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Web Development Estimate Template

Phases with a range, stated assumptions and a change route — software priced before discovery. Free PDF.

Software is estimated before anybody has read the API documentation of the thing it has to talk to. That is the whole difficulty: the parts of the build you have done fifty times price themselves, and the one integration nobody has opened is where the entire variance lives. An estimate that survives contact with the work does two things — it ranges the phases that deserve a range, and it lists the assumptions plainly enough that the client can correct the wrong one before a sprint is spent on it.

Issued by

Halcyon Systems LLC

907 East 5th Street

78702 Austin, TX

United States

newwork@halcyonsystems.example

Bill to

Northgate Clinics

1900 Physicians Way

78229 San Antonio, TX

United States

projects@northgateclinics.example

Estimated total

$57,100.00

Valid for 21 more days · Aug 27, 2026

This is an estimate, not a bill. Prices may change.

Assumptions

One CMS, two user roles, Stripe as the only payment provider, and a clinical data export in the shape of the sample supplied. Patient data is protected health information: a signed business associate agreement and a HIPAA-eligible hosting account are assumed in place before any live record moves, and the sample above is de-identified. Any of these being untrue re-opens the phase it touches.

Description	Qty	Rate	Tax	Amount
Discovery spike — practice management API Fixed price; output is a written integration plan and a firm estimate	1	$4,800.00	—	$4,800.00
Phase 1 — patient booking flow Estimated 3 sprints; high case 4 if the availability model is per-clinician	3	$12,500.00	—	$37,500.00
Phase 2 — records migration Ranged: assumes the export matches the 2,000-row sample provided	1	$9,600.00	—	$9,600.00
Accessibility audit and remediation WCAG 2.2 AA on the booking flow only	1	$5,200.00	—	$5,200.00

Subtotal	$57,100.00
Total	$57,100.00

Terms

Billed monthly against sprints completed. The spike is invoiced on delivery of its written output.

Estimate #EST-7735 · Halcyon Systems LLC · Page 1 of 1

What this estimate commits you to

How long it stands: Twenty-one days. The estimate is built on a named team's availability, and the sprint it assumes is gone once those people are committed to another engagement.
What it does not cover: Content, third parties and compliance. Copy, photography, translations and data entry are the client's; licences, API usage, hosting, domains and app-store fees are passed through at cost; and a HIPAA risk assessment, a penetration test and the business associate agreement itself are not in this price — no live patient record moves until that agreement is signed.
What would change the price: What discovery has not opened yet. An API that turns out to be undocumented or rate-limited, a data set dirtier than the sample, an extra user role, browser or accessibility targets added later, and any requirement that arrives after a phase has started.
How the client accepts it: Approve by email or signature against the statement of work; the first sprint is booked on the deposit, and an estimate accepted more than one sprint later is re-issued at current availability.

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What to put on a web development estimate

Phases or epics with a low and a high figure, and the confidence behind each stated in words
The assumptions the estimate rests on, listed — one CMS, one language, one payment provider, a data set that looks like the sample, and which regulation the data falls under
Which integrations have been reviewed and which have only been named
What the client owes and when: content, brand assets, API credentials, and a decision-maker who can answer in a day
Browser, device and accessibility targets, because they are scope rather than polish
The change route: how a new requirement becomes a priced statement of work rather than an argument

Questions

Should a software estimate be a range or a number?

A range on anything not yet investigated, a number on anything you have built before. Collapsing a range into a single figure does not remove the uncertainty, it just moves who carries it — and the client cannot see which parts of your estimate are the risky ones.

What belongs in the assumptions list?

Everything that would change the number if it were false: the platform, the number of user roles, that the legacy data exports cleanly, that the third-party API is documented and not rate-limited — and, where the data is regulated, what the client's compliance obligations put on the build. Patient records mean a business associate agreement and a HIPAA-shaped hosting story; card data means a scope decision about PCI. Clients rarely read an estimate closely, but they always read the assumption that is wrong about them.

How do I estimate an integration I have not seen?

Do not. Price a discovery spike as its own small piece of work, with a fixed price and a written output, and estimate the integration after it. A week of paid investigation is cheaper for both sides than a fixed price on an undocumented API.

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