Quote Your Balloons – real-world pricing formulas from a working balloon business
Materials
Add each material and enter the cost per single item (not pack price). Include VAT in the unit cost and round up slightly to cover waste.
Enter pence as decimals, pounds as full numbers — e.g. 14p = 0.14, £25 = 25
e.g. 100 Kalisan White Balloons = £14.11 incl. VAT ÷ 100 = 0.15 per balloon (rounded up)
💡 Tip
Round up small unit costs to cover waste and consumables (e.g., popped balloons, ribbon, clips).
⏱️ Labour
💡 Self-Employed Hourly Rate
Self-employed rates often need to be higher than employee wages to cover unpaid time, tax, pension, holidays, and overheads. Set a rate that fits your costs and target income.
🏢 Overheads
Optional: Add running costs not directly tied to this order (e.g. insurance, subscriptions, storage). See My Settings for help calculating this.
📍 Delivery & Hire
📈 Profit Margin
Quick Calculator
A simplified calculator for faster pricing. Enter your totals directly without itemising each material.
💡 Quick Tip
Use this calculator when you already know your material costs. For detailed itemised pricing, use the Detailed Calculator tab.
My Default Settings
Set your personal defaults to speed up calculations.
Skill Level
Your experience affects your hourly rate.
Beginner
£15-20/hr - Building portfolio
Intermediate
£30/hr - Consistent quality
Expert
£45-60/hr - Premium service
📊 My Overhead Calculator
Calculate your per-order overhead based on yearly figures.
👤 Account & Subscription
Manage your account and subscription settings.
Helium Cost Calculator
Calculate the cost of helium per balloon based on your tank size and price.
Select Your Tank
💰 Cost Per Balloon
Enter quantities to calculate total helium cost for your order.
Latex balloons are spherical when inflated. Volumes shown are industry standard fill amounts.
Enter your tank details above and click "Calculate Helium Costs" to see per-balloon pricing.
💡 Helium Tips & Best Practices
📐 Pro Tip: The "Cube Law" Surprise
When choosing balloon sizes, remember that doubling the width doesn't just double the helium—it octuples it! Because a balloon grows in three dimensions (height, width, and depth), a 36" balloon actually holds about 27 times more helium than a standard 12" balloon. While the giant balloons make a massive impact, they require a significantly larger volume of gas to stay afloat, which is why you see such a sharp jump in unit costs.
✨ Latex vs Foil: The Size Illusion
Foil balloons are measured "flat" (uninflated). When inflated, they pull in at the seams and displace far less gas than a spherical latex balloon of the same advertised size. A 36" foil balloon uses roughly 4x less helium than a 36" latex balloon (110L vs 425L). This makes foils much more cost-effective for large statement pieces!
🌡️ Temperature Sensitivity
Helium is highly sensitive to temperature. In cold environments, the gas contracts, causing balloons to look "deflated." In warm environments, the gas expands, which can cause balloons to pop if filled to capacity. Always inflate balloons in an environment similar to where they will be displayed.
🎈 The 5-Inch Rule
While 5" balloons can be filled with helium, they do not hold enough volume to float. They are included in calculations for gas volume only; for decorative purposes, they are usually air-filled.
📊 Wastage & Buffering
It is professional practice to add a 10–15% buffer to your total helium requirement. This accounts for gas lost during the nozzle connection process, accidental over-filling, or the occasional faulty balloon.
⏱️ Float Times
Standard latex balloons typically float for 12–18 hours. If your event requires a longer duration, consider using a balloon treatment (like Hi-Float) which seals the latex and can extend float times by several days.
🫧 Inflation Shape
Volumes are based on balloons being inflated to their intended "pear" shape. Over-inflating into a "lightbulb" shape significantly increases the volume used and the risk of popping.
🏭 Brand Variance
Balloon capacity can vary slightly between manufacturers. These figures are based on industry-standard professional latex balloons.
Disclaimer: This tool calculates prices from the values you enter. It is not financial advice and does not guarantee profit. Always verify calculations to suit your specific business circumstances.
Quick Quote Generator
Already know your price? Enter the details below to generate a professional PDF quote for your customer.
Disclaimer: This tool calculates prices from the values you enter. It is not financial advice and does not guarantee profit. Always verify calculations to suit your specific business circumstances.
The Pricing Formula
Price = (Materials + Labour + Overheads + Delivery) × Profit% + Hire Fee
What This Calculator Includes
- Materials — All components used: balloons, helium, ribbon, vinyl, weights, etc.
- Labour — Your time for creation, setup, admin, and client communication.
- Overheads — Running costs: insurance, utilities, equipment, education.
- Delivery — Mileage costs for delivering and collecting (45p/mile HMRC rate).
- Profit Margin — A percentage that allows your business to grow and invest.
- Hire Fee — Fixed amount for equipment hire, added after profit calculation.
💡 Common Omissions That Underprice Jobs
📋 Admin Time
Messaging clients, ordering supplies, diary management, invoicing — this time adds up. Include it in your labour calculation.
📦 Small Consumables
Ribbon, tape, cable ties, weights, bag clips — small items that get forgotten. Round up material costs to cover these.
📍 Signals Your Rate May Be Low
High enquiry volume, long lead times, clients booking before asking price — these suggest demand exceeds your current pricing.
🚗 Delivery & Hire Rates
Delivery Mileage
Calculate as round-trip miles × your chosen mileage rate (e.g., 45p/mile). This covers fuel, wear & tear, and travel time.
Hire Fees
Enter a fixed hire fee for equipment you're lending to the customer. Consider the following when setting your hire fee:
- Wear & tear — Equipment degrades with each use
- Maintenance & cleaning — Time spent preparing items
- Storage costs — Space to keep equipment
- Replacement fund — Saving towards eventual replacement
- Transport — Extra vehicle space and handling
Hire item types: Easel, Hoop, Half Hoop, Stand, Shimmer Wall, Sail Board, Light Up Numbers/Letters
📝 Rounding Guidance
Material Unit Costs
Round up small unit costs to cover waste and consumables. For example, if a balloon costs 14p, entering 20p helps cover extras like ribbon, clips, and popped balloons.
Final Quoted Price
Consider rounding the final price to a clean number. A price of £47.50 might become £48 or £50 for simplicity.
Checklist: Easy-to-Forget Costs
Spare/burst balloons, tape, 260s, command hooks, clips, weights, travel time, de-rig and cleaning time.
🎈 Helium Calculator
The Helium Calculator helps you work out the true cost of helium per balloon based on your specific tank size and supplier pricing.
How It Works
- Enter your tank size — The total litres of helium in your tank (check your supplier's specifications).
- Enter the tank cost — The total amount you pay including rental, refill, or purchase cost.
- Click Calculate — The calculator divides the cost by litres to give you a cost per litre.
- See per-balloon costs — Using industry-standard fill volumes, you'll see exactly what each balloon size costs to inflate.
- Add quantities — Enter how many of each size you need for an order to get total helium cost and litres required.
Latex Balloon Fill Volumes
| Balloon Size | Helium (Litres) | Notes |
|---|---|---|
| 5" | 2 | Won't float — for volume calculation only |
| 9" | 7 | Small floating balloon |
| 11" | 15 | Standard latex |
| 16" | 42 | Large latex |
| 24" | 142 | Giant latex |
| 36" | 425 | Jumbo latex |
Foil Balloon Fill Volumes
| Balloon Size | Helium (Litres) | Notes |
|---|---|---|
| 11" | 13 | Small foil |
| 16" | 15 | Standard foil |
| 24" | 40 | Large foil |
| 36" | 110 | Jumbo foil |
💡 Pro Tip: Add a Buffer
Consider adding 10–15% extra to your helium calculations. This covers gas lost during nozzle connection, accidental over-filling, and the occasional faulty balloon.
Quick Quote Generator
The Quick Quote Generator lets you create professional PDF quotes when you already know the price — no calculator needed.
When to Use It
- Repeat orders — You've priced this design before and know exactly what to charge.
- Simple jobs — Quick turnaround jobs where you price mentally.
- Package pricing — You offer set packages at fixed prices.
- Adjustments — You've calculated elsewhere and just need a quote PDF.
How It Works
- Enter a description — What the quote is for (e.g., "Birthday Balloon Arch").
- Enter your price — The total amount you want to charge.
- Add notes (optional) — Any details like colours, setup info, or inclusions.
- Generate Quote — Creates a professional PDF with your business details and terms.
🔒 Your Data Stays With You
This is a quoting tool, not a customer management system. No customer details are stored on our servers — your quotes are generated instantly and downloaded straight to your device. Simple, private, and hassle-free!
📖 Full User Guide
Want more detail? Our comprehensive guide covers every feature, with examples and tips for success.
Open User GuideDisclaimer: This tool calculates prices from the values you enter. It is not financial advice and does not guarantee profit. Always verify calculations to suit your specific business circumstances.
