Calculator inputs
Formula used
On-site labor = visits × hours/visit × on-site rate
Remote labor = remote hours × remote rate
Travel = visits × (travel + per diem + lodging)
Mileage = visits × km/visit × rate/km
Equipment = months billed × monthly equipment + setup fee
Base = on-site + remote + travel + mileage + equipment + reporting
Overhead = Base × overhead%
Contingency = (Base + Overhead) × contingency%
Discount = −(Base + Overhead + Contingency) × discount%
Tax = (Base + Overhead + Contingency + Discount) × tax%
Total = Base + Overhead + Contingency + Discount + Tax
Base = (monthly retainer × months) + setup fee
Discount, tax, and total follow the same pattern.
How to use this calculator
- Choose your billing model and currency.
- Enter duration and your site visit approach.
- Fill labor, travel, equipment, and reporting details.
- Add overhead, contingency, discount, and tax rates.
- Press Calculate to view totals and breakdown.
- Use CSV or PDF buttons to export results.
Example data table
| Scenario | Duration | Visits method | Rates & hours | Extras | Sample total |
|---|---|---|---|---|---|
| Small renovation | 8 weeks | 1 visit/week | 3 hrs/visit @ 70 | Travel 25, reporting 100, overhead 6% | USD 2,270.00 |
| Mid-size build | 4 months | 2 visits/month | 5 hrs/visit @ 85 | Equipment 150/mo, contingency 5%, tax 0% | USD 4,077.50 |
| Program retainer | 6 months | Monthly retainer | Retainer 1,500/mo | Setup 250, discount 3% | USD 8,872.50 |
Scope components that drive monitoring fees
Monitoring budgets typically combine on-site labor, remote oversight, travel, and reporting. On-site time scales with visit count and hours per visit, so confirm whether coordination meetings are included. Remote time covers call reviews, photo logs, drawing markups, and system checks. Fixed reporting fees capture recurring documentation effort. Document your assumptions in the scope so revisions remain defensible.
Choosing a billing model
Use a per-visit model when access varies and activity is milestone-driven, such as inspections tied to pours, lifts, or key installations. Choose a monthly retainer when coverage is steady and deliverables are predictable, such as dashboards plus a defined response window. Comparing both models shows whether you are paying for peaks or baseline availability.
Estimating site visit frequency
Start with a realistic duration, then select visits per week, visits per month, or a manual total. Weekly inputs fit short programs with continuous work fronts, while monthly inputs suit longer projects with scheduled milestones. If access is restricted, set a manual visit count to match the approved schedule. Estimated visits are rounded up to avoid underbudgeting. If you expect standby time, increase hours per visit.
Accounting for travel, equipment, and reporting
Travel costs can be small but frequent, so modeling per-visit travel and per diem reduces surprises. Mileage is often policy-driven, so align the rate with your reimbursement standard and confirm whether distance is round-trip. Equipment can be billed for fewer months than the project duration when monitoring is phase-based. Add a setup fee when calibration or site induction is required. Reporting may include field notes and closeout packages, so treat it as a deliverable.
Using overhead, contingency, and taxes responsibly
Admin overhead captures management, QA, and back-office effort that is easy to undercount. Contingency should reflect risks: weather delays, night access, permits, rework cycles, or extra verification testing. Apply discounts after the full structure is built, so the concession stays traceable. Tax rules vary by jurisdiction, so treat tax as an invoicing parameter.
FAQs
1) What does “site visits used” represent?
It is the visit count applied to on-site labor, travel, per diem, lodging, and mileage. The tool estimates visits from duration and frequency, or uses your manual total if you choose that option.
2) Should I enter visits per week or per month?
Use per week for short, continuous schedules. Use per month for longer projects with milestone inspections. If your access calendar is fixed, choose the manual total to match the approved plan.
3) How are overhead and contingency applied?
Overhead is calculated as a percentage of the base costs. Contingency is applied after overhead to reflect risk exposure. If you do not use these contractually, set the percentages to zero.
4) Can equipment months be different than project months?
Yes. Equipment may only be required during specific phases. Set “equipment months billed” to the period your instruments, rentals, or data plan are active, and add a setup fee for commissioning if needed.
5) What is included in the reporting fee?
Use it for deliverables such as weekly summaries, photo logs, nonconformance tracking, dashboard updates, and closeout documentation. If reporting effort is mainly hourly, reduce the fixed fee and increase remote hours instead.
6) How can I validate the estimate before sharing it?
Compare the breakdown to past invoices or rate sheets. Run a conservative and an optimistic scenario. If the total looks high, review visit count, hours per visit, and contingency assumptions first.