Fixed Fee Project Review Sheet
Review estimated and actual delivery time, the implied fee-per-hour outcome, scope changes and decisions for the next estimate.
Free text file with blank fields and a filled example. No signup required.
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At a glance
Review estimated and actual delivery time, the implied fee-per-hour outcome, scope changes and decisions for the next estimate.
Best for
Consultants reviewing a completed fixed-fee engagement before quoting similar work.
Evaluation method
Reviewed 2026-10-02
Original service-billing worksheet and fictional worked example. Workflow reviewed October 2, 2026; not a claim about measured customer outcomes. Approvals, payment allocation, client portals, and tax decisions remain separate from scheduled delivery.
Using InvoiceAgent
After approvals and amounts are checked, use InvoiceAgent to prepare and schedule invoice delivery.
Illustrative example
An overrun reviewed without repricing
- Approved service fee
- USD 3,000
- Estimated / actual delivery
- 20 h / 30 h
- Implied estimated / actual rate
- USD 150 / USD 100 per hour
- Hours variance
- +10 h / +50%
- Next action
- Review cause evidence and future estimate
Fictional fee/time review; current invoice terms remain an independent agreement decision.
See the recorded product workflowWhat this document helps you record
A fixed-fee project review explains the time outcome without rewriting the client agreement. Record the agreed fee, original estimate and complete actual hours, then ask which causes affected the difference. An internal effective hourly rate is a summary of the fee and time, not profit or cash collected.
The worksheet separates included work, approved changes, internal rework and missing time. Compare the original scope on the same hour basis before deciding that an overrun should change future estimates. Keep payment status and staff or overhead costs in separate records if they matter to the wider review.
The fictional project has a USD 3,000 service fee, twenty estimated delivery hours and thirty actual hours. Its implied rate changes from USD 150 to USD 100 per hour. The review assigns ten extra hours to evidenced causes and records a next-estimate decision; it does not create a retrospective hourly invoice.
Quick context
Section
Invoice templates, reminder templates, and billing trackers that lead naturally into a scheduled workflow.
Best for
Consultants reviewing a completed fixed-fee engagement before quoting similar work.
Outcome
Use this page to move from general research into a calmer, more repeatable invoicing process.
How to complete the template
Fix the comparison basis
Reference the original agreement, scope, fee excluding pass-throughs and the estimate version. Define which delivery activities are counted.
Reconcile complete actual time
Check missing entries and approved scope changes. Separate original-scope time from separately priced changes before comparing the same scope.
Assign future decisions
Record evidenced causes, estimate adjustments and review owners. Keep any current client charge tied to approved terms, not to internal variance alone.
Preview the blank template
Replace the bracketed fields with your client’s details. The download also includes the filled example shown on this page.
FIXED FEE PROJECT REVIEW Project / agreement / original scope / estimate version: [details] Service fee / currency (exclude tax and pass-throughs): [details] Defined hour basis / estimated hours / complete actual hours: [details] Original-scope time / approved change time / exclusions: [details] Effective fee-per-hour / hours variance: [details] Variance cause | evidence | next-estimate decision | owner [rows] Current billing approvals / separate payment status: [references] Review status / missing evidence / next date: [details]
Free resource
Use the editable document
Download the blank worksheet and filled example, then adapt them to your client agreement.
Download text fileWhere teams usually lose momentum.
Avoid this
Treating an overrun as automatic extra billing
Extra internal hours do not by themselves amend a fixed price. Check an actual scope approval before adding a charge.
Avoid this
Calling fee divided by hours profit
Costs and collection are absent from that ratio. Label it an effective hourly review measure.
Move from reading about the workflow to running it.
InvoiceAgent is designed for the last mile of getting paid: scheduled invoice delivery, reminder timing, professional PDFs, and send-time FX conversion when global billing is involved.
Related topics
Find more templates and practical tools in the resources below.
Questions people usually have before changing the workflow.
Should sales time be included?
Choose and state a consistent denominator. This delivery review compares delivery hours; a wider business review may separately include sales and administration.
What if actual time is incomplete?
Mark the review provisional and obtain the missing records. A precise-looking rate from incomplete hours can mislead the next estimate.
Does finishing faster require a refund?
The worksheet does not decide that. Apply the actual agreement separately.
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