Copy editors send a quote before taking on any project, usually after the client shares a manuscript or sample pages. Clients often compare several editors on price per word, turnaround, and experience in their genre or subject. A clear quote shows what level of edit is included and what is not, which is where most misunderstandings begin.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Clients often use these terms differently. Describe what you will and will not change, such as whether you rewrite sentences or only fix grammar and consistency.
Spell out how the count was determined and that the fee changes if the final file differs materially from what you were shown.
Naming Chicago, AP, APA, or a house guide, plus the dictionary you follow, avoids disputes over spelling and punctuation choices.
State how many rounds of author or client responses you will handle and what happens when more are requested.
Editors usually book weeks in advance. The quote should tie the delivery date to when you receive the final file and any deposit.
Say whether you will use Word tracked changes, PDF markup, or another tool, and that the client must provide files in a workable format.
These tasks are often assumed to be included. List them as optional add-ons with their own price.
| Service | Priced | Typical range |
|---|---|---|
| Proofreading (final pass on typeset or clean text) | per word | $0.01-0.03 |
| Light copyedit | per word | $0.02-0.04 |
| Heavy or substantive copyedit | per word | $0.03-0.07 |
| Hourly copyediting (general) | per hour | $35-75 |
| Academic or scientific manuscript edit | per word | $0.03-0.08 |
| Style sheet creation | flat fee | $50-200 |
| Rush surcharge (under 5 business days) | percent of project fee | 25-50% |
| Web or marketing copy edit | per page or piece | $25-100 |
Typical US ranges. Rates vary by region, experience, and job size.
A sample from the middle of the document shows the real level of work. Quote the full project based on that and note that the quote assumes similar quality throughout.
Present a proofread, a light copyedit, and a heavier copyedit at different prices when the client is unsure what they need. This helps them choose and keeps you from underquoting.
Author queries, inconsistent source material, and style sheet work take time that does not show in the word count. Build it into the per-word rate or list a separate line.
Your calendar fills up. State that the quote and the reserved dates are valid for 14 or 30 days, and that a deposit holds the slot.
Only give a rough range. A firm quote needs the actual file or a sample, since the condition of the writing changes the time needed by a large margin.
Many editors do a short free sample of up to about 500 to 1,000 words. For longer samples or technical material, a small paid trial is reasonable and is often credited toward the full project.
Include a clause allowing a revised fee if the word count or condition of the text differs significantly from what was quoted. Send the updated figure in writing and get approval before continuing.
Use the Copy Editing invoice template to bill the client, or convert this estimate once it's approved.
Copy Editing invoice template