Timesheet Utilisation Calculator

The billable days calculator is useful for annual capacity planning. This timesheet utilisation calculator is for actual entries: client delivery, meetings, proposals, admin, training, and other work that already happened.

Utilisation is calculated as billable hours divided by total tracked hours. Seeing the split by entry makes it easier to spot unpaid sales work, admin drift, or client meetings that are being absorbed without a retainer.

If a week contains 18 hours of client delivery, 4 billable meeting hours, 5 proposal hours, 3 admin hours, and 2 training hours, total tracked time is 32 hours.

The billable total is 22 hours, so utilisation is 68.8%. At £85/hour for the billable work, revenue is £1,870 and blended hourly yield across all tracked time is about £58/hour.

That blended yield is often more useful than the headline hourly rate because it shows how unpaid time dilutes the period.

Useful billable categories include delivery, implementation, client meetings, support, discovery, and review sessions. Useful non-billable categories include admin, finance, sales, proposals, internal meetings, training, and downtime.

Keep categories simple enough that you will actually use them. Five consistent categories usually beat twenty detailed labels that become impossible to maintain.

Use the target field for the period you are checking: weekly, monthly, sprint, or retainer cycle. The target gap shows whether the entered period is ahead or behind plan.

If utilisation is lower than expected, feed the new reality into what should I charge or hourly rate calculations before lowering prices or adding unpaid hours.

If the same client regularly creates non-billable meetings or standby work, compare the pattern with the retainer vs hourly calculator. A retainer can make recurring availability visible instead of hiding it in unpaid time.

This calculator does not store timesheets, sync calendars, approve payroll, calculate overtime entitlement, enforce employment rules, or replace a proper time-tracking system.

Use it as a quick analysis layer for entered rows. For invoicing, contracts, employment compliance, or audited records, check the original timesheets and the tools or professionals responsible for those workflows.