Allow for non-billable time, then compare available hours with the workload you expect. Start with time sheets, engagement scopes and invoice ageing. Each example below uses hypothetical values you can replace.
Capacity with a Contingency Buffer
Reserve delivery capacity for variability before promising work.
Deliverable units = floor(hours × (1 − buffer) / hours per unit)
Show example inputs and result
| Available delivery hours | 640 |
|---|---|
| Hours reserved for disruption | 15 % |
| Hours per client month | 4 |
Result: 136 units.
The reserve is your scenario assumption; it is not a universal staffing recommendation.
Open capacity with a contingency bufferRequired Delivery Staff
Estimate whole staff equivalents required for a delivery target.
Required staff = ceiling(sales × hours per sale / (hours available × utilization))
Show example inputs and result
| Monthly sales target | 100 |
|---|---|
| Labour hours per client month | 6 |
| Available monthly hours per staff member | 160 |
| Billable utilization | 70 % |
Result: 6 staff.
The tool estimates whole staff equivalents. Part-time schedules and overtime require a separate staffing plan.
Open required delivery staffFully Loaded Labour Cost
Convert staff cost into a delivery-hour cost for pricing.
Loaded cost = (pay + employer costs + allocated overhead) / productive hours
Show example inputs and result
| Annual gross pay | 45,000 |
|---|---|
| Employer benefits and payroll costs | 10,000 |
| Allocated annual staff overhead | 5,000 |
| Productive annual hours | 1,500 |
Result: 40 per productive hour.
Productive hours exclude leave, training and non-delivery time. Enter employer charges from your own payroll records.
Open fully loaded labour costUse the results in your plan
For a bookkeeping service business, review staff hours, software, and review time across the complete workflow. Use one consistent period and delivery unit: a client month. Compare the assumptions with recorded outcomes after delivery, then update the estimate.
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