The Freelance Pricing Calculator

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Why setting your freelance pricing is so hard

If you’ve ever found yourself second-guessing your prices or feeling uneasy about quoting a client, you’re definitely not alone. It’s a challenge I hear from my coaching clients all the time.

Pricing is one of the biggest struggles freelancers face. It’s not just about numbers, it’s about confidence, positioning, and knowing what you’re worth.

Here’s why pricing feels so tough (any of these sound familiar?):

• Fear of losing clients (loss aversion) – "If I charge too much, they’ll go somewhere cheaper."

• Impostor syndrome – "Am I really worth that much?"

• Scarcity mindset – "What if I don’t get another client for months?"

• Comparing yourself to others – "They charge less, so I should too."

If you want to grow, you need to think like a CEO, not just a freelancer. You’re not just doing the work, you’re running a business. And that means setting prices that reflect your expertise, not just what feels comfortable.

That’s why I built this freelance pricing calculator; to give you a simple, objective way to set your rates based on facts, not how you’re feeling.

(By the way! If you want a deeper dive into pricing strategies, handling client objections, and moving beyond hourly rates, contact me for my free ebook here.)

How the freelance pricing calculator works

This calculator gives you a clear, sensible rate based on your workload and income goals. Instead of picking a number at random, you’ll get a structured, strategic price that ensures you’re paid fairly.

What you’ll enter (and why it matters)

To get your project pricing, you’ll need to enter some specific inputs. These are designed to help you achieve your annual income goal. And as long as you’re realistic about your goals, and hit your client numbers, you’ll do just that.

Here’s what you’ll need to enter:

✔Your annual income goal – The amount you want to earn before taxes and general business expenses.

✔ Weeks you’ll work per year – Be realistic! Factor in holidays, sick days, and breaks. Most freelancers work 44-48 weeks a year, not 52.

✔ Billable hours per week – This is not your total working hours. It’s the time spent directly on paid client work.

What counts as billable hours?

• Yes: Writing, designing, consulting, coding. Any time spent actively delivering client work.

• No: Admin, invoicing, marketing, sales calls, business planning.

Most freelancers find that only 50-60% of their total working hours are actually billable. If you plan to work 40 hours a week, you might only bill for 20-25 of them.

✔ Project-specific expenses – Unlike general business expenses, these are direct costs tied to a specific project.

Examples:

• Stock images or licensed assets.

• Subcontracting part of the work to another freelancer.

• Specialised software required for that project.

  
  

✔ Pricing buffer (optional but recommended) – This helps account for slow periods, scope creep, and unexpected project costs. Adding 10-20% ensures you don’t price yourself too low and helps maintain stability in your income. Put a “0” in this field if you don’t want to add one.

Here are some tips if you want some help working out what your ideal income and working pattern looks like.

(Reminder, my free ebook covers how to build pricing packages that factor in project expenses while maintaining profitability. Contact me for your free copy here.)

The freelance pricing calculator

"I used it, and upped my rates immediately" - Dianna Horacek

How to use this calculator effectively

Once you’ve got your baseline rate, here’s how to apply it:

1. Use it for package pricing

Rather than quoting hourly, build fixed-price packages based on this rate. Example: If a project takes 10 hours and your calculated rate is $100/hour, offer it as a $1,200 package (factoring in value and project-specific expenses).

Note: Never share the hourly rate with clients! That’s a recipe for awkward conversations and feeling as though you’ve got to justify your rates.

2. Adjust as demand increases

If you’re fully booked and still getting inquiries, your rates are too low. Use this calculator periodically to reassess your pricing. Simply adjust your annual income goal upwards in this situation to find your new pricing level.

Using this calculator as an agency owner or founder

If you run a small agency or have employees, this calculator works just as well.

Instead of your personal goals, use:

✔ The total billable hours available across your team.

✔ The business-wide income goal (not just your salary).

✔ The average number of weeks your team will work (e.g. 48 if they get 4 weeks off)

✔ The combined project expenses, including subcontractors and tools.

This will give you a project price in the same way it would do if you were a solo operator. As long as you can accurately enter the inputs, you'll continue to get a scaleable pricing structure!

What if I want to charge a monthly retainer?

Simple, just enter the hours you intend to work for the client on a monthly basis into the "Estimated project hours" field, and keep everything else the same. The number it provides you with will be the monthly retainer figure.

Final Thoughts: Charge with Confidence

Freelance pricing shouldn’t be a guessing game. By using this freelance pricing calculator, you’ll set rates that align with:

✔ Your financial goals

✔ Your actual working hours

✔ The true cost of delivering a project

It’s time to stop undercharging and start pricing strategically.

(Want to go even further? Learn about pricing psychology, premium positioning, and raising your rates in my free ebook. Contact me for your copy here.)

Still looking for support?

Setting your rates isn’t just about numbers. It’s about confidence, positioning, and running your business like a CEO. If you’re tired of undercharging, second-guessing your prices, or struggling to land high-paying clients, you don’t have to figure it out alone.

I help freelancers and founders build sustainable, profitable businesses by setting the right pricing strategies, increasing your value, and attracting better clients who are happy to pay what you’re worth.

Ready to take control of your income? Let’s talk. Contact me here to discuss your pricing, strategy, and next steps for building a freelance business that works for you. Not the other way around.