1. Calculate available time
Weekly working hours are multiplied by productive weeks after vacation, holidays, sick leave, and training are removed.
Time utilisation calculator
Billable Hours Calculator
Measure billable capacity, actual billable hours, utilisation, non-billable workload, annual revenue, and the weekly hours required to reach your target.
Instant utilisation
Annual capacity
Revenue projection
Calculate your billable hours and utilisation
Enter available time, time off, non-billable work, actual billable hours, rate, and utilisation target.
Billable utilisation should be interpreted alongside quality,
profitability, client satisfaction, workload, and business
development. A 100% target is normally unrealistic because
essential non-billable work still requires time.
How the Billable Hours Calculator works
The calculator starts with your available annual working time, separates non-billable activity, measures actual billable utilisation, and compares it with a selected target.
2. Separate non-billable work
Administration, marketing, internal meetings, learning, support, and other non-client activities reduce the hours available for billing.
3. Measure utilisation and revenue
Actual billable hours are converted into annual and monthly totals, utilisation, revenue, and target-gap estimates.
Available Annual Hours
Weekly Hours × (Working Weeks − Vacation − Other Leave)
Billable Utilisation
Actual Billable Hours ÷ Total Weekly Work Hours × 100
Annual Billable Revenue
Annual Billable Hours × Hourly Billing Rate
Signal
Possible meaning
What to review
Low utilisation
Limited revenue-producing time
Review administration, meetings, sales effort, scheduling gaps, scope creep, rework, and unpaid client support.
Very high utilisation
Possible capacity pressure
Confirm there is enough time for sales, learning, quality control, administration, rest, and future pipeline development.
Large target gap
Revenue capacity shortfall
Improve scheduling, raise prices, reduce low-value non-billable work, delegate tasks, or revise the target to a sustainable level.
Strong revenue capacity
Healthy monetisation potential
Validate that billable demand, payment terms, delivery quality, workload, and client retention support the projected revenue.
Frequently asked questions
Important details for calculating and managing billable hours accurately.
What are billable hours?
Billable hours are hours directly chargeable to a client under an hourly, project, retainer, or service agreement.
How are annual billable hours calculated?
Multiply average weekly billable hours by the number of working weeks remaining after vacation, holidays, sick leave, and other planned time off.
What is billable utilisation?
Billable utilisation is the percentage of available working time spent on client work that can be billed. It helps measure revenue-producing capacity.
What activities are usually non-billable?
Common examples include administration, invoicing, sales, marketing, internal meetings, training, business development, general support, and unapproved rework.
What is a good billable utilisation rate?
The right target depends on role, industry, seniority, sales responsibilities, management work, service model, and business maturity. Compare with similar roles and your own sustainable capacity.
Can utilisation be too high?
Yes. Very high utilisation may reduce time for selling, learning, quality improvement, administration, recovery, and future pipeline development.
How can I increase billable hours?
Improve scheduling, clarify scope, reduce internal meetings, automate administration, delegate tasks, package recurring services, and charge for previously unbilled support or revisions.
Should I track billable hours daily or weekly?
Daily tracking is usually more accurate because details are fresh. Weekly and monthly reviews help identify utilisation trends, revenue gaps, and recurring non-billable workload.