If you have records from similar work, use them. If the project contains unfamiliar requirements, identify them before promising a fixed price.
2. Choose a rate that reflects your costs
Your hourly rate is an input, not something a calculator can choose for you. It needs to account for business expenses, non-billable work, time off, and your income needs. A rate that covers a working hour is different from a salary divided by every hour in the year.
3. Add a visible contingency
Contingency is room for uncertainty within the agreed scope. It is not permission for unlimited requests. For an illustrative project of 24 hours at $75 per hour, a 15% buffer produces this estimate:
| Component | Illustrative amount |
|---|---|
| 24 hours × $75 | $1,800.00 |
| 15% contingency | $270.00 |
| Total project estimate | $2,070.00 |
| 50% upfront deposit | $1,035.00 |
These are example inputs, not recommended market rates. The right buffer depends on how well defined the work is and how much uncertainty you can absorb. Confirm taxes and third-party expenses separately.
4. Define the terms behind the number
A fee without boundaries is an unfinished estimate. Describe the deliverables, included revision rounds, client inputs, milestones, payment timing, and what counts as extra work. If revisions are included, include the expected revision time in your estimated hours.
5. Sanity-check before sending
Ask what happens if your hours are 20% higher than expected. Consider whether you have allowed enough time for communication and final delivery. Compare the price with the value and complexity of the project, then make a deliberate decision about the fee.
Turn your hours, rate, and contingency into a starting project fee, then write the scope that goes with it.
Use the free pricing calculator ↗General planning guidance. Figures are illustrative and exclude taxes and expenses.