Project Cost Calculator
This calculator helps freelancers, agencies, and project managers estimate the total cost of a project and generate a client quote. Add task rows with a name, estimated hours, and hourly rate to calculate labor costs. Add fixed costs for materials, subscriptions, or other flat expenses. Then set a profit margin percentage to automatically calculate the amount to charge a client. All rows update the totals in real time, and you can add or remove rows as needed.
Labor tasks
| Task name | Hours | Rate ($/hr) | Cost | |
|---|---|---|---|---|
| Total labor cost | $0.00 | |||
Fixed costs
| Description | Amount | Cost | ||
|---|---|---|---|---|
| Total fixed costs | $0.00 | |||
Project cost formulas
Labor cost = Sum of (Hours x Rate) for each task
Subtotal = Labor cost + Fixed costs
Client quote = Subtotal / (1 - Margin%)
How to use this calculator
- Click "Add task" to add a labor row. Enter the task name, estimated hours, and your hourly rate.
- Click "Add fixed cost" for any flat expenses: materials, software, etc.
- Enter your desired profit margin percentage (for example, 20%).
- The calculator shows labor total, fixed total, subtotal, and the client quote with margin applied.
Project cost calculator: frequently asked questions
What is a project cost estimate?
A project cost estimate is the total expected cost to complete a project, including labor (hours multiplied by hourly rate) and fixed costs such as materials, software subscriptions, and subcontractor fees.
How do I add a profit margin to my project quote?
Enter your desired margin percentage in the margin field. The calculator divides the subtotal by (1 minus the margin) to gross it up. For example, a 20% margin on a $1,000 project gives a $1,250 quote, leaving $250 profit.
What fixed costs should I include?
Include any project costs that do not vary with hours: materials, software licenses, stock photography, subcontractor flat fees, travel expenses, and equipment rental.
How many tasks should I include?
Break the project into as many distinct phases or task types as make sense. Common categories: discovery, design, development, testing, project management, and revisions.
Should I include my own overhead in the hourly rate?
Yes. Your hourly rate should already include your overhead. Use the overhead rate calculator to determine what overhead to add to your base cost before setting the rate in each task row.
Official sources
- U.S. Small Business Administration: Managing business finances.
Reviewed by the CalculatorHub team, edited by James Graham, 14 June 2026. See our methodology.