Project Pricing Calculator
Convert your hourly rate and a time estimate into a fixed-price project quote — with a buffer for scope creep and a lean-to-conservative range.
How it works
Formulas used
Buffered hours = Estimated hours × (1 + Buffer%) Labor price = Buffered hours × Hourly rate Project price = Labor price + Direct expenses + Subcontractor cost + Adjustment
Worked example
$100/hr, 20 estimated hours, 15% buffer, $200 direct expenses:
- Buffered hours: 20 × 1.15 = 23 hours
- Labor price: 23 × $100 = $2,300
- Recommended quote: $2,300 + $200 = $2,500
Limitations
The buffer covers scope creep and estimation error — it does not replace a proper change-order process for genuinely new scope.
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Frequently asked questions
How big should my buffer be?
Well-defined, repeat work can use 10-15%. Vague or first-time scope often warrants 25%+.
Should I show the client the buffer separately?
Most businesses fold it into a single quoted price rather than itemizing it — but that is a business-policy choice, not a math one.
Build a defensible fixed project price
A fixed quote should pay for the expected work and the uncertainty you agree to carry. The buffer is not hidden padding; it is protection against estimation error, normal revisions and coordination that cannot be predicted to the minute.
Strengthen the quote
- Write down assumptions, deliverables and the number of included revision rounds.
- Separate optional items so clients can reduce scope without negotiating your core rate.
- Use milestones and deposits to keep cash flow aligned with delivery effort.
Watch for scope risk
- A buffer cannot rescue a project with undefined ownership or approval criteria.
- Client delays can create real rescheduling costs even when your production hours stay unchanged.
- Third-party licenses, printing, hosting and subcontractors should be explicit pass-through costs or marked-up inputs.