How Much Revenue Is Your Team Leaving On The Table?
See what closing the utilization gap could look like for a small service team, agency, or contractor crew.
Number of people who track billable time
Blended rate across roles
The share of your total working hours that you can bill to clients. Set your own current benchmark.
A realistic target for service businesses is 70-80%.
What this calculator estimates
Billable utilization is the share of your team's paid hours that you actually invoice to clients. When utilization is low, you are paying for hours that never turn into revenue. This calculator estimates the monthly revenue gap between your current utilization and a target you set, so you can see what better time tracking and project planning could be worth.
How the estimate is calculated
The calculation multiplies your team size by hours worked per person per week to get total capacity. It applies your current utilization rate and your target utilization rate to that capacity, multiplies the difference by your average billing rate, and scales the result to a month (about 4.33 weeks). The output is an estimate of the additional revenue you could capture by closing the utilization gap, useful when deciding whether to invest in time tracking or project tooling.
Frequently asked questions
What is a good billable utilization rate?
It varies widely by business model and role. Rather than chase a single benchmark, track your own current rate over a few months and set a realistic target above it. The gap between the two is where the opportunity is.
Is this a forecast or an estimate?
It is a directional estimate based on the inputs you provide, not a guaranteed forecast. Use it to compare scenarios and prioritize, not as an exact revenue projection.