Free Tool
Are You Leaking Billable Hours?
Enter your numbers. See your utilization rate, how much revenue you're leaving on the table, and where you fall vs the 65–75% benchmark most profitable agencies hit.
Your team
Your utilization rate
Good range. The question now is how long it took you to get that number. If it involved a spreadsheet, that's the problem.
What if you hit…
75%Move it up a few points and see what it means in dollars.
Revenue today
$84,000
560 hrs × $150/hr
Revenue at 75%
$90,000
600 hrs × $150/hr
Hidden revenue potential
+$6,000
unlocked if you reach 75% this period
This number matters. The question is whether you want to dig it out once a month or just have it.
Email me these results
We'll email your numbers and the benchmark data. Useful for sharing with ops or a co-founder.
Frequently asked questions
- What is a healthy utilization rate for an agency?
- 65–75% is the range where profitable agencies tend to operate. Below 65%, you're paying for capacity that isn't generating revenue. Above 80%, teams start burning out and projects slip. The sweet spot isn't just about revenue — it leaves room for sales, internal work, and the inevitable project that runs long.
- How do you calculate agency utilization rate?
- Utilization rate = (billable hours ÷ available hours) × 100. If someone has 40 hours available and bills 28, they're at 70%. For a whole team, add up all billable hours and divide by total available hours across everyone.
- What is the difference between billable hours and available hours?
- Available hours are what's on the clock — usually 40 per week. Billable hours are the slice actually charged to a client. The gap in between is everything else: internal meetings, sales calls, admin, training. Closing that gap is how you improve utilization. Eliminating it entirely is how you burn out your team.
- Why is my agency's utilization rate so low?
- Usually it comes down to a few things. Scheduling is off — some people are buried while others have empty slots and nobody sees it clearly. Non-billable time has crept up, with meetings and admin eating more hours than you'd expect. Or scope creep and write-offs are pulling the number down even when the team is technically busy. Before assuming it's a pipeline problem, track where the hours are actually going.
- How can I improve my team's utilization rate?
- Start with visibility. If you can't see who has capacity and when, work gets distributed by whoever shouts loudest. Audit your non-billable hours — find the biggest drains and decide which ones are worth it. Tighten project scoping to cut write-offs. Once you're in the 65–75% band, the next lever is rate, not hours. Supervisible tracks this across your whole team automatically, so you're not finding out a month late.