How to price a project (not hourly)
Hourly rates feel safe, but most clients want one number they can budget against — and a fixed quote usually pays better per hour if you estimate well. This guide walks through the exact method: scope it, estimate hours per task, add buffer, multiply by your rate, and put the right things in writing so "small changes" don't become free work.
When to quote a fixed price — and when not to
Fixed pricing suits work you can describe the end state of in one paragraph (websites, logos, reports). Clients buying those things want budget certainty, and they'll often pay more for it. Hourly or day rates suit ongoing support, retainers and fuzzy briefs where nobody knows how big the job is until it's done.
| Situation | Quote with |
|---|---|
| Clearly defined deliverables (a 5-page site, a report, a logo) | Fixed price |
| Ongoing support or maintenance | Hourly — or a day rate of 7–8× your hourly |
| Fuzzy brief ("modernise our marketing") | Day rate until scope is clear, then fix it |
| New client, unknown working style | A small first project at a fixed price with a tight written scope |
Either way, write down what's included. A quote without a scope list is how projects grow.
Turning a brief into a number
- Break the work into tasks. The deliverables, plus the smaller jobs behind them: discovery, design, build, revisions, launch.
- Estimate hours for each task honestly. If you've never done this type of job before, ask someone who has — or double your gut number.
- Add a buffer of 20–30% on top of the total, not per task. It covers feedback loops, client delays and the tech surprise that's coming; the buffer is where you absorb it instead of absorbing it in your rate.
- Multiply by your rate — a middle-of-market rate for your field (see our freelancer rates guide), not your bare floor. Check what different rates leave you with after tax and NI in our free pricing calculator.
- Round up to a clean number, then put it in writing: scope, revisions included, deposit, payment terms.
The worked example. A local business wants a five-page website; your rate is £45 an hour (mid-band for web development).
- Discovery & content collection — 3h
- Design — 6h
- Build (responsive site + contact form) — 8h
- Revisions, two rounds included — 3h
- QA and launch — 3h
Total estimate: 23 hours = £1,035 at £45/hour. Buffer of 25% ≈ +£260 → total £1,295. Quote £1,350 (rounded up), with a half deposit of £675 to start and the balance before launch.
Notice nothing in this is guesswork about "how much it's worth" — every number comes from tasks you'd actually do.
Where the rate comes from
The quote is only as good as the rate inside it. If your floor (what you need after tax and NI) sits below market, a "fair" project price still underpays you on every job.
- Find your field's band in our UK freelancer rates guide.
- Set a working rate at the middle of that band — and check what it leaves you with using the free pricing calculator.
- Use that number for every quote until demand or experience moves it up.
The five things every project quote needs in writing
- Scope. Exactly what's included — pages, deliverables, two rounds of revisions — and a line saying anything else is a change request.
- A revision cap. State how many rounds are included; further changes at your rate per item.
- Change requests in writing. New work is described and priced before you start it, even for one-off tweaks.
- A deposit before starting — 30–50% on most projects; full upfront payment is normal under about £500. No deposit, no start date.
- Payment terms — balance due on completion or before launch with a clear "pay within X days" line (we suggest 7). Our free invoice generator produces the quote and invoice from the same numbers in about two minutes.
The contract template in our £19 Starter Pack has all of these clauses already written out.
Quote it, invoice it, get paid
Both are free and take about two minutes.
Project pricing questions, answered
How do you calculate a fixed price for a project?
Break the work into tasks and estimate hours for each; add a 20–30% buffer on top of the total; multiply by your hourly rate; round up to a clean number. Then put scope, revisions included, deposit and payment terms in writing.
What if the client asks for changes after I've quoted?
Anything outside the written scope is a change request — describe it, price it at your rate (plus buffer) and start only once they agree. Keep quotes valid for around two weeks so prices don't drift.
How much buffer should I add to a project quote?
20–30% on top of an honest task-by-task estimate — more if you're new to that type of work, the client is known to be slow, or the technology is unfamiliar. Never send your raw total; first estimates always miss something.
Should I take a deposit for small projects?
Yes — 30–50% before starting on most jobs, and full upfront payment is normal for work under about £500. The deposit protects against no-shows and funds the time you've already spent.
When should I use hourly instead of fixed pricing?
For ongoing support or retainers, fuzzy briefs where nobody knows the size yet, and very new relationships. A day rate of seven to eight times your hourly is a sensible baseline for ongoing work; switch to a fixed price once scope is clear.
Sources: UK freelance market rates from the YunoJuno 2025 Freelancer Rates Report; HMRC 2026/27 rates via GOV.UK where referenced. Figures are indicative; this guide is not accounting or legal advice.