Project managers send a proposal or quote before an engagement starts, usually after a discovery call about the project's goals, timeline, and team. Clients typically compare your rate, the number of hours or months you propose, and how clearly you define what you will and will not do. A good quote sets expectations about scope and authority as well as price.
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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Defines what project you are responsible for delivering, so the client does not assume you also own design, development, or other specialist work.
Listing items such as project plan, weekly status reports, risk log, and budget tracking prevents disagreement over what is included.
Gives the client a basis for budgeting and shows when the hours or time period will be exceeded.
Delays from late feedback or approvals are a leading cause of overruns, so state how fast the client needs to respond.
A quote built for a five-person team and weekly meetings will not hold if the project grows to fifteen people and daily standups.
Sets the rule for how added work is approved and priced before it begins.
Avoids surprise charges and clarifies whether tools are covered by you or the client.
| Service | Priced | Typical range |
|---|---|---|
| Hourly project management (general) | per hour | $60-130 |
| Senior or certified PM (PMP, IT, construction) | per hour | $100-200 |
| Part-time monthly retainer (20-40 hours) | per month | $2,000-5,500 |
| Project planning and kickoff package | flat fee | $1,500-6,000 |
| Project audit or recovery assessment | flat fee | $2,000-7,500 |
| Scrum master / agile coaching | per hour | $80-170 |
| Day rate for on-site or embedded work | per day | $600-1,400 |
| Status reporting and PMO setup | flat fee | $1,000-4,000 |
Typical US ranges. Rates vary by region, experience, and job size.
If the scope is unclear, give an estimated hour range and list what it depends on, such as number of vendors or stakeholders. Offer to revisit the estimate after a two-week planning phase.
A fixed-fee planning package lets you define scope and timeline with real information, then price the delivery phase more accurately.
Meetings, follow-ups, and status reporting often take more time than expected. Build a 10-20% allowance into your estimate rather than discounting your rate.
Presenting both lets the client choose between flexibility and a lower effective rate, and often moves them toward the retainer you prefer.
A common rule is that project management takes about 10-20% of total project effort, depending on complexity and team size. Use that as a starting point, then adjust based on the number of stakeholders, vendors, and reporting requirements.
Use a fixed price only when scope and deliverables are clearly defined, such as a planning package or audit. For ongoing delivery management, an hourly estimate or capped retainer protects you if the project changes.
Thirty days is typical. Project timelines and your availability shift, so an expiration date keeps you from being held to old pricing and a start date you can no longer meet.
Reduce scope or hours rather than your rate. For example, drop weekly reporting to biweekly or limit your involvement to a defined phase, and update the quote to reflect the change.
Use the Project Manager invoice template to bill the client, or convert this estimate once it's approved.
Project Manager invoice template