Build Your Estimate
Use task rows for detail, then tune overhead, reserves, and margins.
Example Data Table
A sample breakdown to illustrate how task-level details roll up into totals.
| Task | Hours | Rate | Base Cost | Task OH (8%) | Task Risk (5%) | Task Total |
|---|---|---|---|---|---|---|
| Planning & discovery | 40 | 35 | $1,400 | $112 | $70 | $1,582 |
| Build & implementation | 220 | 42 | $9,240 | $739.20 | $462 | $10,441.20 |
| Testing & rollout | 80 | 35 | $2,800 | $224 | $140 | $3,164 |
Note: Currency and totals depend on your selected settings.
Formulas Used
- Labor Cost = Hours × Rate
- Task Base = Labor + Fixed + Materials + Equipment + Subcontract
- Task Overhead = Task Base × (OH% ÷ 100)
- Task Risk = Task Base × (Risk% ÷ 100)
- Task Total = Task Base + Task Overhead + Task Risk
- Direct Total = Σ(Task Total) + Other Direct Costs
- Global Overhead = Direct Total × (Global OH% ÷ 100)
- Subtotal = Direct Total + Global Overhead
- Contingency = Subtotal × (Contingency% ÷ 100)
- Risk Reserve = Subtotal × (Risk Reserve% ÷ 100)
- Profit = (Subtotal + Reserves) × (Profit% ÷ 100)
- Discount = (Subtotal + Reserves + Profit) × (Discount% ÷ 100)
- Tax = (After Discount) × (Tax% ÷ 100)
- Grand Total = After Discount + Tax
- Capacity Hours = Weeks × Days/Week × Hours/Day × Team × (Util% ÷ 100)
- Capacity Used% = Total Task Hours ÷ Capacity Hours × 100
How to Use This Calculator
- Enter an estimate name, currency, and rounding preference.
- Add schedule details to validate capacity and burn rate.
- Fill task rows with hours and hourly rates for labor.
- Include fixed costs, materials, equipment, or subcontract values.
- Set task overhead and risk percentages for each row.
- Add other direct costs that are not tied to tasks.
- Tune global overhead, contingency, risk reserve, profit, discount, and tax.
- Click Estimate Project Cost, then download CSV or PDF.
FAQs
1) What is the difference between contingency and risk reserve?
Contingency covers general uncertainty when estimating. Risk reserve covers known risks with a likelihood and impact, such as vendor delays or scope volatility.
2) Should I use task overhead or global overhead?
Use task overhead when overhead varies by work package. Use global overhead for organization-wide burdens like facilities, HR, and management. You can also combine both if needed.
3) How do I set an hourly rate for internal teams?
Use a fully loaded rate that includes benefits and standard overhead. If you only have salary data, convert it to an hourly value and add overhead and utilization assumptions.
4) Why does capacity used exceed 100%?
It means planned task hours are greater than available capacity based on duration, team size, and utilization. Reduce hours, extend the schedule, or add resources.
5) Where should I include one-time purchases?
Add them under “Other Direct Costs” if they do not belong to a specific task. If the purchase supports one work package, include it in that task row for clearer attribution.
6) How do I estimate subcontractor work?
If subcontractors bill hourly, place hours and rate in a task row. If they bill fixed price, enter the amount in the subcontract field or under other direct costs.
7) Does this calculator support multiple scenarios?
Yes. Run an estimate, download the CSV, then adjust assumptions and run again. Compare CSVs to track how overhead, reserves, or rates change the final total.
8) How accurate is the final total?
Accuracy depends on input quality and uncertainty. Use reserves to reflect risk. For higher confidence, break work into smaller tasks, validate rates, and update assumptions as scope evolves.
Built for quick estimating and structured project planning workflows.