How Do You Quote A Project?

Over the years, I have experimented with a bunch of different quote types.  I’ve done the detailed quote where I go through the entire project and outline exactly what I will do, I’ve done the super basic thing where I just hit the big things, and I’ve done the “I’ll do X for Y”.  All of them seem to have their place, but I wanted to go over my 3 primary quoting techniques, and see what works for you.

1. Details Details Details – I’ve done a lot of work for state organizations, non-profits, and large companies.  They seem to want to know every single cost before they ever begin to work with you.  Lots of time, the quote process can take just as long as the work itself.  I’ve come up with a “Quote Book” that I just have to plug in a few variables depending on what the project is.  In this “Book” are all my services outlined with a definition of what each one is, what they include, how the fees are structured, and examples of what they are.  Then there is a Work Flow Chart that shows the process I use, so they understand that I’m doing more than just picking up a crayon and going to town.  From there, I have my overview of their project.  All the services I’ll be doing for their project along with my estimated cost.  It’s important to note that in my “Quote Book” I have, in a number of different places, that this is just an estimate, and the actual cost can vary depending on client interaction.

2. Covering the basics – Usually for smaller companies, I’ll give them a basic quote. It just covers the very basic level of services I provide, with what I’ll be doing for them.  I don’t give them the “Quote Book”.  The reason for doing this is simple.  Most small clients I work with are in the same boat I’m in.  They don’t want to have to read through 10 pages of legal sounding jargon, they don’t care about anything other than what I’ll be doing for them.  I’ve given my “BIG QUOTE” to smaller clients and I think it sort of scares them off.  They think that there has to be some sort of small print in there, and I’m hiding some sort of hidden fee somewhere in there that is going to catch them in the end.

My advice would be for this, only cover what you need.  No reason to go overboard, and give them stuff that they won’t need, and don’t care to read about.

3. X=Y - If I have a really short project, I’ll just shoot them an email that says what I’ll do, and what I charge.  I don’t even worry about doing a detailed outline of what I’ll do, I don’t send them other fees, and I don’t worry about going through the project.  I have a contract that covers what additional fees are, and that’s a separate matter.  Don’t waste your time putting together a long detailed quote if it’s just a small project.  You’ll spend, easily more time on the quote than you will on doing the project.

So, your assignment.  Put together your own billing pack.  I’ve added a link to a “sample” quote I put together for a project.  Also, in there is my contract, and some other stuff.  Feel free to use it to inspire your own quote/contract.

Quote Overview : PS, the font wasn’t there, and I didn’t want to take the time to fix it…so if you don’t like it…deal with it, it’s FREE!