Free utilization calculator by CrmLeaf

Resource Utilization GPT

Describe your team in plain English and get utilization in seconds.

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Enter available, worked and billable hours per personOpen the full calculatorMeasure real utilization from your own tracked timesheetsStart a free trial
For growing service teams

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A calculator gives you last week's number. CrmLeaf tracks utilization continuously from real timesheets, so bench hours show up before the quarter closes rather than after.

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FAQ

Frequently asked questions

  • How is resource utilization calculated?

    Resource utilization is hours worked divided by available hours. Billable utilization is billable hours divided by available hours. The second is the one that pays the bills: someone can be fully occupied and still be barely billable.

  • What is a healthy utilization rate?

    Most agencies and consultancies target 70-85% billable utilization for delivery staff. Below 70% you are carrying unsold capacity; above 85% you have no slack for sickness, sales support or internal work, and burnout risk climbs.

  • Do you calculate the team rate by averaging each person's rate?

    No. Averaging per-person percentages over-weights part-timers. The team figure sums the hours first and divides once, so a 4-hour contractor cannot swing the roll-up as hard as a full-timer.

  • What are bench hours?

    Bench hours are available hours that were never sold - available hours minus billable hours. They are the clearest cash view of utilization, because they convert directly into revenue you could have invoiced at your standard rate.

  • How should I write the description?

    One person per line reads most reliably: "Priya: 40 available, 38 worked, 32 billable". Sentences work too ("Priya worked 38 hours with 32 billable"), as do groups ("six consultants, 160 available hours each") and team totals ("720 billable hours across the team"). Anything left out is filled with a stated assumption - 40 hours a week, 160 a month - and every assumption is listed under the result.

  • Is this free, and do I need an account?

    The first three calculations need no account and no card. After that you are asked to sign up, which is also free. Either way the description is read and the numbers calculated in your own browser, so nothing you type is uploaded or stored anywhere - and a prompt we could not read does not use up one of the three.