Project Estimation Guide
Version: 2.0
Last Updated: 2025-10-25
Owner: Service Delivery
Status: Active Guide
Overview
This guide provides standardized estimation frameworks for SME business automation projects. Use these guidelines to create accurate project scopes, timelines, and investment estimates for client proposals. Our focus is on connecting business systems (Xero, HubSpot, Shopify, Asana) to automate repetitive tasks for SMEs.
Estimation Framework
1. Project Complexity Assessment
Simple Projects (1-2 weeks)
Characteristics:
- 1-3 basic workflows
- 1-2 system integrations (e.g., Xero + HubSpot)
- Standard automation patterns only
- No custom code required
- Clear business requirements
Examples:
- Xero invoice paid → update HubSpot contact
- Automated email notifications when deal is won
- Basic data sync between systems
- Simple approval notifications
Investment Range: $3,000 - $5,000
Medium Projects (2-4 weeks)
Characteristics:
- 3-8 workflows
- 2-4 system integrations
- Some custom code nodes
- Moderate complexity logic
- Multiple stakeholders
Examples:
- Multi-system data sync
- Complex approval workflows
- Custom data transformations
- Integration with legacy systems
Investment Range: $5,000 - $12,000
Complex Projects (4-8 weeks)
Characteristics:
- 8+ workflows
- 4+ system integrations
- Significant custom development
- Complex business logic
- Multiple data sources
Examples:
- End-to-end business process automation
- Custom API integrations
- Advanced data processing
- Multi-tenant workflows
Investment Range: $12,000 - $25,000
2. Time Estimation Matrix
Business Automation Platform Setup
| Component | Simple | Medium | Complex |
|---|---|---|---|
| Infrastructure setup | 4 hours | 8 hours | 16 hours |
| Security configuration | 2 hours | 4 hours | 8 hours |
| OAuth integration setup | 2 hours | 4 hours | 8 hours |
| User management | 1 hour | 2 hours | 4 hours |
| Workflow execution tracking | 2 hours | 4 hours | 8 hours |
| Total Setup | 11 hours | 22 hours | 44 hours |
Workflow Development
| Workflow Type | Simple | Medium | Complex |
|---|---|---|---|
| Basic data sync | 4 hours | 8 hours | 16 hours |
| Email notifications | 2 hours | 4 hours | 8 hours |
| Data transformation | 4 hours | 8 hours | 16 hours |
| Custom logic | 8 hours | 16 hours | 32 hours |
| Error handling | 2 hours | 4 hours | 8 hours |
| Testing & validation | 2 hours | 4 hours | 8 hours |
| Per Workflow | 22 hours | 44 hours | 88 hours |
Integration Services
| Integration Type | Simple | Medium | Complex |
|---|---|---|---|
| Standard API (REST) | 4 hours | 8 hours | 16 hours |
| OAuth setup | 2 hours | 4 hours | 8 hours |
| Data mapping | 2 hours | 4 hours | 8 hours |
| Error handling | 2 hours | 4 hours | 8 hours |
| Testing | 2 hours | 4 hours | 8 hours |
| Per Integration | 12 hours | 24 hours | 48 hours |
3. Service-Specific Estimates
pipeline platform Setup
Base Investment: $2,500 - $5,000 Timeline: 1-2 weeks Includes:
- Server provisioning and configuration
- Security hardening
- Backup system setup
- Basic monitoring
- User account setup
- Initial workflow templates
Custom Workflow Development
Hourly Rate: $150 - $250/hour Typical Ranges:
- Simple workflow: 20-30 hours
- Medium workflow: 40-60 hours
- Complex workflow: 80-120 hours
Integration Services
Per Integration: $500 - $2,000 Factors:
- API complexity
- Authentication requirements
- Data transformation needs
- Error handling requirements
Monthly Management
Retainer: $500 - $2,000/month Includes:
- Platform monitoring
- Performance optimization
- Issue resolution
- New workflow development
- User support
Estimation Process
1. Discovery Phase (Free)
Duration: 30-60 minutes Activities:
- Business process review
- Technical requirements assessment
- Integration analysis
- Complexity evaluation
Deliverables:
- Automation opportunity matrix
- Technical feasibility assessment
- Preliminary scope definition
- Investment range estimate
2. Technical Assessment
Duration: 2-4 hours Investment: $300 - $600 (credited to project) Activities:
- System architecture review
- Integration capability testing
- Security requirements analysis
- Performance requirement definition
Deliverables:
- Detailed technical assessment
- Integration roadmap
- Risk assessment
- Refined project scope
3. Detailed Proposal
Duration: 1-2 days Activities:
- Detailed scope definition
- Timeline development
- Resource allocation
- Investment calculation
Deliverables:
- Comprehensive project proposal
- Detailed timeline
- Investment breakdown
- Service agreement
Pricing Guidelines
Hourly Rates
- Senior Consultant: $200 - $250/hour
- Technical Specialist: $150 - $200/hour
- Junior Developer: $100 - $150/hour
Project-Based Pricing
- Simple Projects: $2,500 - $5,000
- Medium Projects: $5,000 - $12,000
- Complex Projects: $12,000 - $25,000
- Enterprise Projects: $25,000+
Retainer Pricing
- Basic Management: $500 - $1,000/month
- Standard Management: $1,000 - $1,500/month
- Premium Management: $1,500 - $2,000/month
Risk Factors
Technical Risks
- Legacy System Integration: +20-50% time
- Custom API Development: +30-60% time
- Complex Data Transformations: +25-40% time
- Security Requirements: +15-30% time
Business Risks
- Unclear Requirements: +20-40% time
- Multiple Stakeholders: +15-25% time
- Change Requests: +10-30% time
- User Adoption Issues: +10-20% time
Mitigation Strategies
- Detailed discovery phase
- Clear scope definition
- Regular communication
- Change request process
- User training and support
Proposal Templates
Simple Project Proposal
Project: [Client Name] pipeline services Automation Setup
Scope: pipeline platform setup + 3 basic workflows
Timeline: 2 weeks
Investment: $4,500
Includes: Platform setup, 3 workflows, training, 30-day support
Medium Project Proposal
Project: [Client Name] Business Process Automation
Scope: pipeline platform + 5 workflows + 2 integrations
Timeline: 4 weeks
Investment: $8,500
Includes: Platform setup, 5 workflows, 2 integrations, training, 60-day support
Complex Project Proposal
Project: [Client Name] Enterprise Automation Platform
Scope: pipeline platform + 10 workflows + 4 integrations + custom development
Timeline: 8 weeks
Investment: $18,500
Includes: Platform setup, 10 workflows, 4 integrations, custom development, training, 90-day support
Quality Assurance
Estimation Accuracy
- Target: ±15% variance
- Review: Monthly estimation accuracy
- Improvement: Continuous refinement
Client Satisfaction
- Target: 90%+ satisfaction
- Measurement: Post-project surveys
- Action: Address feedback promptly
Project Success
- Target: 95%+ on-time delivery
- Measurement: Timeline adherence
- Action: Process improvements
Continuous Improvement
Monthly Reviews
- Estimation accuracy analysis
- Client feedback review
- Process improvement identification
- Template updates
Quarterly Assessments
- Pricing strategy review
- Market comparison analysis
- Service offering optimization
- Competitive positioning
Annual Planning
- Service portfolio review
- Pricing strategy updates
- Market positioning analysis
- Strategic planning
Document Version: 1.0
Last Updated: 2025-01-27
Owner: Zixly Service Delivery
Review Cycle: Monthly