Freelance Quotes and Proposals Kit
From the client’s first message to a clear quote and a convincing proposal, all the way to follow ups and payment reminders.
Really tested. The prompts were tested with Claude Sonnet 5.5 on realistic cases and refined after testing. Below is the untouched result of the final test on October 21, 2026.
What's in the kit
- The right questions to ask before quoting
- Phased quote with three price options
- One page proposal and short version for Upwork or LinkedIn
- Follow up, reply to "too expensive" and payment reminder
Preview of the first prompt
I am a freelance [your profession]. A potential client wrote to me: """ [paste the message or your call notes] """ Help me understand the request before I make a quote: 1. Summarize in three lines what the client wants to achieve (the outcome, not just the work). 2. List what is missing to make an accurate quote, including any extra services they mention that are not part of the main job. 3. Write a short, friendly reply to the client with at most 5 questions, in order of importance, the most important first, without apologizing for asking them. If they asked for free trial work, handle the request politely without accepting it. 4. Flag any red flags (unrealistic deadlines, vague requests, "free test work").
Real example result
The test case (fictional people and companies)
Daniel Reyes, a freelance video editor in the UK (invented name), must quote for Brightside Dental, an invented clinic, three short videos for its social media, edited from footage the client supplies, with captions and a vertical version of each. In Prompt 2 he gave a rate of £35 an hour, sole trader status without VAT, and no estimate of hours, so the assistant had to propose one.
What the AI answered
I have no hours from you, so here is a proposed estimate. Please confirm or change the hours below. I will calculate the prices only after your confirmation, at £35 an hour, in pounds.
| Phase | What it includes | Hours |
|---|---|---|
| 1. Footage review | Watching the footage, planning the three edits | 3 |
| 2. Rough cuts | One cut for each of the three videos | 9 |
| 3. Captions and sound | Captions, music from the client's library, sound levels | 5 |
| 4. Vertical versions | One vertical version of each video | 4 |
| 5. Revisions | Two rounds of changes | 5 |
| Total | 26 |
Not included
- A third round of revisions.
- Filming or extra footage.
- Music licences.
Delivery times (working days from acceptance)
Phase 1 within 2 days, phase 2 within 7, phase 3 within 10, phase 4 within 12, phase 5 within 15. I have not assumed how fast the client replies: how many working days do they usually take?
Payment terms
30% deposit on acceptance, balance on delivery. Valid for 30 days.
Price options (hours now, prices after your confirmation)
- Essential: 2 videos with captions and one round of changes, 14 hours.
- Recommended: all 3 videos with vertical versions and two rounds, 26 hours. I recommend it because it matches what the client asked for.
- Complete: the recommended option plus a third round of revisions, 29 hours.
Tax reminders, for you to check
- Whether the invoice needs a note about VAT status.
- What your records need to show for a sole trader.
I have not quoted amounts or laws, and I have not added market prices.