Estimating is one of the most important steps in winning new jobs. When estimating a job there are quite a few things you need to remember.
The more details and variables your estimate includes, the easier it will be for your client to understand. Showing that you have anticipated all the details for production also helps build trust with your client.
If you do not have estimating software, I recommend using BlinkBid. It has a really nice format that produces a clean and clear proposal to present to your clients.
Here is a list of questions to ask your potential client to help create an accurate estimate that fulfills both their expectations and your needs.
1. How did you find out about me? Website? Friend? Reference? Contest? Google search?
2. Do you have a layout? What can you tell me about the imagery? How many images? Look and feel? Concept?
3. Where will we shoot? Is this a studio or location job? If location, is travel involved? Should I include travel cost in my estimate?
4. Location scouting?
5. Who is supplying the props, wardrobe and sets?
6. Makeup stylist? Hair Stylist? Wardrobe Stylist? Prop Stylist? Stylist assistants?
7. Who will supply talent? Can talent agencies invoice the agency directly?
8. Talent specs? Sex, race, age? Budget range?
9. Will casting be necessary? Web galleries? Or will the client be present?
10. Catering? Number of people from the client side and number of people from the Agency? RV’s for clients? RV’s for talent? Any special requirements? Dietary likes or dislikes from your team.
11. Will you be handling post-production? Retouching?
12. Image delivery? Hard drive? FTP?
13. You need to qualify the client in order to set your Creative Fee – Clarify whether they are an ad agency, editorial, direct client, mom and pop shop, consumer, etc.
14. Can you give me an idea of the budget parameters? Or should I just work the estimate up as if it were an ideal situation?
15. What is your projected production date?
16. When will you need this estimate?
17. What is the media use – Consumer ad, trade ad, packaging, direct mail, billboards, Brochures – single use or multiple use?
18 What is the specific area of circulation – Local, state, regional, national, international?
19. What is the frequency? Size of print run? What is the planned number of insertions?
20. What is the period of use? Duration of license
21. Do you want to see licensing options?
Hang up before giving an estimate. Take the time to consider all parameters. Avoid giving “ballpark” figures without giving the project the proper thought it deserves.
Have the client sign your estimate and initial the reverse Terms and Conditions. This is especially important for “newer” and “out-of-town clients.” Get the advance. Have models and other third parties bill direct. Charge appropriate sales, use and/or transit tax. Keep a shipping receipt as proof of out-of-state sales. Sign your invoice. Get the job!
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