Hourly rate and project quote calculator
Work out the hourly rate you need to charge, then price each project from the hours and expenses.
Freelancers and small firms often charge by guess. Enter the income you want, your yearly costs, the billable hours you can really sell and a share for tax, and the calculator works out the hourly rate you need. Then list each project with its hours and expenses and it gives you the quote, so every job is priced to cover your costs and pay you.
Freelancers, consultants, artisans and small service firms who price by the hour or by the project.
What is included
- Hourly rate from your own income and costs
- Billable hours and tax set-aside
- Quote for each project
- All inputs in labelled cells
- Totals at the top
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How to use it
- Enter the income you want and your yearly business costs.
- Enter the billable hours per week and the weeks you work.
- Read the hourly rate you should charge.
- List projects with their hours and expenses to get each quote.
Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.
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What the hourly rate and project quote calculator does
Freelancers and small firms often charge by guess. Enter the income you want, your yearly costs, the billable hours you can really sell and a share for tax, and the calculator works out the hourly rate you need. Then list each project with its hours and expenses and it gives you the quote, so every job is priced to cover your costs and pay you.
Who it is for
Freelancers, consultants, artisans and small service firms who price by the hour or by the project.
How to use the workbook
- Enter the income you want and your yearly business costs.
- Enter the billable hours per week and the weeks you work.
- Read the hourly rate you should charge.
- List projects with their hours and expenses to get each quote.
- Save a copy under a new name for each month or year, so earlier records stay as they were.
What is inside
- Hourly rate from your own income and costs
- Billable hours and tax set-aside
- Quote for each project
- All inputs in labelled cells
- Totals at the top
The workbook has these sheets: Instructions, Projects. The main table has the columns Project; Estimated hours; Materials and expenses; Quote. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.
Tips for getting it right
- Count only hours you can really bill; admin and sales take time.
- Add a margin for projects that run over.
- Revisit your rate every year.
- Do not discount without cutting the work.
Why keep this record
Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.
Questions people ask
Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.
Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.
Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.
Keeping it safe and up to date
A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.
Read how to build a cash flow forecast for the wider picture. Free calculators that go with it: Freelancer tax calculator. See more business templates or ask us for a custom one.
The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.
Related guides, calculators and templates
- Free calculator: Freelancer and Digital Creator Tax Calculator
- Guide: Tax on selling personal items and second-hand goods online
- Guide: How to handle tax when you receive money from abroad
- Guide: How to file your annual income tax return for business income as a sole trader
- Another template: 12-month cash flow forecast
- Another template: Annual operating budget by department
- Another template: Break-even and pricing calculator
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