We built this freelance rate calculator to make it easier for freelancer’s starting out (and those that simply struggle with pricing, we’ve all been there) with a baseline to start building a rate their comfortable with.
Rates are one of the biggest thing that freelancers of ANY experience level struggle with, yours truly included. You want to make a fair income that covers your bills, but sometimes it can feel scary AF to charge what you think you might want to charge.
To make your life easier and the decision less awkward, we built this calculator to make it easier for you to see what you should probably be making. The rate it spits out might surprise you.
Disclaimer: I am not a tax accountant or financial expert, this calculator is built just to give you a start to determining your own rate.
Let’s calculate your freelance rate
How do I calculate my freelance rate?
Determining your freelance rate is a crucial step in setting a solid foundation for your business. While the process may seem daunting at first, it can be simplified by following a systematic approach. In this section, we will explore the key steps involved in calculating your freelance rate.
1. Assess Your Expenses
A critical step in calculating your freelance rate accurately is to assess your expenses. Thoroughly understanding both your business and personal costs can ensure your rate covers ALL necessary expenses, and allows you to build and maintain a sustainable business. Here’s what this process looks like up closer:
Identify Fixed Costs
Start by identifying your fixed costs, both personal and business, which are recurring expenses that remain relatively stable from month to month. These may include:
- Personal Expenses: rent, mortgage, utilities, phone bill, anything you have…
- Software Subscriptions: Consider any tools, software, or online services you use for your freelance work. This could include project management software, design tools, accounting software, or a dedicated workspace like rent or coworking.
- Equipment and Supplies: Take into account the costs of purchasing or maintaining essential equipment and supplies, such as computers, printers, office furniture, and stationery.
Make a comprehensive list of all your fixed expenses to determine their total monthly and/or annual cost. These are things that have to be paid for regardless and likely won’t change, so they’re easier to calculate.
Consider Variable Costs
Not only does everyone have fixed costs, but you’ll need to consider variable costs as well. These are those that change and fluctuate depending on need. You’ll want to make sure your consider both personal and business expenses including:
- Personal Variable Costs: Groceries, shopping, entertainment
- Project-specific Expenses: Some projects may require additional resources or specific tools. Consider costs like stock photos, printing materials, shipping fees, or subcontractor fees for specialized tasks.
- Marketing and Advertising: Include expenses related to promoting your freelance services, such as website hosting, online advertising, print materials, or attending industry events.
- Professional Development: Budget for ongoing learning and skill development through courses, workshops, conferences, or subscriptions to industry publications.
Calculate Total Expenses
Add up your fixed costs and estimated average variable costs to determine your total expenses. This figure represents the amount you need to cover each month or year to keep your freelance business (and overall life) operational.
Account for Unforeseen or Infrequent Expenses
It’s essential to set aside funds for unexpected or infrequent expenses that may arise. This could include equipment repairs, legal or accounting services, or other unforeseen costs. Consider allocating a portion of your earnings towards building an emergency fund or a reserve for such expenses.
By accurately assessing your expenses and incorporating them into your rate calculation, you can ensure that your freelance business remains financially stable and sustainable in the long run.
2. Evaluate Your Desired Income
YES you need to be able to cover your expenses, but you don’t want to live paycheck-to-paycheck. Instead, you want to consider a few other factors of your desired income. You want to be able to strike a balance between realistic income expectations and recognizing the value of your skills and experience.
Consider what you want to achieve financially in the short term and the long term. Do you have specific financial milestones you want to reach, like paying off debts or saving for a down payment on a house? Identifying your financial goals will help you determine the level of income you need to generate through your freelance work.
Think about the lifestyle you aspire to live. Consider the type of expenses you would like to cover comfortably, such as housing, transportation, travel, leisure activities, or other personal interests. Your desired income should reflect the lifestyle you want to maintain or achieve as a freelancer.
Savings and Investments
Factor in any savings or investment plans you have in mind. It’s important to allocate a portion of your income towards building an emergency fund, saving for retirement, or investing in your professional growth. These financial considerations should be accounted for when setting your desired income level.
Recognizing the Value of Your Skills and Expertise
While it’s important to set realistic income expectations, it’s equally crucial to recognize the value of your skills and expertise. As a freelancer, you offer unique services based on your knowledge and experience, which should be reflected in your desired income. Striking a balance that aligns with your worth and remains competitive within your industry is key.
3. Estimate Your Work Hours
Estimating your work hours is a crucial step in calculating your freelance rate accurately. By understanding the amount of time you can dedicate to billable work, while accounting for non-billable activities, you can determine the number of hours that directly contribute to your income generation. Let’s explore this step further:
Deduct Non-Billable Hours
Once you have identified the non-billable activities and estimated the time spent on each, deduct these hours from your total available working hours. For example, if you work eight hours a day and spend two hours on non-billable activities, you would deduct 10 hours per week or 40 hours per month from your total available working hours.
These activities may include:
- Administrative tasks: Allocate time for tasks such as client communication, invoicing, project management, and record-keeping.
- Marketing and self-promotion: Consider the time you need to invest in activities such as networking, creating a portfolio, updating your website, and promoting your services.
- Professional development: Dedicate time for continuous learning, attending webinars or workshops, reading industry publications, or improving your skills.
- Identify the non-billable activities relevant to your freelance business and estimate the average amount of time you spend on each activity per week or month.
Calculate Billable Hours
The remaining hours after deducting non-billable activities are your billable hours. These are the hours directly contributed to income generation through client projects or billable work. It’s important to have a clear understanding of the number of billable hours you have available, as it directly impacts your earning potential.
Consider Capacity and Realistic Workloads
When estimating your work hours, consider your capacity and realistic workloads. Take into account factors such as your energy levels, work-life balance, and any other commitments you may have. Overcommitting yourself to an unrealistic number of billable hours can lead to burnout and compromise the quality of your work. Strive for a balance that allows you to deliver exceptional results while maintaining a sustainable workload.
By estimating your work hours and deducting non-billable activities, you gain a clearer picture of the number of billable hours available to generate income. This information is crucial for calculating your freelance rate and ensuring that your rate aligns with the time you invest in client projects. Regularly reviewing and adjusting your estimated work hours as your workload or business circumstances change will help you maintain a realistic and profitable freelance business.
4. Research Industry Standards
Conducting research on industry standards and market rates is essential when determining your freelance rate. By exploring factors such as experience, skill level, and geographic location, you can establish a benchmark for setting your rates within the market and ensure competitiveness.
Take into account your experience and skill level when researching industry standards. Determine where you fall within the spectrum of freelancers in terms of expertise and proficiency. Rates can vary based on experience levels, with seasoned freelancers often commanding higher rates due to their established reputation and track record. Consider whether you are an entry-level freelancer, mid-level professional, or an expert in your field, and adjust your rates accordingly.
5. Factor in Taxes and Benefits
As a freelancer, you are responsible for self-employment taxes and likely won’t receive benefits such as health insurance or retirement contributions. Accounting for these additional financial responsibilities ensures that your rate adequately covers both your business expenses and personal financial obligations.
Tax laws and regulations can be complex, and they may vary based on your location and circumstances. Consulting with a tax professional or an accountant who specializes in working with freelancers can provide valuable insights and ensure that you are accounting for all applicable taxes and making informed decisions regarding your rate.
By factoring in taxes and benefits when calculating your freelance rate, you ensure that your rate accounts for these additional financial responsibilities. This approach helps you maintain a financially sustainable freelance business while meeting your personal financial obligations. Regularly review and adjust your rate as tax laws or your circumstances change to ensure ongoing compliance and financial stability.
6. Adjust for Profit Margin
In addition to covering expenses and earning a desired income, it’s crucial to factor in a profit margin when calculating your freelance rate.
Setting aside a portion of your earnings for business growth allows you to invest in improving your skills, expanding your service offerings, or upgrading your equipment and tools. This investment can help you stay competitive, attract higher-paying clients, and position your business for long-term success. Consider allocating a percentage of your earnings towards business growth and professional development.
7. Consider Value-Added Services
Take a close look at your skill set, experience, and the unique offerings you bring to your clients. Identify any value-added services that go beyond the standard deliverables in your industry. These could include:
- Specialized Expertise: Do you possess specialized knowledge or skills that are in high demand or scarce supply within your industry? Examples could be advanced technical proficiency, fluency in a specific software or programming language, or proficiency in a niche market segment.
- Additional Services: Do you offer extra services that enhance the overall client experience or provide additional value? This could include offering comprehensive project management, personalized consultations, extended support, or access to a network of industry contacts.
- Unique Perspective: Do you bring a unique perspective or creative approach to your work that sets you apart from competitors? Emphasize the value of your creative thinking, problem-solving abilities, or innovative solutions.
8. Refine and Test
After calculating your initial freelance rate, it’s crucial to refine and test it in the market. Seeking feedback from trusted colleagues, industry mentors, or freelancing communities can provide valuable insights to ensure that your rate aligns with industry norms and meets client expectations.
Test Your Rate
Consider testing your rate with a sample group of potential clients. This could involve offering your services to a select number of clients at your calculated rate or slightly adjusted rates based on feedback received.
Monitor the response and assess whether clients are receptive to your pricing, and if you are able to secure projects at your desired rate. This market testing allows you to validate the viability of your rate and make further adjustments, if necessary.
Monitor and Adapt
Once you have refined your rate and tested it in the market, it’s important to monitor its effectiveness and adapt as needed. Regularly evaluate your client acquisition rate, the profitability of projects, and client feedback on pricing.
Consider adjusting your rate over time as you gain more experience, expand your skills, or as market conditions change. Continuously refining and adapting your rate ensures that it remains competitive, reflects your value, and aligns with industry expectations.
How to Use Our Freelance Rate Calculator
To use our freelance rate calculator, you simply need to input your responses to questions and it will spit out an estimated rate. This is just an idea – it’s up to you to determine the rate you use.
The only thing our calculator does not take into consideration is value-added services. While we think they’re important, it’s hard to quantify what they meant to you. The calculations you get from our calculator are meant to be estimated starting points, it’s up to you to determine what you’re comfortable charging for.
All-in-all, we firmly believe that you deserve to get paid fairly for the services you provide. That means you want to take into consideration EVERYTHING you need to pay for and ALL that your services are worth when it comes to determining what you should be charging for your services.
Why does your freelance rate matter?
Setting the right rate as a freelancer is not just a matter of numbers; it holds significant implications for your professional growth, financial stability, and overall success. In this section, we will explore why your rate matters and the impact it can have on various aspects of your freelance career.
Establishing Your Worth
Your rate serves as a reflection of your expertise, skills, and the value you bring to your clients. By setting a rate that accurately represents your worth, you establish a perception of professionalism and quality. Clients who recognize and are willing to pay for your value will perceive you as a trusted professional, enhancing your credibility in the marketplace.
Maximizing Your Earnings
Setting the right rate is crucial for maximizing your earnings as a freelancer. By charging a rate that aligns with your skills, experience, and the market demand, you ensure that you are adequately compensated for your time and effort. Underpricing your services can lead to financial strain and burnout, as you may need to work longer hours or take on more projects to make ends meet. On the other hand, overcharging can result in lost opportunities and deter potential clients. Finding the balance between fair compensation and market competitiveness is key to optimizing your earnings.
Attracting the Right Clients
Your rate plays a crucial role in attracting the right clients to your freelance business. Setting a rate that aligns with your target audience’s expectations and budget helps filter out clients who may not value your expertise or be willing to pay what you deserve. When you price your services appropriately, you attract clients who understand and appreciate the quality you provide, leading to more fulfilling and financially rewarding projects.
Positioning Yourself in the Market
Your rate also plays a significant role in positioning yourself within your industry. If your rates are too low compared to industry standards, potential clients may question the quality of your work or perceive you as an inexperienced or low-value freelancer. Conversely, setting rates that are in line with industry benchmarks showcases your professionalism and positions you as a credible expert. Properly pricing your services helps you differentiate yourself from competitors and establish your niche within the market.
Setting the right rate is essential for the long-term sustainability of your freelance career. By charging a rate that allows you to cover your business expenses, invest in professional development, and save for the future, you create a solid foundation for growth. Sustainable rates provide the financial stability needed to weather any lean periods and ensure that you can continue to deliver high-quality work to your clients over the long term.