Calculators · Capacity
Billable hours calculator
This billable hours calculator shows the hours a target rate needs, how far short you are, and how many appointments close the gap.
Your numbers
Everything updates as you type. Nothing is uploaded.
Result
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The formula
Billable hours required = available hours × target rate
Shortfall = required − billable so far
Convert the shortfall into appointments by multiplying by 60 and dividing by your typical slot length.
Worked example
Example: 37.5 available hours at an 85% target requires 31.9 billable hours. With 26 banked you are 5.875 hours short (shown as 5.9), which is 8 appointments at 45 minutes. (5.875 × 60 ÷ 45 = 7.8, rounded up).
Common questions
Is this the same as productivity?
The arithmetic is the same. The difference is what goes in the denominator: available hours here, paid hours in a productivity calculation.
Should I include documentation in available hours?
Only if documentation time is not protected. If you have a protected admin block, exclude it, since it was never available for billing.
Does this work for non-clinical roles?
Yes. The calculation is identical for consultants, lawyers and anyone else measured on billable time.
Longer explanation: How to calculate the billable minutes needed to hit target