TEAM OPERATIONS
Use billable and available hours for the same people and period. Choose the basis for available time so your exported result can be interpreted correctly.
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Formula: billable hours ÷ available hours × 100. This is an allocation ratio, not a productivity or profitability score. The capacity not represented by billable hours may include important internal work or missing records; it is not automatically unused time.
The denominator changes the answer. Compare entered capacity with entered capacity minus explicitly excluded leave or holiday hours. Keep the people, period and billable numerator identical. If your entered capacity already excludes leave, enter zero additional exclusions.
Example: 110 billable hours ÷ 160 scheduled hours = 68.75%. Excluding 16 hours changes the denominator to 144 and the result to 76.39%, without adding any billable work. This is a basis change, not a productivity improvement.
A zero adjusted denominator is reported as unavailable. An adjusted rate above 100% is a reconciliation warning; check periods, exclusions and time records rather than silently capping it. Neither basis establishes profitability or a target utilization rate.
Formula reference: Harvest's utilization calculator. The side-by-side exclusion worksheet and examples here are original; no industry benchmark is used.
Method reviewed October 5, 2026 · Colabio · Original planning aid prepared with AI assistance. References explain the method; they do not endorse or validate your inputs.
Calculate billable utilization with a clear capacity denominator, worked examples, and checks for leave, internal work, and overlapping time entries.
Read the guide →TIME CLASSIFICATIONDefine non-billable time categories that distinguish internal work, project coordination, business development, leave, and entries awaiting review.
Read the guide →Project planningCompare planned and actual project hours, check remaining work, separate scope changes, and use time-budget variance to prompt useful review decisions.
Read the guide →Team transparencyIntroduce time tracking with a clear purpose, visible data rules, a small pilot, correction workflows, and a review that includes the people being tracked.
Read the guide →Agency managementRun a weekly agency capacity review that connects available hours, client commitments, review bottlenecks, scope changes, and named decisions.
Read the guide →