Web Developer Estimate Template
A web developer estimate forecasts the price before work starts: 8 lines for build a custom appointment booking feature with online payment for an existing physiotherapy clinic website and deploy it to production, totalling $7,290.00, with labour the largest share (95%). It states its assumptions and stays valid for 30 days. Edit the lines and download the PDF.
Pre-filled for a web developer: build a custom appointment booking feature with online payment for an existing physiotherapy clinic website and deploy it to production. Example prices: replace them with your own.
From
Lakeside Web Development
890 Market Street
Madison, WI 53703
billing@example.com
(615) 555-0190
Estimate
Prepared for
Robin Okafor
311 Pine Road
Fairview, OR 97024
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Technical specification and API reviewBooking flow, data model, payment provider documentation | 6 hr | $110.00 | $660.00 |
| Front-end booking form and calendar viewResponsive, keyboard accessible, inline validation | 22 hr | $110.00 | $2,420.00 |
| Back-end endpoints and database tablesAppointments, therapist availability, reminder queue | 18 hr | $110.00 | $1,980.00 |
| Payment provider integrationCheckout, webhooks and refunds, built in test mode first | 10 hr | $110.00 | $1,100.00 |
| Automated tests and staging review | 8 hr | $95.00 | $760.00 |
| Production deploymentDatabase migration, rollback plan, error alerts | 1 project | $350.00 | $350.00 |
| Transactional email service, first monthBilled at cost, then moved to the clinic's own account | 1 month | $20.00 | $20.00 |
| Post-launch bug-fix window14 days, fixes to the delivered scope only | 1 project | $0.00 | $0.00 |
- Subtotal
- $7,290.00
- Estimate total
- $7,290.00
Notes
A web development estimate should give an hour range per feature, the assumptions behind it, such as available APIs and finished designs, and what happens when the range is exceeded.
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Web Developer estimate at a glance
| Scope estimated | Build a custom appointment booking feature with online payment for an existing physiotherapy clinic website and deploy it to production |
|---|---|
| Estimate total | $7,290.00 before tax |
| Valid for | 30 days from the estimate date |
| Deposit | Developers commonly invoice the first two weeks of estimated hours, or 25-50 percent of a fixed price, before starting work for a new client. |
| Labour (5 lines) | $6,920.00, 95% |
| Services (2 lines) | $350.00, 5% |
| Fees (1 line) | $20.00, 0% |
| Priced in | hr |
Estimate breakdown for build a custom appointment booking feature with online payment for an existing physiotherapy clinic website and deploy it to production
| Item | Type | Est. quantity | Est. amount |
|---|---|---|---|
| Technical specification and API review | Labour | 6 hr | $660.00 |
| Front-end booking form and calendar view | Labour | 22 hr | $2,420.00 |
| Back-end endpoints and database tables | Labour | 18 hr | $1,980.00 |
| Payment provider integration | Labour | 10 hr | $1,100.00 |
| Automated tests and staging review | Labour | 8 hr | $760.00 |
| Production deployment | Services | 1 project | $350.00 |
| Transactional email service, first month | Fees | 1 month | $20.00 |
| Post-launch bug-fix window | Services | 1 project | $0.00 |
| Estimated total | $7,290.00 |
What to write on a web developer estimate
A web development estimate should give an hour range per feature, the assumptions behind it, such as available APIs and finished designs, and what happens when the range is exceeded.
This estimate has no material lines: 95% of it is labour, so the hours are the number to explain.
Web developers often bill hourly against a written estimate for custom builds and integrations, or quote a fixed price per feature when the specification is tight.
Assumptions behind each line
Write these next to the 8 lines so the customer sees what the $7,290.00 depends on.
- Technical specification and API review: 6 hr at $110.00 per hr ($660.00); extra hr at the same rate.
- Front-end booking form and calendar view: 22 hr at $110.00 per hr ($2,420.00); extra hr at the same rate.
- Back-end endpoints and database tables: 18 hr at $110.00 per hr ($1,980.00); extra hr at the same rate.
- Payment provider integration: 10 hr at $110.00 per hr ($1,100.00); extra hr at the same rate.
- Automated tests and staging review: 8 hr at $95.00 per hr ($760.00); extra hr at the same rate.
- Production deployment: 1 project, $350.00.
- Transactional email service, first month: a flat $20.00.
- Post-launch bug-fix window: 1 project, $0.00.
Changes, overruns and change orders
If the customer adds work, put it on a signed change order first. Here one more hr of "Technical specification and API review" adds $110.00, or 1.5% of the estimate.
Tips from web development work billing
- Reference the ticket or pull request numbers behind each block of hours, so the client's technical lead can trace every billed line to merged code.
- Put hosting, email delivery and API usage on separate at-cost lines, or move them to the client's own accounts, because those services keep charging after your engagement ends.
- Show the post-launch bug-fix window as a zero-priced line with its end date, which makes it plain that fixes requested after that date are new billable work.
- When you bill against an estimate, print the estimated hours, hours used to date and hours remaining on every invoice, so an overrun is never a surprise on the last one.
Checking the labour rate
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Web Developers $43.72 (employees, not contractor rates).
The sample's $110.00 per hour for "Technical specification and API review" is 2.5 times that employee figure; a business rate also has to cover insurance, tools, travel, unbilled admin time and profit.
Turning the web developer estimate into an invoice
-
Get it approved
Ask Robin Okafor to sign or reply in writing to estimate EST-1673.
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Record the changes
Update quantities to what was actually used across the 8 lines.
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Switch the document type
Change Estimate to Invoice in the tool; the lines and parties stay.
-
Deduct what was paid
Enter any deposit as amount paid so the balance due is correct.
Frequently asked questions
How do I write a web developer estimate?
Describe the job (Build a custom appointment booking feature with online payment for an existing physiotherapy clinic website and deploy it to production), list each line with an estimated quantity and rate, total it ($7,290.00 in the sample), state how long it is valid and what it assumes, then send it as a PDF for approval.
Is a web developer estimate binding?
An estimate is a forecast, not a fixed price, so the final invoice can differ when the work or materials change. Rules vary by country and state; to stay safe, get written approval before billing noticeably more than the $7,290.00 you estimated.
How long should a web developer estimate be valid?
Thirty days is common and is what this template uses. With little material cost, a longer validity is usually safe.