Free tool

Project quote builder

Build a clean, line-item quote in your browser. Add contingency, tax, and a deposit. When you are happy, turn it into a real invoice link.

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A project quote for freelance or consulting work has four jobs: it lists what is in scope, prices each line transparently, builds in a contingency for the inevitable scope drift, and offers a deposit structure that protects both sides. This builder handles all four. Build it here, copy it for your records, then turn it into a real invoice link your client can review, edit, and approve.

Quote summary

Subtotal--

Contingency (15%)--

Tax (0%)--

Project total--

Deposit due (50%)--

Balance on completion (50%)--

Copy quote text

Why a structured quote beats an emailed estimate

Most freelancers send a one-line price in a reply email. That works until it doesn't.

No line items means no defensible scope

When the client asks for 'one more revision' that turns into five, an itemized quote tells you both exactly what the original scope covered. A flat 'design $5,000' has no defense.

No contingency means you eat the overage

Every project drifts. Building in 10-20% contingency at quote time is the difference between a profitable project and a break-even one.

No deposit means you finance the client

A 30-50% deposit ensures both sides are committed and gives you working capital. Clients who balk at a deposit are also the ones most likely to ghost on payment.

No quote document means scope creep is invisible

When the project ends and you send the invoice, the client compares it to nothing. With a quote on file, change orders are obvious and easy to negotiate.

Use the quote downstream

Convert to an invoice

Drop the quote into the free invoice generator and send it as a live link.

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Verify the rate first

Use our hourly rate calculator to make sure the line items above are not underpriced.

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Calculate the right tax

Multi-line, inclusive or exclusive, with reverse-charge VAT support.

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Quote builder FAQ

What is the difference between a quote, an estimate, and a proposal?

An estimate is a non-binding rough number. A quote is a fixed price for defined scope, valid for a stated period. A proposal is a quote plus narrative (approach, timeline, team) typically used for larger engagements.

How long should a quote be valid?

Thirty days is standard. Add 'Quote valid through [date]' near the total. After that date, you reserve the right to re-quote based on current rates and availability.

What contingency should I add?

Ten percent for very well-defined work, 15% for typical creative or development work, 20% for projects with significant unknowns. Below 10% means you are absorbing scope risk for free; above 25% suggests the scope is too ill-defined to quote, and you should propose a discovery phase first.

Should I show the contingency to the client?

Two schools of thought. Visible contingency (line item: 'Project contingency 15%') is transparent and lets you point to it when scope grows. Built-in contingency (rolled into line-item totals) is simpler. Either is acceptable; the visible version protects you better in disputes.

How big a deposit should I ask for?

Twenty-five to 50% on signing is standard. For new clients, lean toward 50%. For repeat clients with a payment track record, 25-30% is reasonable. Some agencies use 50/40/10: deposit, milestone, completion.

Should the quote include payment terms?

Yes. Add a single line near the bottom: 'Net 14 from invoice date. 1.5% per month late fee on past-due balances.' This sets expectations before any work starts and gives you something to point to later.