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How to Quote a Website Project

When pitching for clients it is important to have a professional website quote. This is useful to explain to potential clients the specifics, packages, and prices for your services. The client, thus, knows what to expect and the charges they will incur.

Quote website

Knowing how to make a good quote for a website project will let you win the client’s trust. Most clients value transparency and in case they find any gap be sure you will not strike a deal.

Now that quotes are vital for any website project, how do you come up with one? Don’t worry! Our website pricing guide explains in detail everything you need to know about web development projects quoting with real-life quote on website examples to help your fruitful negotiations.

At the end of this post, you will understand how to quote a website project efficiently. Moreover, we shall give you tips that will increase the chances for the clients to take your offer. Let’s begin!

The factors to consider when quoting a website project

When you quote a website it ensures your work is equivalent to the pay you receive from the client. Notably, web design quotation often comes separately from the website build quote. Therefore, quotes may vary in many ways, depending on experience, value, and the amount of work that needs to be done. For these, you need to know how to create a compelling quote website.

The point you need to make a website quotation can be after a client asks what you charge or when you are almost striking a deal and need to show the client what to expect.

Let’s say the client emails, texts, or sends you a direct message asking for your service price. How do you go about it? Well, coming up with straight figures and responding may not be the perfect solution. Instead, you should consider some factors to ensure you charge correctly and get value for your work. Here’s what needs to be determined before developing a quote.

Overhead Cost

This is the cost you incur to offer your services to clients. If you are a freelance web developer or web designer, this can be the amount you spend on different software or tools. For an agency, you may consider operating expenses, office furniture, etc. You should consider this amount to ensure you are operational. The overhead cost is what keeps you running, and you need to consider it.

Then based on the projects you are likely to work on monthly. Distribute this cost among the number of projects and get the amount you spend per project. Now, this is the cost you should consider when quoting the project. A good quote website should cater to overhead costs, whether you work remotely or have a physical location.

Project Workload

It is a vital factor and you shouldn’t create quotes before you consider the workload. Consider the amount of work and time that the project needs. What is the complexity of the website you will make? Is it a business website, a landing site, or a WooCommerce development or web design project? Based on this make your budgeting and estimation on how much the specific site should cost.

Sometimes it can even be just a minor debugging that needs to be done. The client might have a list of what you will be expected to do in some cases. They want you to figure out what is right for them. For both cases consider the coding you will do. For WordPress services, clients might need more services like plugin integration. Ensure you consider all these and let them reflect in the current website or design quote. For better results, you can give a breakdown of what you will do. This is especially true for big projects.

Experience you bring

Here you need to consider the experience that you have to offer this client the best services. There can’t be a specific amount for this. It all depends on how much you value your services. Simply how much are you really worth? This will depend on how much you have spent to get the skills, the time, and years of experience.

In some cases, you also consider some specific skills that are more relevant in one project than the other. For example, you may consider yourself better at an educational website than a fashion website. In such a case you quote a current website higher for the section you are better in. How much should the client value your experience in this project? After getting this amount, consider it when making the project quote.

Example Pricing by Experience:

  • Beginner Developer: $50–$100/hour
  • Intermediate Developer: $100–$200/hour
  • Expert Developer: $200+/hour

Extra Cost

At times projects have an extra cost that you will incur. This should also be part of the considerations. This can range from software or tools that you will need to work with. Sometimes you may need to do some outsourcing for services that may take a longer time for you to do it. Consider such costs in the quote.

For a custom WordPress development project, you will need outsourcing of developers and web designers. In such a case you need to consider what the outsourcing agency will charge and include it in the quote.

Other extra costs to consider are:

  • Ongoing maintenance
  • Website content and articles
  • Security configurations
  • Domain name purchase
  • Subscription cost

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Pricing structures for a Website Quote

To effectively find how much to charge a project, there are pricing structures you need to consider. You need to check the pricing structure you will use for the project. This can either be project-based, hourly, or value-based. All these structures can work for any project, it all comes down to which one is more effective. Furthermore, the website or design quote examples below can help choose the one that will give you more benefits. Here are the common pricing structures to use:

Hourly

Here you quote the number of hours you will take to complete a project. Then for these hours, you have an hourly rate. You come up with the hourly rate based on your experience and overhead cost. Consider the amount that you are comfortable getting paid. This is perfect for new website consultations, and quick-off projects like debugging or troubleshooting.

Hourly pricing is not effective when working faster. It can make a client think the task was simple at the expense of your effort.

  • Best for: Short-term tasks like debugging or consulting.
  • Caution: Clients may undervalue your effort if you complete tasks quickly.

Project-Based

The project-based method involves more calculations involving all the activities that you will do. Here, you take the possible hours it will take to complete the project multiplied by the hourly rate. Then, add some figures, and from this, you get the project’s cost. It involves more hourly charges calculated beforehand. This is the best method for complex projects.

This is better than the hourly price structure because here you don’t risk being paid less when you do a project faster.

Example calculation:

  • Estimated hours: 50
  • Hourly rate: $100
  • Project quote: $5,000

Value-Based

Here you look at the value that you as a developer will give the client. This is best when you are already working as a brand. In such a case you consider pricing on the value associated with your brand. This is more of a project-based pricing plus an additional price for the value that you bring. For example, having worked for more years you can consider the consultation and experience that you bring to the table.

  • Example: Quoting $10,000 for a website is expected to generate $50,000/year in revenue. 

Our agency deals mainly with WordPress outsourcing services and uses value-based. This is because Web Help Agency brings on board a dedicated team best at working on such projects. Our specialization brings experience and essential values on top of the skills for better services.

Free Project Web Design Quote Template

Contact the WHA team for a consultation on efficient cost estimation for web design and development or you can instantly download a website quotation template below specialization brings experience and essential values on top of the skills for better services.

When quoting for a website project we recommend the Project-Based and Value-Based Pricing. Only use the Hourly rate for simple tasks.

Quote a Website

Download Quote Website Template

What should a website development quotation include?

The following five common things will help you craft a better project quote for a new website. This informs the client you know what you are doing and that they can trust you. These are:

Timeline

This entails the schedule of a series of activities to be done from the start to the end of the project. This is done in a chronological manner. Start from the first stage of the web design or development process and add the subsequent activities.

Price

Price is vital to every project quote. It gives the overall cost of the project. This is after making the considerations evident in the project. In most cases, it needs to be exact figures and not a range. The client will use these figures to compare with their budget.

Total hours

In the quote, you need to show how long the project will last. To come up with the total hours add the subsequent hours involved in various activities. The total hours should include the time for quality assurance of the project.

Scope of the project

Use this space to describe the work that needs to be done to come up with the website. The features and functionalities that together make up the whole project. You should include them and also the price for every category. These prices sum up to the total project price.

Terms

For any project to be successful some terms should guide the process. This helps the client to know their role and the same for service providers. Ensure you mention the key rules to avoid unexpected project risks.

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Common mistakes to avoid when quoting a website project

Your quote should impress clients, set expectations, and prove your expertise. Avoid these pitfalls to craft a website quotation that’s clear, professional, and irresistible. Nail the details, and you’ll not only win projects but also earn trust and long-term partnerships. 

Mistake Consequences How to avoid
Underscope the project Free work leads to overtime, frustration, and financial losses. Do extensive discovery then ask pointed questions and write a clear project scope.
Not charging overhead Lessening the profit margin or creating financial loss. Make sure to charge what it costs for your software, tools, and outsourcing, then pass those on in your quote.
Write a vague or unclear proposal Loss of a client’s trust or rejection of your proposal. Write in an organized, itemized format with clear scope, timeline, and cost.
Ignoring the client’s budget Losing clients because of high quotes or unsustainable low quotes. The quote should be discussed upfront, aligned with the client’s expectations and profitability.
Not accounting for revisions or scope creep Extra unpaid work that consumes time and resources. Specify the number of revisions included and outline costs for additional changes.
Overpromising on timelines Damaged reputation and dissatisfied clients because of missed deadlines. Provide a realistic timeline with a buffer for unexpected delays and clearly communicate that.
Not disclosing payment terms Payment delays, cash flow issues, or disputes. Include the payment schedule, milestones, and late payment fines within the quote.
Neglecting ongoing maintenance costs Lost opportunity for long-term revenue and free post-launch support. Include optional maintenance add-ons, clearly explain the added value to the client.

 

A detailed, transparent website quote would mean trust and smoothness in your and your clients’ workflow. Make sure to put an end to these sloppy quoting practices, or at least refine the process, so that your projects will finish much more smoothly.

How to present your quote to clients

Well-presented quotes demonstrate professionalism, clarity, and a deep understanding of the client’s needs. Here are practical tips to make your quote leave a lasting impression:

1. Turn your quote into a story

Numbers mixed with stories can sell much better. Instead of just listing costs, take your client on a journey of what their project will entail. Start with their goals, explain how your expertise fits perfectly, and break down the process step-by-step. 

  • Example: “We start with a catchy homepage design to capture your audience’s interest and let them follow the sequence easily. By launch day, your website will perfectly reflect your brand’s essence.”

When you help clients to visualize the end, they are more tend to believe your vision.

2. Use a clean layout

If a website build quote looks cluttered, many clients won’t spend their time on figuring out what’s what and will prefer a more structured option. Your quote should look comprehensive and professional. Use sleek, modern templates with clear headings, well-organized sections, and just the right amount of branding. Add visuals like mockups or timelines for that extra polish. This way, you show that you care about clients and know what you do. 

3. Speak their language

Adjust your tone to fit your client’s industry and personality. Corporate and formal? Cut to the chase. Creative and casual? Let your excitement shine. Avoid jargon unless you’re sure they get it. Clients love when service providers “get” them.

4. Provide alternatives

Choices make clients more loyal. Instead of one take-it-or-leaving quote, offer 2-3 tiers of service. For instance:

  • Basic: Just the essential website functionality.
  • Standard: A fully responsive site with custom design.
  • Premium: Everything in Standard, plus SEO, analytics, and ongoing support.

Options enable clients to choose what fits their budget, making them feel in control, thus bettering your chances of upselling.

5. Add a personal touch

Never send a generic quote! Add details specific to their project or business. Reference something they mentioned in earlier discussions:

  • Example: “In our call, you mentioned bringing in a younger audience. That’s where bold, modern elements come into play in our design.”

Personalization shows you’re invested in their success and helps to build a better relationship.

6. Explain the value

Don’t let your quote become a mere price tag. Explain why your services are worth the investment. 

  • Example: “We will build the custom CMS to save more than 10+ hours of admin work every week so that you can focus on scaling your business.”

Tie every cost with a clear benefit, and your client’s objections just melt away.

7. End with a clear call to action (CTA)

Never leave clients in the dark on what to do next. Always end with a friendly but firm CTA:

  • Example: “If you’re ready to get started, just hit ‘Reply’ or click the link below to accept the quote. Let’s make your vision a reality!”

Make it easy for them to say yes—whether that’s scheduling a follow-up or approving the quote online.

Presenting a quote means positioning yourself as a trusted partner who understands their goals. Deliver your quote with confidence, creativity, and care, and you’ll turn potential clients into loyal ones.

Conclusion

Quoting a website project is an important step to securing more clients. Whether it is a WordPress project, WooCommerce, etc. you must give a proper quote. The quote should be professional and include the important components of the project that the client needs to know. This makes it realistic for them to spend their money on the project. For this, you need to know how to quote a website project. Above all the ways to do this in a more fruitful design.

FAQs

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Alex Founder Web Help Agency

Alex

Founder

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