When Photographers Need an Estimate
Not every inquiry is ready for a firm quote. When a client is still planning their event, exploring commercial concepts, or comparing vendor categories, a photography estimate gives them a realistic budget range without committing either party to a fixed price. Estimates are especially useful for multi-day commercial shoots, destination weddings, and ongoing content retainers where scope may shift.
Typical Items on a Photography Estimate
- Estimated shoot time - Range of hours or days based on preliminary brief
- Post-production hours - Approximate editing, retouching, and compositing time
- Equipment and crew - Lighting kits, backdrops, assistants, second shooters
- Location and travel costs - Permits, mileage, accommodation, per diem
- Deliverables range - Expected image count, format, and resolution
- Contingency buffer - 10-15% for weather delays, overtime, or scope additions
Best Practices for Photography Estimates
Label the document "Estimate" clearly so the client knows this is not a binding price. Use ranges (e.g., "$2,500 – $3,200") rather than single figures, and note the assumptions behind each range — number of locations, hours of coverage, and deliverable count.
Include a short paragraph explaining what would move the price toward the higher end of the range, such as additional setups, extended hours, or expedited delivery. This sets expectations and makes the transition to a formal quote smoother once the client finalizes their plans.
BillThemToday's free estimate generator helps you create professional photography estimates in minutes. Add your branding, list estimated line items, and share a clean PDF the client can circulate to their planning team. When the scope firms up, switch over to our quote generator to lock in the final price.