Allow for non-billable time, then compare available hours with the workload you expect. Start with a completed job sheet, supplier quotes and a crew schedule. 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 service visit | 4 |
Result: 136 units.
The reserve is your scenario assumption; it is not a universal staffing recommendation.
Open capacity with a contingency bufferMonthly Delivery Capacity
Estimate delivery capacity from usable labour hours.
Capacity = staff × hours × utilization / hours per sale
Show example inputs and result
| Delivery staff | 4 |
|---|---|
| Available hours per staff member | 160 |
| Billable utilization | 65 % |
| Hours per service visit | 8 |
Result: 52 sales per month.
Availability, nonbillable time, and hours required per sale determine the delivery throughput.
Open monthly delivery capacityRequired 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 service visit | 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 costOvertime versus Extra Staff
Compare entered overtime expense with an additional staffing cost.
Overtime cost difference = extra hours × overtime rate − extra staff monthly cost
Show example inputs and result
| Extra hours needed monthly | 80 |
|---|---|
| Overtime hourly cost | 45 |
| Monthly extra staff cost | 4,000 |
Result: -400 monthly cost difference.
Check actual available hours, skills, schedules, and service requirements before using a cost-only comparison.
Open overtime versus extra staffUse the results in your plan
For a plumbing service business, review fittings, access time, and travel across the complete workflow. Use one consistent period and delivery unit: a service visit. Compare the assumptions with recorded outcomes after delivery, then update the estimate.
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