Fixed-Price Website Quote Engine: South African Edition for Web Designers

Description

Stop guessing your website prices.

This spreadsheet turns a checklist of the work a client needs into three clear fixed prices: Essential, Standard and Premium. You pick the items, and it works out the price, the deposit, the timeline and a client-ready quote you can save as a PDF.

This is the South African edition, built for South African freelance web designers and small studios who charge a fixed fee for big projects, not by the hour. A UK edition is coming.

Join the UK edition waitlist

What makes it different

• Compliance pages are part of the scope. Privacy policy, cookie banner, terms and conditions, form consent wording, POPIA notice, accessibility statement and PAIA manual are on the checklist, so you stop giving them away for free.
• It checks that the price pays you. The Profit Check shows what each package earns per hour if the job runs 10%, 25% or 50% over, and the lowest price you should accept.
• It learns from your real jobs. Log your finished jobs, and after three the Job Log suggests how much to adjust your hours and your risk premium.
• The client sees plain language. Your hours and your margin never appear on the quote. The client sees what is included and what is not.
• Everything is in rand, with a switch for 15% VAT, a deposit, a rush fee and a discount.

What you get

• The Quote Engine workbook with 9 working tabs: Start Here, Settings, Scope Checklist, Client Quote, Profit Check, Client Replies, Ad-hoc Hourly, Job Log and Quote Tracker
• A starter library of 43 website tasks with client-ready wording, including 9 compliance items
• A sample file with a fictional client, and a blank file ready for your own quotes
• A 10-page how-to guide (PDF)
• Copy-and-paste email and pushback replies, such as “It is more than I expected” and “Can you drop the price?”
• A Health Check that tells you if anything is set up wrong before you quote

How it works

1. Enter your hourly rate and business details once.
2. For each new client, enter a quantity and a package against the items they need.
3. Check the three prices and the Profit Check.
4. Save the Client Quote as a PDF and send it with the ready-made email.

Who it is for

• Freelance web designers and WordPress developers in South Africa
• Small studios with one to five people
• Anyone who wants to move from hourly billing to fixed prices without losing money

Who it is not for

• If you only bill by the hour. The Ad-hoc Hourly tab helps, but this is mainly a fixed-price tool.
• If you quote in pounds or dollars. This edition is in rand and uses South African law references (POPIA and PAIA). A UK edition is coming.

Works in Excel, Google Sheets and LibreOffice. No macros, no add-ins, nothing to install.

Please note

• The starter hours are estimates, not logged data. Replace them with your own hours. The package totals are in line with a typical small-business site taking about three days.
• The compliance items describe pages prepared from standard templates. They are not legal advice and have not been reviewed by a lawyer.
• VAT and tax figures are planning inputs. This is not tax advice.

Frequently asked questions

Do I need to be VAT registered?
No. VAT is a switch on each quote. Leave it off if you are not registered.

Can I change the prices and wording?
Yes. Every hour, price and piece of client wording can be edited, and there is room to add your own items.

Will it write my privacy policy?
No. It prices and lists the compliance pages as part of your scope. You still prepare the pages from your own templates.

Is there a UK version?
A UK edition is coming, with pounds, UK VAT and UK GDPR items. Join the waitlist and you will be told as soon as it is ready.

Do I get updates?
Yes. Free updates are released at the start of every year, at no extra cost.