Some time ago a potential client contacted me about rebuilding their e-commerce platform. We had detailed discussions, I prepared a thorough estimate, and sent them an offer. Then... silence.
Four months later they called back, ready to sign. "Great news!" they said. "We're finally ready to move forward with your original quote."
Here's what I told them: "I'm happy you're ready to start, but I need to re-estimate the project first."
Why Estimates Have Expiration Dates
Most developers treat estimates like they're written in stone. Send a quote, wait for approval, start working. But here's the reality - estimates are snapshots of a specific moment in time.
After 90 days, that snapshot is outdated.
Four Reasons Why We Re-estimate
1. Technology Might Have Changed
Three months in software development is like three years in other industries. The framework you planned to use might have a major security issue now. A new library might solve the problem better. Browser support might have shifted.
I once quoted a React project in January. By April, React had a major update that changed how we handle state management. The original estimate was based on old patterns that were no longer best practice.
2. Our Team Setup Might Need Update
When I give you an estimate, I'm thinking about my current team availability and skills. After 90 days:
- Key developers might be committed to other projects
- We might have hired new team members with different rates
- Project priorities in our company might have shifted
Your delayed decision becomes our resource planning problem.
3. We Might Have Found New Hidden Requirements
The longer a project sits, the more I think about it. And thinking usually reveals problems I missed in the original estimate.
During those 90 days, I might realize:
- The integration with their CRM is more complex than I thought
- Their user authentication system has special requirements
- The data migration needs extra steps I didn't consider
This isn't about being unprofessional in the first estimate. It's about being honest when I discover new complexity.
4. Client Might Turn Out to Be Hard to Work With
Here's the uncomfortable truth - how clients behave during negotiations tells me a lot about how they'll behave during development.
If you spend 4 months:
- Asking for tiny changes to the proposal
- Requesting detailed explanations of every line item
- Negotiating every small detail
- Going back and forth on basic requirements
Then you're probably going to be a difficult client during development too. And difficult clients need higher estimates to account for the extra communication overhead.
How to Communicate Re-estimation Without Losing Deals
The key is to set expectations upfront. Here's what I tell every potential client:
"This estimate is valid for 90 days. After that, I'll need to review and potentially adjust it based on any changes in technology, team availability, or project understanding."
Most clients understand this. Those who don't... well, they're usually the difficult ones anyway.
The Conversation Script
When a client comes back after 90 days, here's how I handle it:
Client: "We're ready to move forward with your original quote."
Me: "Great! I'm excited to work with you. Since it's been over 90 days, I need to review the estimate to make sure it's still accurate. This usually takes 2-3 days."
Client: "But we already agreed on the price..."
Me: "I understand, but the original estimate was based on conditions from 3 months ago. Let me review it and see if anything needs adjustment. In many cases, the price stays the same."
Notice I don't apologize. I explain the business reason and move forward.
When the Price Goes Up
Sometimes the re-estimate is higher than the original. This is always awkward, but it's better than discovering problems mid-project.
I explain exactly what changed:
- "The framework we planned to use has security issues now"
- "We need to account for the new requirements you mentioned"
- "Our team structure has changed and this affects the timeline"
Be specific. Don't just say "things got more expensive."
When Clients Push Back
Some clients will argue: "But you already gave us this price!"
My response: "Yes, and that price was valid for 90 days. Just like how airline tickets and hotel rooms have expiration dates, development estimates do too."
If they can't accept this, they're not the right client for you.
The Business Reality
Here's what I've learned after 12 years: clients who take months to make decisions usually have internal problems. Maybe they can't get budget approval. Maybe they're not really committed to the project. Maybe they're shopping around for cheaper options.
Re-estimation is a filter. It helps identify clients who are serious about moving forward vs. those who are just collecting quotes.
Should You Do This Too?
If you're a freelancer or run a small development company, yes. Your time and expertise have value. Holding prices indefinitely doesn't serve anyone.
Set a clear validity period on your estimates. 90 days works for most projects. For smaller projects, maybe 30 days. For larger ones, maybe 60 days.
The key is to communicate this upfront and stick to it.
The Result
Since implementing the 90-day rule, I've had fewer projects that drag on forever. Clients make decisions faster. And when they don't, I'm protected from the risks of working with outdated estimates.
Most importantly, it sets a professional tone. You're not desperate for work. You're a professional who values your time and expertise.