A defined monthly capacity
96 billable hours out of 160 available service hours is 60%. A chosen 70% target corresponds to 112 hours, a gap of 16 hours. The target is illustrative, not a recommendation.
Time and capacity
Free Billable Utilization Calculator
Check how much of a defined period's service capacity is allocated to billable work. Enter available and billable hours on the same basis, then compare the result with your own planning target.
What you can do here
Measure billable hours against your available service hours and compare them with a target you choose.
Built for real invoice workflows
Review and approve billable time before using it to prepare the client invoice.
Preparing your calculator with today’s date…
Calculation notes
How the result is calculated
Billable utilization = billable hours ÷ entered available service hours × 100. Target hours = available hours × your target percentage. The remaining capacity is not automatically idle time: it can include non-billable work. Reporting products can define and prorate capacity differently, so compare denominators before comparing percentages.
Formulas and examples reviewed October 2, 2026. Illustrative figures; no tax or contractual determination.
Changing the denominator changes the result
96 billable hours divided by 120 available service hours is 80%. Comparing it with 96 divided by 160 (60%) would confuse a capacity-definition change with a change in delivered billable time.
Questions about this calculation
Is unallocated capacity all non-billable work?
No. It may include internal work, available but unused time, and other capacity depending on your definition. The calculator does not classify time entries.
Does higher utilization guarantee more money received?
No. Approval, invoicing, pricing, and payment are separate. This measures hours against capacity; it does not forecast cash receipts.
Sources and further reading
How to use it
1
Define the period and the available-hours denominator consistently.
2
Enter confirmed billable hours that belong to that period.
3
Choose your own target and review the extra hours implied without treating it as a benchmark.
Why it helps
Expose changes caused by different denominator definitions.
Keep billable time separate from total logged work.
Translate a chosen percentage target into hours for review.
Next step
From free tool to live invoice workflow.
Use the result when creating your invoice in InvoiceAgent. Planner setup links carry the settings they describe into a draft. Review your dates, amounts, PDF, and reminder settings before scheduling.
Related workflows
Move from the quick answer into the rest of the invoice system.
Approve the billable time
Approve the billable time
Confirm the reviewed hours before invoicing.
Review hours against an allowance
Review hours against an allowance
Distinguish service capacity from a client's purchased hours.
Invoice templates
Invoice templates
Use the result inside invoice formats that are ready for clients and easier to automate.
Knowledge base
Knowledge base
Review the billing concepts behind the numbers before they go onto a live invoice.
Profession pages
Profession pages
See how freelancers, consultants, and agencies apply the same calculator output in different workflows.