How I Finally Stopped Wasting Hours Writing Client Estimates (And What I Use Instead)
If you’re a freelancer or run a small agency, you’ve probably felt this too:
You get a promising project inquiry, read through the details, feel excited—and then immediately groan at the thought of writing yet another estimate from scratch.
This was me for years. I’d spend 30–45 minutes manually breaking down deliverables, trying to remember how much I charged last time for something similar, second-guessing whether the client would find the price too high or too low… and then formatting it all into a Google Doc or PDF.
At some point, I realized I was spending entire days every month just quoting potential clients.
Why Estimating Projects Is So Draining
It’s not just about the numbers. It’s the mental load:
- Deciding what to include (Do I charge for revisions? What about setup fees?)
- Trying to be fair but also profitable
- Making it look clean and professional
- Tailoring each one to the client, even if the project is similar to others
Estimates are essential, but they’re also a massive time sink—especially when only a portion of those quotes actually convert into paid work.
What Helped: Automating the First Draft
I don’t use a rigid template anymore. I use a simple estimate generator that gets me 80% of the way there in under a minute. Then I just tweak it.
One that’s been super useful lately is called Quotka. You type in the project description (like "I need a landing page with contact form and SEO basics"), and it instantly breaks it down into tasks, time estimates, and a rough cost.
I still make adjustments—because no tool understands your process like you do—but having that structured starting point has saved me hours each week. It’s not a full proposal tool, just a smart way to create draft estimates quickly.
How to Build Faster, Smarter Estimates
Whether you’re using a tool or doing it manually, here’s the system I follow now:
1. Break the Project Down Into Tasks
Instead of quoting one lump sum, split it into individual deliverables. This builds trust and helps you justify your price.
Example:
- Initial planning and brief (2 hours)
- Homepage design (5 hours)
- Contact form integration (2 hours)
- SEO basics (1 hour)
2. Assign Time to Each Task
Even if you charge per project, time estimates help anchor your pricing and prevent scope creep later.
3. Add Optional or Add-On Items
I often include items like:
- Extra revisions
- Domain setup
- Hosting help
- Monthly maintenance (upsell opportunity)
4. Keep a Personal Rate Cheat Sheet
I maintain a private doc with typical hours per task and baseline pricing. This helps me stay consistent and avoid undervaluing my work.
Why Clients Appreciate Clear, Fast Estimates
Here’s something unexpected I noticed: I started hearing thank yous from potential clients—for the quote.
That never used to happen. But now, when I send estimates quickly, clearly broken down, it makes me stand out. They feel I know what I’m doing. It builds trust. And often, it’s what helps me win the project—even if I’m not the cheapest.
TL;DR: Use Tools, But Keep Your Voice
You don’t have to write every estimate from scratch anymore. Whether you’re using an estimate generator like Quotka or your own template system, the goal is to stop wasting time and start quoting more confidently.
In my experience, it’s the balance between speed and personalization that wins deals. And honestly? Automating that first 80% has been a game changer.