Free Project Manager Quote Template
Project managers quote before every engagement because the complexity of a project depends on the number of workstreams, stakeholders, and dependencies, not just the duration. A quote sets the expected weekly commitment, the key deliverables, and the handover approach at project close.
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How does a project manager write a quote?
A project management quote sets out the planned work and the fee before it starts, such as coordination, a project plan, and a risk assessment. List each deliverable and whether the fee is fixed, a day rate, or a percentage, and note what a longer project would add. The fee is an estimate until accepted.
Typical line items
- Project management and coordination
- Project plan, Gantt chart, and RACI matrix
- Risk assessment and mitigation plan
- Stakeholder and vendor coordination
- Progress reporting and status updates
- Day or monthly rate
- Project duration assumption
- Expenses (estimated)
How the work is charged
Project managers usually quote a fixed fee for defined deliverables, a day or monthly rate for the duration, or a percentage of project value. The figure assumes a stated project length.
Payment terms and deposits
A quote commonly proposes a deposit before the engagement, with monthly billing or stage payments through the project. The fee holds for a stated period and remains an estimate until accepted, so note what an overrun would alter.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Confirm the tax treatment that applies to management services where you work.
Frequently asked questions
How much does a freelance project manager charge?
Freelance project managers charge €70 to €130 per hour or €500 to €1,200 per day depending on domain expertise. A 3-month IT transformation project requiring 3 days per week costs €18,000 to €35,000. Agile delivery managers and scrum masters charge €650 to €1,100 per day.
What does a project management quote include?
Specify the project planning deliverables (project plan, RACI, risk register, communication plan), the governance structure (steering meetings, status reporting), stakeholder management, and the change control process. Also define what 'project complete' means so both parties agree on the handover criteria.
What is a change control process in a project management quote?
A change control process defines how scope changes are identified, assessed, approved, and priced. Without it, stakeholders add requirements informally and the PM absorbs the cost. Include a clause that any change to the agreed scope requires a written change request, an impact assessment, and sign-off before proceeding.
Related quote templates
Read the complete quoting guide to see how to price a job and turn an accepted quote into an invoice.
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